For the latest travel advice from the Foreign & Commonwealth Office including security and local laws, plus passport and visa information, check www.gov.uk/foreign-travel-advice
Equity Booking conditions
1. Your contract with us
2. Financial Security
We provide full financial protection for our package tours. For flight-based tours this is through our Air Travel Organiser’s Licence (ATOL) number 2680. In the unlikely event of our insolvency, the CAA (Civil Aviation Authority) will ensure that you are not stranded overseas and will arrange to refund any money you have paid to us for an advance booking. For further information visit the ATOL website at www.atol.org.uk
We will provide you with the services you have bought (or a suitable alternative). In some cases, where we aren’t able do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). When you buy an ATOL protected flight or flight inclusive trip from us you will receive an ATOL Certificate. This lists the flight, accommodation, car hire and/or other services that are financially protected.
If you book arrangements other than a package tour (as defined by The Package Travel, Package Holidays and Package Tours Regulations 1992,) the financial protection referred to above does not apply. This will not cover any monies paid for Travel Insurance or for transportation that is not UK-originating. This protection only applies to the extent that cover is not provided by other such arrangements in place under regulations applicable in the country in which the booking is made if outside the UK.
For non-flight based tours you are covered by the Travel Regulation Insolvency Protection. Equity is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with 'The Package Travel, Package Tours Regulations 1992' all passengers booking with Equity are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Equity. This insurance has been arranged by Towergate Chapman Stevens through Zurich Insurance PLC.
In the unlikely event of insolvency you must inform Towergate Chapman Stevens immediately on +44 (0) 1932 334140 or by email at email@example.com . Please ensure you retain the booking confirmation form as evidence of cover and value. Policy exclusions: This policy will not cover any monies paid for travel insurance or any claim relating to air flights.
We are a Member of ABTA, membership number V5376. We are obliged to maintain a high standard of service following ABTA’s Code of Conduct. We can also offer you an arbitration scheme for the resolution of disputes arising out of this contract. The scheme is arranged by ABTA and administered independently. It is a simple and inexpensive method of arbitration on documents alone with restricted liability on you for costs. Your request for arbitration must be received by ABTA within eighteen months of the date of return from holiday.
Further information on the Code and ABTA’s assistance in resolving disputes can be found on www.abta.com
4. Booking and paying for your tour
A confirmed booking is made with us when you pay us a deposit in accordance with the time scales set out below and when we issue you with a booking confirmation. A binding contract will only come into existence once we have issued you with a booking confirmation that will confirm the details of your booking/contract and will be sent to you. Upon receipt, if you believe that any details on the confirmation (or any other document) are wrong you must advise us immediately as changes cannot be made later and in any event, we will not be responsible for any loss or agree any compensation if we are not notified of any inaccuracies in any document within ten days of our sending it out (five days for tickets).
The balance of the cost of your arrangements (including any applicable surcharge) is due in accordance with the time scales set out below. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out below will become payable.
Holding deposits are non-refundable. Where a holding deposit is paid to us, the party leader accepts the conditions and deposit schedule below. Whilst we will endeavour not to change prices, costs may change while your booking is held on a holding deposit. Within this period, we reserve the right to change the price by any amount at any time. If you do not want to accept the change, see Clause 8.
12 weeks prior to departure
European trips by coach
12 weeks prior to departure
12 weeks prior to departure
World Wide trips (including Americas)
12 weeks prior to departure
*First deposits are payable at the time of booking.
**Second deposits (if applicable) are payable at quoted date. These will be combined with 1st deposits if booking within 6 months of departure.
The balance is due no less than 12 weeks before departure. Full payment is required if booking is 12 weeks or less before departure (“late bookings”). Cancellation charges are detailed in Clause 6 which may come into effect should your booking be deemed cancelled due to non-payment. Should your booking not be deemed cancelled, there will be a £5 per person charge for any late payments not received by the due date. Please note we do not accept American Express or Diners Club credit cards. Any monies paid to a Party Leader in respect of your tour are held by the Party Leader on behalf of the party members until such times as we have dispatched written confirmation of your booking, after which all monies held by the Party Leader are held on our behalf.
