Terms and Conditions
These conditions are effective from 1st April, 2020 and apply to all bookings. Please read these booking conditions carefully as, by entering into this contract, you confirm your acceptance of these booking conditions on behalf of all persons named on your booking form.
- he/she has read these Booking Conditions and has the authority to and does agree to be bound by them;
- he/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services;
- he/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.
- each named guest in the travel party will be covered by a travel insurance policy, to be taken out as soon as you book.
We take every care to ensure the accuracy of our descriptions, which are as detailed as possible. All information is given in good faith and believed correct at the time of printing. All prices shown are an indication of the cost and the prices for your particular tailor-made holiday can only be confirmed at time of booking. Airport taxes and fuel surcharges will also be confirmed at the time of booking and as these are subject to change, we can only guarantee the cost when the booking is paid for in full and documents issued.
We check the information which we provide about our holidays very carefully. However, tour or excursion itineraries may change as a result of local conditions. Circumstances such as these, or weather conditions, may cause some of the amenities we have described to be unavailable or different from those advertised. When we are told of any significant or long-term changes we will always endeavour to advise you prior to your departure. Wildlife sightings are never guaranteed and Odyssey World can not be responsible for any changes to daily itineraries or activities due to seasonal climate conditions.
How to Book:
Complete the booking form and send it to us with your deposit of 25% of land arrangements (minimum) and the full cost of flights for tickets that need to be issued. For bookings made within ten weeks of the planned departure date, full payment is required. Some suppliers and holidays over peak seasons may require higher deposits at the time of booking. You will be notified of these requirements before you pay your deposit.
On receipt of your booking form we will finalise the holiday arrangements you have requested. If you have a particular requirement, which is an essential condition for your holiday booking, you must state this in writing so that we can advise you if we are able to comply. If the requested holiday is available, we will send you a confirmation invoice setting out your holiday details (which you should check carefully), the amount of the balance due and the date by which it should be paid, usually ten weeks before departure. The contract between us and you is made on the date we confirm receipt of your deposit. If the arrangements you have requested are not available, we will try to offer you a suitable alternative. If there is no suitable alternative, or if you do not wish to accept the alternative we offer, we will refund your deposit in full.
Odyssey World reserves the right to cancel any booking where your booking form and deposit has not been received.
Please be aware that as significant planning goes into designing, securing and reserving your tailor made travel arrangements in advance, deposits are non-refundable.
Dietary requirements, room location, bedding configurations, or seat requests which are an important factor in the choice of holiday, should be indicated in writing at the time of booking. We recommend that you check directly with the airline that allergies have been recorded once your tickets have been issued. The Company will try to arrange for Special Requests to be met, but cannot guarantee that they will be, nor will the Company be liable if any Special Request is not met.
In order to offer the best available air fares at the time of booking, it may be necessary to pay in full for the flight element of your holiday. All passengers have booked flights through us must send a copy of the photo page of your passport to ensure correct details are recorded. You will be responsible for any charges imposed by the airline for a change of details (name, date of birth, gender) after your booking has been confirmed. Scheduled airlines normally regard name changes as a cancellation and rebooking, and any alteration may incur a 100% cancellation charge in respect of the air fare. Changes and cancellations will be bound by the individual terms of the purchased ticket and airline policy.
If a booking needs to be cancelled the person who signed the booking form must notify us in writing, preceded by a phone call where notice is within two weeks of departure. The date of cancellation is deemed to be that on which written notification is received. The total holiday cost is defined as the total amount invoiced less the cost of any charitable donations or ‘Make A Difference’ contributions which are not refundable; any amendment charges are also non- refundable.
Days before departure Cancellation charge as % of holiday cost: when notice is received
More than 56 days Loss of deposit plus flight costs if tickets are issued
55 – 0 days 100%
Amendments by us:
We hope and expect to provide all the services confirmed to you at the time of booking. However, because we employ the services of suppliers over whom we have no direct control, changes are occasionally unavoidable and we reserve the right to make these if it does not impact the overall experience of your holiday. Information regarding flight times etc. is given for guidance only, final details being shown on your e-tickets. Occasionally we may have to make a significant change to your confirmed arrangements. Examples of “significant changes” include the following, when made before departure: a change of flight time by more than 12 hours; a change of international airport (except between airports serving the same city); a change of destination; or a change to a lower standard accommodation, and/or price. If we have to make a significant change we will tell you as soon as possible and if there is time to do so before departure, we will provide you with an option to accept the modification, or change your booking to another available and comparable holiday. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs.
Amendments by you:
Amendments to arrangements already booked and confirmed incur a charge of £30 per person administration fee, plus the difference in any product costs (eg, room upgrades, seat reservations, additional activities, etc) as appropriate. Within eight weeks of departure, there may be additional charges imposed by our suppliers in making the change(s) in question.
If you wish to change your arrangements while on your holiday, all costs are payable by you. We will assist with making arrangements, but payment for additional charges will be required in advance.
If a problem occurs on holiday you must bring it to the attention of the hotel or our ground agents, or Odyssey World who will do their best to rectify the situation. We obviously prefer to rectify problems/deficiencies on site rather than address them after your return. However, should a problem not be resolved, please advise us in writing within 28 days of your return. We regret that no liability can be accepted if action is not taken as per this paragraph.
Your Liability for Payment:
The person who signs the booking form does so on behalf of all persons listed on it and that person is responsible for the full holiday price as shown on the Confirmation/Invoice. If payment is not received by the due date, we reserve the right to consider the booking as cancelled and to levy the appropriate cancellation charges as shown above.
