1. Your Contract
When you make your booking with us you must complete our booking form. In signing the booking form, you warrant that you have the authority to accept, and are accepting on behalf of all of your party, the terms of these booking conditions. A contract will exist as soon as Equus Trails issues the confirmation invoice. This contract is made on the terms of these booking conditions which are governed by English law and both parties agree to submit to the jurisdiction of the English courts at all times. The contract is deemed to have been made at our office in Ascot, Berkshire.
It is a condition of the contract that you must be insured against medical and personal accident risks, as well as delay and cancellation charges and loss of deposits. Details of insurance must be provided before any contract can be confirmed.
2. Payment and Deposit
You must pay a minimum deposit of £350 at the time you make the booking. For some holidays a higher deposit may be required. We will advice you at time of booking. The balance must be received by us twelve weeks (84 days) prior to your departure date. In the event that the full cost is not paid within the time specified we reserve the right to treat this as a cancellation and apply the appropriate cancellation charge. If a booking is made less than twelve weeks prior to departure, it must be accompanied by full payment of the cost of the holiday.
3. Surcharge Policy
All advertised prices or prices given by our staff are for guidance only and do not constitute an offer. We reserve the right to change or amend prices prior to receipt of your booking form. As far as possible we operate a “No Surcharge” policy and will endeavor to maintain the price quoted for your holiday. Only in exceptional circumstances will we surcharge a holiday booking. These exceptional circumstances are, but not limited to, transportation costs (including fuel and airfares), duties, taxes (including VAT), fees chargeable for services (including landing taxes and embarkation and disembarkation and security fees at airports), Government action or exchange rate variation. As previously stated we will absorb the first 2% of any price increase. Should the increase be more than 10% then you are entitled to cancel your booking with a full refund of money paid, except for any amendment charges and subject to an administration fee of £50.00.
Holidays are budgeted for a full or nearly full sign-up of between 4-6 paying passengers to enable us to offer holidays at the best possible price (excluding private departures). Before cancelling a holiday, we would advise you of the tier price on lower numbers than that which has been calculated on the number of full revenue passengers. Clients will have an option of a full refund of their money should they not wish to pay the amended price through lack of numbers participating on the tour. Such a decision with regard to lack of sales will be made prior to the balance due date. Should you decide to cancel because of this, you must exercise your right to do so within 21 days from the issue date printed on the invoice.
Prices quoted on the final invoice are based on foreign exchange rates in effect at the time of invoicing. Due to the current financial climate we will work towards absorbing any increase due to fluctuations in currency exchange.
4. Cancellation By Equus Trails
Equus Trails may cancel the booking at any time prior to the balance of the cost of the booking becoming due, or if a tour does not reach a minimum number of 4-6 participants excluding Tour Leaders. This also excludes private departures.
Equus Trails may cancel the booking after the balance due date for reasons of force majeure. Examples of force majeure are war, threat of war, riot, civil strife, industrial dispute, government action, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or other circumstances constituting force majeure.
5. Your Rights If We Cancel
In the event of cancellation by Equus Trails for any reason, we will so inform the client without delay and offer the client the choice of an alternative holiday of at least comparable standard, if available, or a prompt and full refund of all money paid within 21 days of the client being informed of the cancellation. If Equus Trails cancels the holiday within the balance due date, we will return any money paid and, in addition, except in circumstances where the cancellation is due to circumstances amounting to force majeure, pay compensation per person as set out in section 6.
6. Amendments and Alterations
We do our best to provide the holiday as booked, but our holidays are planned many months in advance, and many of them are in remote places where Western European standards and procedures do not apply. There is always a risk that accommodation, schedules, itineraries and other parts of the holiday will be subject to alterations beyond our control and sometimes at short notice. Most of these changes are minor. We are not obliged to notify you for the minor changes, nor are we obliged to pay compensation for the minor changes. However, we will try to notify you of any changes at the earliest possible date. Sometimes changes can occur whilst on the holiday for example, weather may force a change, we cannot be held responsible for changes whilst on your holiday due to circumstances beyond our control.
All service and accommodation arrangements and the charges for them may be altered by Equus Trails at any time prior to confirmation of the booking. We reserve the right to substitute any named leader or other escort with an alternative qualified person.
If, after confirmation of booking, a major change becomes necessary such as a change of resort or a reduction in the standard of accommodation, we will inform you as soon as reasonably possible, if there is time before departure. In this case you will have the choice of either accepting the change of arrangements, taking another available holiday from us, or cancelling your holiday and receiving a full refund. In addition we will pay compensation per person as follows:-
70-56 days before departure £10
55-15 days before departure £20
Less than 14 days before departure £50
Important Note : In all cases our liability to pay compensation is limited to the amounts set out above. Compensation will not be payable if we are forced to cancel or in any way change your holiday due to war, threat of war, riot, civil strife, government action, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or other circumstances amounting to force majeure.