An invoice for the balance due will be sent to the Party Leader approximately 16 weeks prior to the departure of your tour. The full amount outstanding must be received by us no later than 12 weeks before departure. Payment should be made by bank transfer. If payment is made by cheque you should allow 5 working days for clearance from the time we receive it.
We reserve the right to charge a greater first deposit or request payment by a certain date to confirm your tour arrangements; if this is the case you will be advised at the time of booking. This is necessary for low cost airlines that require full payment at time of booking.
5. Prices, surcharges and refunds
All prices that we advertise are correct at the date published and prices on our websites are updated regularly. Although we make every effort to ensure the accuracy of the website information and prices, we cannot guarantee it and we, therefore, reserve the right to change advertised prices at any time and to correct any errors in advertised and confirmed prices. Prices are obtained from suppliers in advance and may have changed by the time you come to book your trip; before you confirm your booking, we will give you the up-to-date price of your chosen tour including the cost of any supplements, upgrades or additional facilities which you have requested. Our tour prices are based on the costs of transport, accommodation, etc. Exchange rates are available on request and are dependent on current market rates.
Adult and Student prices
We endeavour that student prices will be applicable to pupils up to the age of 18 years of age however, student ages and prices remain at the discretion of the individual supplier; we reserve the right to pass adult and student prices to you as we are charged. If your party consists of students over 18 years of age, please advise us at the initial enquiry stage because an adult supplement is applicable for clients over 18 years of age at time of travel. Additional adults in excess of the free places offered can normally be accepted at a supplement charge quoted by our office.
Please be aware that many European destinations are introducing a tourist tax that is payable on arrival at your accommodation. These taxes have been introduced by local governments to improve tourist infrastructure. Please ask your sales specialist for further information on your destination.
Some airlines will request the full payment for flights at confirmation stage; whilst we endeavour that your payment will cover this amount, we may have to request further payment to guarantee your flights. Should your flights be available to book when confirming your tour, we are unable to book these until your deposits have cleared in our account and a passenger list is received. Flight prices may change within this period and therefore, at this time, we will reconfirm your tour price. If your flights are not on sale when confirming your trip, we will give you an estimate price. Flights and flight prices are subject to change and when these become available, we will reconfirm your tour price.
Air Passenger Duty
The UK Government announced on 3 December 2014 that Air Passenger Duty (APD) will no longer be charged for children aged under 16 years on economy class seats travelling. APD is not included in any Equity brochure or quoted price (unless stated) therefore on confirmation of your trip, we will apply APD for any paying adults and students aged 16 years and over. Subsequently, on receipt of your Advanced Passenger Information, we will remove from your invoice the APD charge for all passengers aged 15 and under. The rates of APD are detailed below and on your Booking Letter and will be applied to your final invoice. The APD charge is an excise duty imposed by the UK Government and therefore cannot be waived under any circumstance and is subject to change. Below is a guide based on rates as of 18th July 2017.
Band A destinations
(up to 2,000 miles – mainly Europe)
Total ticket cost + £13 per person*
Band B destinations
(over 2,000 miles – all long haul routes)
Total ticket cost + £78 per person*
Once the final price of your arrangements has been confirmed, no amendment will be made to it unless it is to correct an error, or if our costs change as a result of an increase or decrease in transportation costs or duties, taxes or fees payable for services such as landing taxes or embarkation or disembarkation fees at ports or airports or as a result of any changes in the exchange rates which have been used to calculate the cost of your arrangements. Only if the amount of the increase in our costs exceeds 2% of the total cost of your arrangements (excluding insurance premiums and amendment charges), will we make an additional charge.
If any additional charge is greater than 10% of the cost of your arrangements (excluding insurance premiums and any amendment charges), you will be entitled to choose one of options (a), (b) and (c) as set out in clause 8. If you do not inform us of your choice within 14 days from the issue date printed on our additional charge invoice, we are entitled to assume that you will pay the additional charge. Any additional charge must be paid with the balance of the cost of the arrangements or within 14 days of the issue date printed on the additional charge invoice, whichever is the later. We will not levy an additional charge nor make a refund within 30 days of departure.
