Travelshooters booking conditions

References to ‘you’ and ‘your’ below refer to passengers and travellers participating in a Travelshooters tour. ‘Us’, ‘our’ and ‘we’ refer to Travelshooters.

  1. Planning Fee
    1. After providing you with a rough estimate of the final tour price, we will request a Planning Fee from you.
    2. The amount of the Planning Fee will be approximately 25% of the anticipated final tour price, but may vary at our discretion.
    3. We will not proceed to detailed planning without first having received this Planning Fee.
    4. The Planning Fee may be used to cover any costs (including those relating to time, services and disbursements) that we may incur during detailed planning of your tour.
    5. The entire Planning Fee amount will be deducted from your Final Tour Price when the Final Tour Price is agreed.
  1. Final payment
    1. After you have accepted our quotation for your tour, we require full payment of the outstanding amount (Final Tour Price less Planning Fee) within 14 days of the quotation being presented, or fewer days if the tour start date is only a short time away.
    2. If we do not receive final payment within the requested time, we cannot guarantee that arrangements and services essential to your tour will be available for the tour, and we reserve the right to treat your tour as cancelled (see Cancellation by You).
    3. Final payment will be paid into our specified bank account in the agreed currency, net of any bank charges, currency charges and other deductions.
    4. After final payment is received, no refund will be available of any monies you have paid except at our sole discretion.
  1. Cancellation by You
    1. Must be done in writing by paper or email.
    2. Will take effect on the date we receive your cancellation notification in paper form. Owing to the nature of email services, a tour cancellation by you by email will be deemed to have occurred only after we have acknowledged receipt of your cancellation email.
    3. If final payment has not yet been made, we will, at our sole discretion, return to you any unused portion of the Planning Fee.
    4. If final payment has been made, we will, at our sole discretion and having regard to arrangements and costs already committed, loss of booking opportunity, etc, return to you such unused portion of the amount paid by you as we deem fair and appropriate.
  1. Cancellation or alteration by Us
    1. We reserve the right to alter, cancel or withdraw any tour.
    2. We reserve the right to decline any person as a member of the tour for any cause at any time.
    3. We reserve the right to change the offered accompanying photographer/fixer at any time.
    4. In the event a significant alteration or cancellation by Us becomes necessary, you have the choice of:
      1. Accepting the change, or
      2. Accepting a changed date that we negotiate, or
      3. Withdrawing from the contract between us. In this eventuality, and where cancellation is not due to force majeure as defined below, we will give you a refund of all monies you’ve paid to Travelshooters in connection with that tour.
    5. Force majeure is unusual and unforeseeable circumstances beyond our control, such as war or the threat of war, riots, terrorist activity, civil strife, industrial disputes, natural or nuclear disaster, fire, flood or adverse weather conditions.
    6. In all cases of alteration or cancellation we take no responsibility for any expenses incurred by you in conjunction with the altered or cancelled tour such as air-fares or other non-refundable arrangements. This is one reason why taking out travel insurance at the time of booking is mandatory — see below.
  1. Flexibility
    1. You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and should allow for alternatives. The itinerary provided for each tour is merely representative of the types of activities contemplated, and we are under no contractual obligation to strictly follow it. It is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events, which may include sickness or mechanical breakdown, flight cancellations, strikes, events emanating from political disputes, entry or border difficulties, climate and other unpredictable or unforeseeable circumstances.
    2. In the unlikely event that we become unable to provide a significant proportion of the services you have booked after you depart, we will make alternative arrangements for you at no extra charge, or if this is impossible, we will provide you with transport back to the tour’s planned end point, and a pro rata refund for the cost of the remainder of your holiday.
  2. Prices and surcharges
    1. Prices quoted are based on a prevailing currency conversion rates. We reserve the right to impose surcharges (price increases) up to 60 days before departure due to unfavourable changes in exchange rates, increases in air fares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so.
  3. Transfers
    1. Where airport/hotel transfers are included in the cost of the tour, such transfers are only included when you travel on the flights specified by us or previously agreed with us. If you arrive or depart on different flights you will be responsible for your own transfer costs and arrangements. Booking of arrival and departure flights is your responsibility and we are not responsible for any expenses, loss or other damage caused to you by the acts or omissions of the carrier.