It is compulsory for you to be adequately covered by travel insurance and a policy is purchased ASAB (as soon as you book). This insurance should be commensurate to the value of your booking, and cover cancellation and curtailment, inability to travel due to government advisories, all medical expenses including evacuation/repatriation, personal baggage, personal liability, death and permanent disability, and travel document insurance. If you suffer from a disability or medical condition you should disclose this to insurers. For those who participate in sports and activities while on holiday that have been organised and arranged independently of us, it should be understood that participation is at the individual’s own risk and it is your responsibility to obtain the relevant insurance. Note that special insurance may be required if you intend to scuba dive or undertake any other dangerous or sports activities. Please keep your insurance details with you while on holiday.
Your Financial Protection:
We provide financial security for flight-inclusive packages and ATOL protected flights by way of our Air Travel Organiser’s Licence number 9353, issued by the Civil Aviation Authority, Gatwick Airport South, West Sussex, RH6 0YR, UK, telephone 0333 103 6350, email: firstname.lastname@example.org.
When you buy an ATOL protected product from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. For further information, visit the ATOL website at atol.org.uk. The price of our flight inclusive arrangements includes the amount of £2.50 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices. Not all holiday or travel services offered and sold by us will be protected by the ATOL Scheme. ATOL protection extends primarily to customers who book and pay in the United Kingdom and European Economic Area (EEA).
We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to 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). If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme
Holiday Prices and Price Guarantee:
The holiday confirmation itinerary/invoice, states clearly what is included in the arrangements made on your behalf, together with details of any compulsory taxes. GROUPS: please note charges may be incurred if there are any changes to group numbers once the booking is confirmed. Option to Travel Ltd. has no control or jurisdiction over prices that may be charged at the destination and can accept no responsibility or liability if these differ from those quoted. Any additional costs brought about by government action or tourism policy will be passed on to you and may be collected in resort.
Law and Jurisdiction:
The contract between us and any matter arising from it will be governed by and construed in accordance with English law and will be subject to the jurisdiction of the courts of England and Wales.
Our Liability to You:
We accept responsibility if any of the services we are contractually obliged to provide proves deficient or if you suffer personal injury or death as a result of deficiencies in any of the services or facilities we arrange for you UNLESS the deficiency, personal injury or death is not attributable to our fault, nor to the fault of our suppliers, but is attributable to your fault, to the actions of someone unconnected with your holiday or to an unusual and unforeseeable circumstance beyond our control which neither we nor our suppliers could have anticipated or avoided even exercising all due care. In cases of lost or damaged baggage, or cases of death or personal injury arising in the course of international air or sea travel or in connection with hotel accommodation, the amount of compensation you will receive is limited by certain International Conventions, namely the Warsaw, Athens and Paris Conventions.
Limit of Liability:
In respect of international travel by air, sea and rail, our liability to you will be limited or excluded in the same manner provided by the relevant international conventions. This means that our liability to you shall be limited to the actual engaged liability (if any) of the operating carrier or transport company, which undertakes the relevant travel service by air, sea or rail. We recommend that you obtain travel insurance before you travel.
Unless otherwise stated in these booking conditions, we regret that we cannot accept liability or pay any compensation where the performance of our contracted suppliers is prevented or affected by reason of circumstances amounting to ‘Force Majeure’ as defined below. ‘Force Majeure’, means unusual, unforeseeable or unavoidable events beyond our control, the consequences of which could not be avoided, even if all due care had been exercised including but not limited to war, threat of war, riot, civil disobedience, or strife, government action, terrorist activity, natural or industrial disaster, fire, adverse weather conditions, epidemics and pandemics, level of water in rivers or floods, closure of airports and may also include industrial disputes involving third parties, technical or maintenance problems, unforeseen operational decisions, of air carriers such as changes of schedules, delays, failure in information technology or internet connections.
If this situation does arise, there may be unrecoverable costs including our administration which will not be refunded. There may also be costs or expenses you incur as a result. In anticipation of such events, it is a condition of booking with us that you have adequate insurance in place.
No compensation, costs, expenses or any other sums, including the cost of securing alternative accommodation or travel arrangements will be paid by us.
Your Liability To Us:
On receipt of your holiday confirmation, you must check carefully to ensure that we have interpreted your instructions correctly and that you have notified us in writing of any special requirements on which the success of your holiday depends. While on holiday you must behave properly and avoid causing damage, distress, danger or annoyance to other clients, suppliers or to third parties. You must not damage any property with which you come into contact during your holiday; if you do, you will be liable for the cost of repair or replacement. The setting and enforcement of local safety regulations is the responsibility of local authorities. We make every effort to ensure our accommodation meets the highest standards although overseas regulations will differ from those in UK. Crime can occur on holiday as it can at any other time and in any part of the world. By adopting a vigilant and common-sense approach, however, most such risks can be minimised.
You are responsible for checking-in for flights at the correct time and for presenting yourself to take up all pre-booked components of your holiday. The Company cannot accept responsibility for clients missing flights as a result of late check-ins and no credit or refunds will be given if you fail to take up any component of your holiday. No credit or refunds will be given for lost, mislaid, or destroyed travel documents.
Please ensure your passport is valid for 6 months beyond your planned return date. It is your responsibility to ensure that you hold valid travel documents, passports and visas (as may be required by the countries you plan to visit). Please contact your own consulate if you are unsure of your specific entry requirements. We are unable to give medical advice on vaccinations and other precautions. Please check travel health requirements with your doctor.