Should the price of your Tour go down due to the changes mentioned above, by more than 2% of your Tour cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
6. If you change or cancel your booking
If you wish to cancel or amend all or part of your booking, the party leader must advise us in writing by recorded letter or email as soon as possible. A cancellation or amendment is only effective when received in writing. Please note that certain travel arrangements (e.g. flight/rail tickets) may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangement.
Whilst we will do our best to assist, we cannot guarantee that we will be able to meet any requested change or addition. Where we can meet a request, all changes and additions will be subject to payment fee per individual amendment plus any applicable rate changes or any extra costs incurred by ourselves and any extra costs or charges incurred or imposed by any of our suppliers; all costs related to these changes will be passed directly back to the client. You should be aware that these costs could increase the closer to the departure date that changes are made, as per the schedule below, and you should contact us as soon as possible.
Amendment cost based on days before departure:
Days before departure
More than 84 days
Total amendment cost + £20 amendment fee
Total amendment cost + £30 amendment fee
Total amendment cost + £50 amendment fee
Total amendment cost + £80 amendment fee
Total amendment cost + £100 amendment fee
Tours by coach: Additions and changes to your party are usually possible up until the day before departure; however you must always check with us first by contacting us. Any alterations made by you within 12 weeks of departure will be subject to chargers as mentioned above.
Tours by air: For tours by air, it is the party leader’s responsibility to ensure that all names are given in full and exactly as shown on the individuals’ passport. We do not accept any responsibility for incorrect/abbreviated names submitted to us and any subsequent amendments will be dealt with as a name change and will incur the applicable charges outlined above. This information is required when first deposits are paid to secure flight seats. Most airlines do not allow name changes after tickets have been issued or in the case of some carriers once names have been received. In this instance, the charge is usually the full cost of the flight. If your invoice settlement is overdue at the time of requesting a name change this must be paid in full before the change can be made. Any charges or payments must be made before any amendments can take effect.
Since we incur costs in cancelling your arrangements, you will have to pay the applicable cancellation charges up to the maximum shown below (the cancellation charge detailed is calculated on the basis of the total cost payable by the person(s) cancelling excluding insurance premiums and amendment charges which are not refundable in the event of the person(s) to whom they apply cancelling.)
If the number of adults in your party accounts for 20% or more of your party or if any cancellation reduces the number of paying members for a particular tour (including free places), we reserve the right to re-cost the price of your tour and the invoice will be adjusted accordingly for all remaining group members.
Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned. No refunds will be given for passengers not travelling or for unused services.
If any member of your party is unable to travel, that person(s) may transfer their place to someone else (introduced by you) providing we are notified not less than twelve weeks before departure and you pay an amendment fee and meet all costs and charges incurred by us and/or incurred or imposed by any of our suppliers. If you are unable to find a replacement, cancellation charges as set out will apply.
Period before departure within which written notice of cancellation is received by us or your Travel Agent
Amount of cancellation charge shown as % of tour price
More than 84 days
Full 1st and 2nd deposits as per schedule
28 days - departure day or afterwards
7. Cutting your tour short
If you choose or are forced to return home early, we cannot refund the cost of any services you have not used.
8. If we change or cancel your booking
We start planning tours many months in advance. Occasionally, we have to make changes to and update the content in our published information both before and after bookings have been confirmed, and we may have to cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so. Most changes will be categorised as minor such as, but not limited to, changes to the overseas airport, airline, aircraft, ferries or coaches used, changes to departure times of less than 12 hours or the withdrawal of certain facilities.
Occasionally, we have to make a significant change which may include a change of accommodation to that of a lower official classification or standard for the whole or a major part of the time you are away; a change of resort area for the whole or a major part of the time you are away; a change of outward departure time or overall length of time you are away of 12 or more hours; and a change of UK departure point (except as between Heathrow, Gatwick, Stansted or Luton and instances where we offer connecting transportation).