  4. Delay or interruption to travel services
    1. We do not accept liability for any loss or additional expense caused by delay or interruption to travel services through weather conditions, civil disturbance, industrial action, strikes, wars, floods or sickness. Such losses or additional expenses are your responsibility.
  5. Authority on tour
    1. At all times the decision of the our tour leader or representative will be final on all matters likely to endanger the safety and well-being of the tour. By booking with us the you agree to abide by the authority of the tour leader, who represents us. You must at all times strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited. You also agree to be bound by the our Responsible Travel guidelines.
  6. Claims and complaints
    1. If you have a complaint against us you must must first inform the tour leader or company representative whilst on the tour in order that the leader/representative can attempt to rectify the matter.
    2. If satisfaction is still not reached through these means then any further complaint must be put in writing to us within 30 days of the end of the tour. We will not entertain complaints received after this period.
  7. Responsibility
    1. You acknowledge that the nature of the tour is adventurous and may involve a significant amount of personal risk. You hereby assume all such risk and do hereby release us from all claims and causes of action arising from any damages or injuries or death resulting from these inherent risks.
    2. We and our agents act only in the capacity as agents in all matters pertaining to hotel accommodation, sightseeing tours, and transportation, and are not responsible for any loss, damage, theft, or injury to person or property resulting from a defect in any vehicle, or the actions of any persons who provide services for this tour or for the action or inaction of any third party. Baggage is at your risk entirely.
    3. Airlines, railways, coach and shipping companies and other suppliers have their own booking conditions or conditions of carriage, and you will be bound by these as far as the relevant transport provider or supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant transport provider or other supplier, and they are often also subject to various international conventions. Where relevant, copies of such conditions may be available for inspection at our offices, or at the offices of the relevant supplier.
  8. Limitation of liability
    1. We will accept liability for the negligence of our staff or agents causing death or physical injury to persons or loss or damage to personal property only to the extent it is obliged under English law. This acceptance of liability is subject to clause 12.3 below.
    2. In other circumstances the company will be liable to the client for the proper performance of the contract. This acceptance of liability is subject to clause 12.3 below.
    3. The company shall not be liable for any damage or loss if the failure to carry out the contract is:
      1. attributable to the client
      2. attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
      3. due to unforeseen and unusual circumstances beyond the company’s control, the consequences of which could not have been avoided even if all due care had to be exercised.
      4. due to political disputes, border closures, refusal of visas, industrial action, climate or other matters of a similar nature and any other force majeure.
      5. due to an event which the company, even with all due care could not foresee or forestall.
      6. Any liability covered under section 12.2 is limited to the price paid. In the case of damaged property the liability is limited to a maximum amount equal to the amount paid by or on behalf of the owner of the property. In all cases the company specifically excludes all liability for indirect or consequential loss or expense including loss of profits.
    4. Where your holiday arrangements involve travel by air, rail or sea, or hotel accommodation the compensation is limited by the following international conventions respectively: Warsaw Convention as amended 1955, Bern Convention 1961, Athens Convention 1974 and Paris Convention 1962. No compensation payable by the company for flight difficulties if you have available to you denied boarding compensation from the airline.
    5. The Company’s acceptance of liability in clauses 12.1 and 12.2 above is subject to assignment by you to us of your rights against any agent, supplier or sub-contractor of ours which is in any way responsible for the unsatisfactory tour arrangements or your death or personal injury.
  9. Optional extras
    1. Optional extras do not form part of the tour or contract. It is understood and accepted by you that any assistance given by the tour leader or representative in arranging optional extras does not render us liable for optional extras. Amongst others optional extras include rafting, sightseeing flights and other extras not included in the tour price.
  10. Your health
    1. If you are affected by any condition, medical or otherwise, that might affect other people’s enjoyment of the tour, you must advise us at the time of booking. Should you fail to comply with the above or commit any illegal act when on the tour or, if in the opinion of the tour leader, your behaviour is causing or is likely to cause danger, distress or annoyance to others we may terminate your travel arrangements without any liability on our part and you will not be entitled to any refund.
    2. By forwarding a signed reservation form and trip deposit, you certify that you do not knowingly have any physical or other conditions of disability that would create a risk for you or other trip participants.