7. Cancellation By You
A cancellation by the client must be in writing, signed by the person who signed the booking form, and must be sent to Equus Trails, 1 Englemere Wood, London Road, Ascot, Berkshire. SL5 8DE. The fees payable or, as the case may be, not refundable on cancellation, are as follows:
more than 70 days before departure deposit
70-22 days before departure 50% of holiday cost
21 days or less before departure 100% of holiday cost
Please Note: Due to the complex nature of travel itineraries the above is to be used as a guideline only. In some instances it may be necessary to charge up to 100% of the holiday at any point of cancellation. Should it be necessary to cancel your holiday then please contact us and we will notify you of the actual cancellation change at that time. If the reason for cancellation is covered under your terms of travel insurance then it may be possible to recover some or all of the cancellation charge through your travel insurer. We will of course try to comply with any requests from your insurers to provide proof of cancellation charges.
8. If you change your booking
If, after our confirmation has been issued, you wish to change your travel arrangements, e.g. your departure date or accommodation, we will do our utmost to make these changes, but it may not always be possible. You will be asked to pay an administration charge of £50, and any further costs we incur in making this alteration. These costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.
9. Conditions of Carriage
All arrangements made by or through Equus Trails in connection with the booking are subject to conditions of carriage of the relevant carrier. Some of these conditions limit liability. The conditions of carriage of that carrier are incorporated into this contract. You may ask for copies of the relevant conditions of carriage from our offices. In respect of carriage by air, sea and rail and the provision of accommodation, our liability in all cases will be limited in the manner provided by the relevant International convention. You can ask for copies of these International conventions from our office.
10. Complaints and Disputes
If you have a problem during your holiday, you must inform our tour leader or representative and the relevant supplier (e.g. hotel) IMMEDIATELY. They will endeavour to put things right. If your complaint cannot be completely resolved locally, please contact us IMMEDIATELY or ask the local agent to contact us on your behalf and we will try and resolve the problem on your behalf. You must complete a written report giving all relevant information and hand one copy to the supplier of the service(s) in question. You should submit a second copy of your report to Equus Trails within 14 days of your return home. If you fail to follow this procedure we may not be able to accept responsibility as we have been deprived of the opportunity to investigate and rectify the problem.
11. Our Responsibility To You
We accept responsibility (on the terms of these booking conditions) for ensuring that the holiday which you book with us is supplied as described on our website. We do not accept responsibility for acts or omissions of Employees, Agents, Sub-Contractors and Suppliers.
We also accept responsibility should the services which we, the Tour Operator, contractually provide, prove deficient or are not of reasonable standards. Claims of this nature shall be subject to English law in respect of any question of liability or quantum and all proceedings shall be within the exclusive domain of the English Law Courts. Under Package Travel Regulations we are entitled to limit compensation and we do limit compensation to twice the value of the original cost.
Every assistance shall be afforded to a client who through misadventure suffers illness, personal injury or death during the period of the tour arising out of an activity which does not form part of the foreign inclusive tour arrangement or an excursion offered. Such assistance shall take the form of advice and/or guidance.
12. Passport, Visa and Health Requirements
We will, upon request, provide general information relating to passport, visa and health requirements, relevant to EU citizens, for the destinations we feature. This may be limited to providing contact details for the relevant embassy or consulate. Ultimately, it is your responsibility to ensure that you and your party will be able to obtain, and will be in possession of, all necessary travel documents/visas in advance of travel. It will also be your responsibility to ensure that you and all members of your party will be able to comply with all health requirements for the destination concerned. We will not accept liability if you or any member of your party is refused entry onto any transport or into any country due to failure on your/their part to carry correct documentation or to comply with relevant health requirements.
13. Insurance
It is essential, and a condition of booking with Equus Trails, that you take out a comprehensive travel insurance policy to cover you before, during and after your holiday. Acceptance of your booking is conditional on adequate insurance being arranged. We will not be responsible for any costs incurred by you or any member of your party before, during or after your holiday as a consequence of inappropriate or insufficient travel insurance being purchased.
14. Jurisdiction
This contract is governed by English Law and is subject to the exclusive jurisdiction of the courts of England and Wales.
15. Terms and Conditions for Website Usage
Welcome to our website. If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern Equus Trails relationship with you in relation to this website.
The term ‘Equus Trails’ or ‘us’ or ‘we’ refers to the owner of the website whose registered office is 1 Englemere Wood, London Road, Ascot Berkshire SL5 8DE. The term ‘you’ refers to the user or viewer of our website.
The use of this website is subject to the following terms of use:
• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this website is for personal use only and entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions. Any reproduction or use of materials, commercial or otherwise, without consent will result in legal action being taken.
• All trade marks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offense.
• From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
• You may not create a link to this website from another website or document without Equus Trails prior written consent.
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.