If we have to make a significant change or we have to cancel your tour, we will tell you as soon as possible, and if there is time to do so before departure, we will offer you the choice of the following options:
a). accepting the changed arrangements or
b). purchasing an alternative Tour from us, of a similar standard to that originally booked if available (if the chosen alternative is less expensive than your original one, we will refund the difference but if it is more expensive, we will ask you to pay the difference) or
c). cancelling or accepting the cancellation, in which case you will receive a full refund of all monies you have paid to us minus any included insurance premium.
If we have to make a significant change or cancel on or after the date when the balance of your Tour cost becomes due we will pay you compensation as set out below subject to the following exceptions:
a). compensation will not be payable and no liability beyond offering the above mentioned options can be accepted where we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care.
b). no compensation will be payable if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel (e.g. if you fail to pay on time).
In all cases, our liability for significant changes and cancellations is limited to the above mentioned options and, where applicable, compensation payments set out below. We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation.
No compensation is payable for minor changes or where we make a significant change or cancel on or before the date when the balance of your Tour cost becomes due.
Period before departure within which a ‘significant change’ is notified to you or your Travel Agent
Compensation per paying person
More than 70 days
14 days or less
9. Force Majeure
We regret that we cannot accept liability or pay any compensation where the performance of our contractual obligations is prevented or affected by events or circumstances amounting to "force majeure". In these booking conditions “force majeure” means any event the consequence of which we or the supplier of the service(s) affected could not, even with all due care, foresee or avoid. Such events may include but are not limited to war or threat of war, riots, civil strife on any scale, or actual threatened terrorist activity, industrial dispute, man-made or natural disaster, adverse weather conditions, pandemic and all similar events beyond our control.
10. Liability and Responsibility
We will take reasonable skill and care to properly perform our contractual obligations to you and if you prove that we or any of our suppliers have failed to perform our duties with reasonable skill and care and that you have suffered loss as a result, you may, subject to these terms and conditions be entitled to compensation from us:
1. We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description which results from:
a) the act(s) and/or omission(s) of the person(s) affected;
c) Force Majeure as defined in Clause 9 above or unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or
d) an event which either ourselves, our employees, agents or suppliers and subcontractors could not, even with all due care, have foreseen or forestalled.
In the event of (b), (c) and (d) above, we will nevertheless provide you with reasonable assistance should you require it but reserve the right to pass on any charges we incur.
2. The services and facilities included in your tour will be deemed to be provided with reasonable skill and care if they comply with any local regulations which apply, or, if there are no applicable local regulations, if they are reasonable when compared to the local standards or customary practice of the service or facility in question. The fact that services or facilities do not comply with local or UK guidance or advice shall not mean that the services or facilities in question have not been provided with reasonable skill and care.
3. We limit the amount of compensation we may have to pay you if we are found liable under this clause as follows:
a) loss of and/or damage to any luggage or personal possessions and money. Where we are found liable for loss of and/or damage to any luggage or personal possessions, (including money), the maximum amount we will have to pay you is limited to the excess amount payable under the Insurance policy we offer per person affected. You are required to have taken out adequate insurance at the time of booking.
b) Claims not falling under (a) above or involving injury, illness or death. The maximum amount we will have to pay you in respect of these claims is the price paid by or on behalf of the person(s) affected. This maximum amount will only be payable where it is deemed that your group have not received any benefit at all from your booking.
c) Claims in respect of international travel by air, sea and rail, or any stay in an accommodation:
i.The extent of our liability will in all cases be limited to the same extent as if we were carriers under the appropriate Conventions, Directives and Regulations, which include but are not limited to The Warsaw/Montreal Convention (international travel by air); The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to accommodation arrangements). You can ask for copies of these Conventions from our offices or obtain them online. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ are incorporated into this contract and will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge and agree that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.
ii. In any circumstances in which a carrier is liable to you by virtue of the Denied Boarding Regulation 2004, reimbursement, in such cases, is the responsibility of the airline and will not automatically entitle you to a refund of your tour cost from us. If any payments to you are due from us, any payment to you by the airline will be deducted from this amount
iii. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from any supplier or the transport provider or hotelier for the complaint or claim in question.