    3. Once a trip has been confirmed, medical circumstances will not be considered as exceptions to our cancellation policy.
    4. We assume no responsibility for medical care or for special dietary requirements.
    5. If you have special dietary or other requests, you should inform us of these prior to departure. We will advise the relevant supplier of your requirements, but we cannot guarantee that such requests will be met, and will have no liability to you if such requests are not met.
  11. Itinerary
    1. Although Travelshooters works hard to make the itinerary as accurate as possible, tour itineraries should be considered an approximate schedule of activities rather than a rigid schedule of events.
    2. Tour itineraries are subject to revision due to weather and prevailing tour conditions, government restrictions, and other reasons beyond our control.
    3. The tour leader has the right to make changes in the published itinerary whenever in their sole judgment conditions warrant, or if they deem it necessary for the comfort or safety of the tour.
  12. Travel requirements
    1. You must have a valid passport and all necessary visas, permits and certificates, including medical certificates required for the whole of the journey and you accept responsibility for obtaining the same. All information and advice given by us on visas, vaccinations, climate, clothing, baggage, special equipment etc is given in good faith, and we are not responsible for any errors or omissions as to the information provided.
  13. Travel Insurance
    1. The cost of the tour does not include insurance.
    2. It is mandatory that you obtain travel insurance with a minimum coverage of £50,000 (or your final tour price, whichever is the higher amount) while traveling with us and this insurance must cover personal injury, medical expenses, repatriation expenses, and evacuation expenses. It is strongly recommended the coverage be extended to include cancellation, curtailment, loss of belongings and all other expenses which might arise.
  14. Limited insurance held by us
    1. Where we, or any associated company, own or control the vehicles the company is covered by a policy but this cover is limited. Where we, or any associated company, own or control the vehicles the company is covered by a policy but this cover is limited. If you require a higher level of cover then you must arrange extra cover. This insurance comes into effect only in the case of a vehicle accident and subsequent injuries; it is no substitute for your own travel and medical insurance which must still be taken. Where the company, or any associated company, does not own or control the vehicle cover is provided under our public liability policy.
  15. Image usage, copyright and direct dealings with our Shoot Directors
    1. Our tours are leisure tours for amateur photographers. All images taken on our photo holidays are exclusively for reasonable private amateur use. No release forms are signed and no permission is given for professional, publication, agency, client or photo-library use, or for any form of distribution of such images.
    2. Our tour leaders, photographers and fixers are contractually bound not to participate in direct business dealings with clients introduced to them through their relationship with Travelshooters, including but not limited to future tours where Travelshooters is not the principal organiser. You agree to respect this contractual arrangement and not to approach any tour leader, photographer or fixer on a direct basis for a period of three (03) years after the end date of your last tour with Travelshooters.
  16. Severability
    1. In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.
  17. Successors & assigns
    1. These Terms and Conditions shall inure to the benefit of and be binding upon the Company and the Client and their respective heirs, legal personal representatives, successors and assigns.
  18. Errors & omissions.
    1. Although we have made a concerted attempt to verify the accuracy of statements made herein the Company cannot be held responsible for any error, omission or unintentional misrepresentation that may appear in this brochure.
  19. Privacy policy.
    1. We will provide your personal information, as well as any personal information you provide in relation to the persons whose travel arrangements have been requested by you, to suppliers and carriers to enable the operation of the services requested by you. We do our utmost to protect your personal information. Please see our Privacy Policy.
  20. Consumer Protection
    1. To ensure compliance with the Package Travel Regulations, we provide every customer from whom we receive a part or full tour payment with a certificate guaranteeing repayment of their funds in the event of the tour not being completed owing to the insolvency of our company.
  21. Applicable law.
    1. The contract including all matters arising from it is subject to English Law and the exclusive jurisdiction of the English Courts.
  1. Acceptance of these conditions
    1. By completing the booking form, you are agreeing to accept all the above conditions. The person who completes the booking form does so on behalf of all the individuals included on it, so that all are bound by the booking conditions.

The registered details of Travelshooters are:  c/o ALB Secretarial Limited, Farren House, Farren Court, The Street, Cowfold, West Sussex RH13 8BP, United Kingdom.