The following booking conditions form the basis of your contract with Gaudium Tours LLC (“we” or “us”).
Please read them carefully as they set out our respective rights and obligations. We are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them. In these booking conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. If you have any further questions after reading these booking conditions, then please contact our customer services team who will be happy to help you.
These booking conditions only apply to the trip arrangements which you book with us and which we agree to make, provide or perform (as applicable) as part of our contract with you. All references in these booking conditions to “trip”, “booking”, “contract”, “reservation” or “arrangements” mean such trip arrangements unless otherwise stated.
References to “departure” mean the start date of these arrangements
Booking your trip and payment details
Where we have already confirmed the availability of your chosen arrangements and you book within any applicable time limit for doing so, your booking will be treated as firm and a voucher or confirmation letter between us will come into existence as soon as we receive the full amount or deposit for your trip or your reservation.
If you believe that any details on the booking summary (or any other document) are wrong you must advise us immediately as it may not be possible to make changes later, you may incur charges to make changes if we are not notified of any inaccuracies in any document immediately.
Please check that all names, dates and timings are correct on receipt of all documents and names given are the same as in the relevant passport and advise us of any errors immediately.
We will then send you a receipt for all payments made and our invoice. Please check your invoice carefully as soon as you receive it. Contact us immediately if any information which appears on the invoice or any other document appears to be incorrect or incomplete.
If, for any reason, the balance (including any surcharge where applicable) is not received by the due date, we reserve the right to treat the booking as cancelled by you. If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges shown in paragraph 7 depending on the date we reasonably treat your booking as cancelled.
However, depending on which arrangements you book with us a combination of travel services may be a package under the Package Travel Regulations for which we are responsible as package organizer.
The price quoted for any trip covers the cost of the planning, organization, and carrying out of the trip, including, supplies, accommodation, administration, and staff except the international Flights, Transfer, Activities, and cost of visas, If you didn’t add it to your trips or reservations as additional services “optional” and except the cost of travel to and from the start/return point of your trip “before the departure” and the personal expenses while on the trip and any other expenses specifically excluded on the trip description and/or invoice.
We reserve the right to make changes to and correct errors in quoted prices at any time before your trip is confirmed. We will advise you of any error of which we are aware and of the then applicable price at the time of booking.
Once the price of your chosen trip has been confirmed at the time of booking, then subject to the correction of errors, we will only increase or decrease the price in the event of any change in our transportation costs or in dues, taxes, or fees or in the exchange rates which have been used to calculate the cost of your trip.
A surcharge or refund (as applicable) will be payable, subject to the conditions set out in this clause. only if the amount of any increase in our costs exceeds 1% of the total cost of your trip will we levy a surcharge. If any surcharge is greater than 10% of the cost of your trip, you will be entitled to (a) cancel your booking and receive a full refund of all monies you have paid to us or (b) alternatively purchase another trip from us.
Any surcharge must be paid with the balance of the cost of the trip or within 7 days of the issue date printed on the surcharge invoice. A refund will only be payable if the decrease in our costs exceeds 3% of the total cost of your trip as set out above. Where a refund is due, we will pay you the full amount of the decrease in our costs. We promise not to levy a surcharge within 14 days of departure and no refund will be payable during this period either.
Charter flights: When you book your charter flight through us, we act as agent for the charter flight. The contract will be between you and the charter flight provider.
Cancellation charge per person cancelling (% of total cost)
1- Cancellation charge of Flight bookings or full package:
6 weeks or more 20%
6 weeks – 4 weeks 30%
4 weeks – 2 weeks 50%
2 weeks – 24 hours before departure 70%
24 hours before departure – date of departure or later 100 %
2- Cancellation charge of Hotels, Transfer, activates, and car rentals bookings:
2 weeks or more 0%
2 weeks – 24 hours before departure 20 %
24 hours before departure – date of departure or later 30 %
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. Where a part cancellation of a booking affects the basis on which the price was calculated, we will recalculate and re-invoice you accordingly.
We will not be responsible for any illness, loss (including loss of possessions and loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following
Your act(s) and/or omission(s); or
The act(s) and/or omission(s) of a third party not connected with the provision of your trip and which were unforeseeable.
We cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services which any supplier agrees to provide or arrange for you where we have not agreed to provide or arrange these services as part of our contract. Such additional services will include any activities which do not form part of your contracted trip arrangements which a supplier agrees to provide or arrange for you while you are away.
Decisions of Adventure Alternative, behavior and damage: While the trip is in progress, all decisions are made by Our supplier’s staff or staff employed by our regional companies and you must act in accordance with all reasonable instructions you are given. The team leader, trip guide or other member of our staff or staff employed by our regional companies may withdraw you from the trip at any time if they are of the reasonable opinion that your continued presence is prejudicing or is likely to prejudice the good order, discipline, safety or successful operation of the trip or the safety or wellbeing of any individual participant(s) or other third party or if you break any law or regulation of any country where the trip takes place.
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, you behave in such a way as to cause or be likely to cause danger, upset or distress to our staff or to any third party or damage to property, we are entitled, without prior notice, to terminate your trip.
You accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. You should ensure you have appropriate travel insurance to protect you if this situation arises.
We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges, or other financial penalties being imposed on us, you will be responsible for reimbursing us accordingly.