4. It is a pre-condition of our acceptance of liability under this clause that you notify any claim to ourselves and our supplier(s) strictly in accordance with the complaints procedure set out in clause 10 of these conditions failing which no payment will be made.
5. Where any payment is made, that the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.
6. Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you; or any business losses.
7. We will not accept responsibility for services or facilities which do not form part of our contractual agreement as set out in our confirmation invoice. For example any excursion you book, or any service or facility which your accommodation or any other supplier agrees to provide for you.
11. Conditions of suppliers
Many of the services which make up your Tour are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which you agree are incorporated into the terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from ourselves or the supplier concerned.
12. If you have a complaint
If a problem arises, we want to be the first to hear about it. Our Equity Representatives or Emergency Contact can deal with most problems on the spot, so please do not wait until you get home before reporting a problem. If your complaint is not resolved locally, please follow this up within 28 days ofyour return by writing to our Customer Services Department. It is strongly recommended that you communicate any complaint to the supplier of the services as well as to our representative without delay in resort. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort and this may affect your rights under this contract. Please also see Clause 3 above on ABTA.
We undertake to acknowledge receipt of your letter within 14 days and within 28 days to send you a full reply or an explanation for the delay. In any event we undertake to send you a full reply within 56 days.
Adequate travel insurance is vital. We feel it is part of our duty of care to ensure
that our nominated travel insurance is included in all trips to ensure an adequate level of cover for our groups. Where you choose to remove this from your package, it is your responsibility to ensure an adequate level of cover is provided and to provide us with the details. Some policies can exclude winter or adventure sports so you must check your cover to ensure that it includes, for example, medical expenses; repatriation; mountain rescue; cancellation, curtailment and legal expenses cover.
Details of our nominated insurance can be found on our website - please click on the appropriate brand to view your summary of cover: Equity Ski; Equity School Travel; Equity Student Travel. Please ensure before purchasing that you are eligible to take the insurance policy by agreeing to the Eligibility Statements found in the insurance summary or policy document.
With the policy offered by Equity, your cover will start from the date of first payment. Please note that you may cancel the policy with a full refund of premiums within 14 days of Policy purchase. Should you wish to withdraw from participation in the group policy at any time after the standard 14 day cooling off period you must do so by giving notice of that intention to us in writing. Any return of premium will be calculated from the date such participation ceases, provided you have not travelled or been the subject of a claim during any period for which cover was provided, in which case no refund will be due. We are an appointed representative of Endsleigh Insurance Services Limited who are authorised and regulated by the Financial Services Authority.
14. Passports & Visas
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We provide general advice regarding visa and passport requirements in our " Party Leader Handbook: "We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
15. Health Requirements
We recommend that EU residents carry a European Health Insurance Card – EHIC. These enable the holder to take advantage of the reciprocal health schemes available, providing access to state-provided emergency treatment and necessary healthcare on temporary visits to the UK and other European countries. The party leader is responsible for passing on any health requirement information to other party members.
Health facilities, hygiene and disease risk vary worldwide. You should take health advice about your specific needs as early as possible. Before travelling we strongly advise you to consult your own medical practitioner who will be in the best position to take into account any relevant personal factors or newly reported epidemics. If you are prone to illness please ensure that you carry enough medication as some medicines may not be available locally.
If you or any member of your party has any medical problem or disability which may affect the Tour arrangements of that person, please tell us before you confirm your booking so we can advise as to the suitability of the chosen Tour. In any case, you must complete the 'ABTA checklist for disabled and less mobile passengers' at the time you make your booking and return it to us at Equity. If we feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline/cancel their reservation. We will not be liable for any loss arising from your failure to inform us about any medical problem, disability or special need which might affect your enjoyment or participation on your tour.
We must be informed either at the time of booking, or as soon as possible thereafter, of any guest who is, or becomes, pregnant and who at the time of travelling will be post 28 weeks pregnant. After this point some carriers may refuse travel or will require a relevant medical certificate that confirms the guest has medical approval for flying.
16. Special Requests
We will do our best to meet special requests made by you and pass these on to the appropriate persons provided that they are sent to us in writing. Confirmation that a special request has been noted or passed to a supplier is not confirmation that the request will be met. All special requests are subject to availability.
17. Air and Ferry Travel
The carrier(s), flight or ferry timings and types of aircraft shown on our website and detailed on your confirmation invoice are for guidance only and are subject to alteration and confirmation by the carrier of whom we have no control. We shall inform you of the identity of the actual carrier(s) as soon as we become aware of it. The latest flight or ferry timings will be shown on your tickets which will be dispatched to you approximately two weeks before your departure date. You should check your tickets very carefully and immediately on receipt to ensure you have the correct flight times. If flight times change after tickets have been dispatched, we will contact you as soon as we can to let you know.
We cannot accept liability for any delay whether it is due to any of the reasons set out in clause 8 of these booking conditions or otherwise (which includes the behaviour of any passenger(s) on any flight who, for example, fails to check in or board on time or otherwise).
Under EU Law, you have rights in some circumstances to refunds and/ or compensation from the airline in cases of denied boarding, cancellation or delay to flights, your airline or other transport provider concerned may provide refreshments and/or appropriate accommodation. Full details of these rights will be publicised at EU airports and will also be available from airlines. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund of your Tour price from us. If the airline does not comply with these rules you should complain to the Civil Aviation Authority (www.caa.co.uk)
For certain destinations where we feature more than one accommodation, groups will be allocated to a specific accommodation closer to departure (dates vary based on supplier & destination). Please advise us of your preferred accommodation (request subject to availability). Some properties may not be available on all advertised dates and are booked on a request basis by us.
An increasing number of accommodations require a damage deposit. This will either be shown on your final balance invoice or it will be payable in resort on arrival; it is refunded provided no damage is incurred. We will advise whether this is applicable at the time of booking or as soon as this is made known to us.
Please note that rooming and room types will vary between accommodations and across countries. Accommodations may provide bunk beds, double beds, Austrian twins or in North America, shared queen beds. Please inform us of any rooming requests but please be aware that these may not always be possible and additional supplements may be applicable. Check in and check out times will vary according to the accommodation and therefore, these will be advised by your Product Delivery Specialist.
Your board basis provided by each accommodation is detailed on your tour quote letter and in your itinerary. We must be advised of allergies or special dietary requirements at enquiry stage so we can advise whether chosen accommodation is suitable.
We cannot guarantee the provision of towels and soap in all of our accommodations and group members should provide their own. In the interest of hygiene, group members should be able to identify and use their own towels. Usage of facilities such as Wi-Fi, swimming pools, hot tubs and saunas are determined by suppliers in accordance with local custom, guidelines, practice or regulations. Charges may apply for facilities. Facilities can be withdrawn at any time at the discretion of the accommodation provider.
Ski accommodation described as offering “doorstep” skiing will be dependent on individual skiers’ ability and snow conditions in resort. Where walking distances are quoted, it is based on the guideline time for an adult walking 100m in one minute in standard footwear as timings will vary on footwear and conditions including personal fitness. Free ski bus services may be subject to capacity restrictions.
19. Conduct and Behaviour
When you book with us, you accept responsibility for any damage or loss caused
by any member of your party. Full payment for any such damage or loss must be paid direct at the time to us or to the accommodation owner or manager or other supplier of services to whom loss or damage is caused. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.
We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, (for example but not limited to, any airline pilot, coach driver, accommodation owner or manager, or senior member of our staff), you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we reserve the right within our reasonable discretion and without prior notice, to terminate the Tour of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. We will also seek recovery of any outlay or losses we incur, including our own legal costs.
The Party Leader accepts responsibility for the good conduct of all participants during the tour and for school trips warrants that the correct ratio of responsible adults will be on active duty at all times to ensure that all participants behave well. Furthermore, it is the Party Leader’s responsibility specifically to ensure that:
a) No participant under 18 years of age consumes alcoholic drinks unless written permission from a parent or guardian can be produced. All local laws relating to the consumption of alcohol must at all times obeyed by participants,
b) No participant consumes alcohol to excess
c) Participants comply with local laws
d) No participant uses illegal substances or 'legal highs'
e) No participant smokes in a accommodation bedroom or in any other way causes a fire hazard
f) Participants act in a responsible way and do not behave in a way likely to cause damage to property or offence to other people.
20. Withdrawal or limitation of facilities for which we are not responsible
We draw your attention to the following non-exclusive circumstances which fall outside our direct control and where we are not prepared to accept liability. Note that some amenities (e.g. accommodation lifts, swimming pools, etc.) require servicing and cleaning and may therefore not be available at all times. Their availability is at the discretion of the provider of the service. Entertainment (particularly live entertainment) provided by accommodations is frequently subject to demand; its nature and frequency may be varied and there may be a lack of demand or insufficient numbers in the accommodation. Adverse weather may also affect availability of ski areas, ice rinks, bus services, après ski activities or ski lift facilities in which case our suppliers will do their best to offer alternative facilities or activities.
Piste Closure: We cannot be held responsible for weather affecting the availability of ski areas however if you have our insurance we will, where possible, work with the insurers under the Piste Closure Terms and Conditions to transport the group to the nearest available ski resort with snow. Should an alternative resort not be available then the policy covers up to £30 per complete day you were unable to ski. No further refunds will be made.
Italian Ski School: whilst confirmed as a 2 hour lesson, in Italy these lessons usually last approximately 1 hour 50 minutes to allow instructors enough time between lessons.
Ferries: Whilst we will make every effort to secure the ferry route of your choice this cannot be guaranteed.
Coaches: If you have booked the services of an Equity Representative, they may also travel with you on your coach. We also reserve the right to utilise any empty coach seats for our other staff.
Supervision: Outside of any Equity organised activity sessions led by qualified instructors, you and accompanying school adults as “loco parentis” are responsible for the supervision of students at all times, and is never the responsibility of Equity staff.
21. Data Protection
For the purposes of the Data Protection Act 1998, we are a data controller. In order to process your booking, we need to collect certain personal details from you. These details will include, where applicable, the names and addresses of party members, credit/debit card or other payment details, and special requirements (including some sensitive data, as defined by the Act), such as those relating to any disability or medical condition which may affect the chosen Tour arrangements and any dietary restrictions which may disclose your religious beliefs. If we need any other personal details, we will tell you before we obtain them from you. We need to pass on your personal details to the companies and organisations who need to know them so that your Tour can be provided (for example your airline, accommodation, other supplier, credit/debit card company or bank). Such companies and organisations may be outside the European Union, Norway, Iceland or Liechtenstein if your Tour is to take place or involves suppliers outside these countries.
We would also like to use your personal details to send you information concerning the Tours and services we offer. We will ask your consent first before doing this. All details you give us in connection with your booking (including those relating to any disability or medical condition or your religious beliefs (sensitive data), will be kept by us but we will only use names and addresses for marketing.
Except where expressly permitted by the Data Protection Act, we will only deal with the personal details you give us as set out above unless you agree otherwise. We have appropriate security measures in place to protect this information. You are entitled to ask us (by letter or e-mail) what details of yours are being held or processed, for what purpose and to whom they may be or have been disclosed. We promise to respond to your request within 30 days of receiving your written request and fee.
22. Free Places
Free places and similar offers such as free coach travel to airport are subject to brochure and website conditions and if you qualify for them will be confirmed by us in writing after all places have been paid for in full. Please note that teachers may be required to share rooms with other teachers of the same sex from the same school, or in some circumstances from different schools, unless a single supplement has been paid.
23. Subsequent versions of these conditions
These booking conditions have been produced in conjunction with our latest programme. We may alter these terms and conditions at any time. If we do so, all subsequent bookings will be governed by the newer version.