Booking Terms and Conditions
PLEASE ENSURE YOU READ AND UNDERSTAND PRIOR TO BOOKING A TRIP WITH US.
1. The Contract
Other Way Round Travel Limited (‘the Company’, ‘we’, ‘us’, ‘our’ and ‘OWR’) accepts tour (‘tour’, ‘trip’) bookings subject to the following conditions therefore please take the time to read and understand all conditions prior to booking a trip.
By booking a tour with us you acknowledge that you have read, understand and agree to be bound by these terms and conditions (‘the terms’) which constitutes the entire agreement between you and us.
If you make a booking on behalf of other participants, you guarantee that you have the authority to accept and do accept these terms on behalf of the other participants in your party.
Your booking is confirmed and a contract exists at the point when we issue a written confirmation that your place on a trip has been reserved following receipt of the applicable deposit amount.
You must be at least 18 years of age to make a booking.
2. Bookings, Deposits and Reservations
To secure your place on a trip you are required to pay a deposit of 20% of the overall trip price and the remaining amount must be paid no more than 60 days prior to the trip date.
If your booking is made within 60 days of departure than the full amount is payable at the time of booking.
Payment is possible by credit card, debit card, bank transfer or Paypal.
When your deposit funds have been received by OWR we will issue a written confirmation that your place on the tour is reserved. It is at this point that a contract between the you and OWR comes into existence.
3. Cancellation by the Traveller
Should you wish to cancel your booking, cancellation fees will apply and are expressed as a percentage of the overall price of the trip.
If you cancel the trip:-
a) within 7 days of paying your deposit – we will return the full deposit amount (as long the cancellation notice was not received within 60 days of trip departure).
b) after that period, but before more than 60 days prior to departure – we will retain the full deposit amount (20%)
c) between 59 and 30 days prior to departure – we will retain 50% of the overall trip price.
d) less than 30 days prior to departure – we will retain 100% of the overall trip price.
Cancellation will only be effective when we receive written confirmation of the cancellation.
Cancellation Process: To cancel your booking, you must send written notice to us by email to [email protected] Cancellation fees will be applied per person according to the schedule set forth in this section.
Unused trip portion: If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made.
It is strongly recommended that comprehensive travel insurance is taken out which includes cover against cancellation charges. Depending on the reason for the cancellation, you may be able to reclaim the cancellation charges (less any applicable excess) under the terms of the insurance policy. All claims must be made direct to the insurance company.
4. Cancellation by Us
If Other Way Round is forced to cancel your trip, we will let you know with as much notice as possible. In these circumstances you can choose from two options:
a) you can transfer amounts already paid towards another OWR trip on a future departure date.
b) receive a full refund
This guarantee is not applicable in the case of Force Majeure (see clause 15). We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. In such circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs.
We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights. You are advised only to book fully flexible transport and other arrangements which can be cancelled or changed without charge and we strongly recommend you have comprehensive travel insurance that includes cancellation coverage.
5. Changes to Booking (by you)
If you want to transfer from one tour to another, to a future departure date, or transfer your booking to a third party, you must notify us at least 60 days prior to departure of the original confirmed booking. An administration fee of £75 per person per change will apply in addition to any charges levied by our suppliers such as hotels, ground operators or airlines. Thereafter all changes will be treated as cancellations and subject to the charges in clause 3.
Amendments to any other arrangements made in conjunction with your trip will incur a £75 administration fee per booking per change. This fee is in addition to any charges levied by our suppliers such as hotels, ground operators or airlines. No amendments are permitted to your booking within 10 days of departure.
Changes are subject to availability.
6. Changes to Itinerary (by us)
While we endeavour to operate all trips as described in the published itineraries we always reserve the right to change the trip itinerary.
Changes may be necessary as a result of unforeseen circumstances, operational concerns, concerns for your health, safety, enjoyment or comfort. Any changes are at the discretion of OWR.
This includes the right to replace guides, alter accommodations, change transport, modify the order in which places are to visited, and make any other changes to the itinerary.
We will inform you of any such changes as soon as reasonably possible.
7. Personal Details
In order for us to confirm your travel arrangements (internal flights, accommodations, permits and other inclusions) you will be required to provide some personal details including (but not limited to) full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements.
You are responsible for ensuring that all information you provide is accurate and up-to-date. If a change is required any extra costs incurred for making the change will be charged to you along with an administrative fee.
If you fail to provide all required information prior to the date on which full payment is due it may result in additional charges or non-refundable cancellation of your trip.
You may also be requested to complete a pre-trip survey to enable us to better personalise your experience.
The price of your trip includes –
- All accommodation as described in the tour itinerary
- All meals as described in the tour itinerary
- All internal flights as described in the tour itinerary
- Airport transfers
- All ground transportation as described in the tour itinerary
- All activities and tours as described within the planned itinerary and entrance fees to all stated stops
- A Colombian host plus various local guides and experts throughout trip
- A donation to our partner Colombian charities as described within the planned itinerary
The price of your trip excludes –
- International airfares from the guest’s home location to Colombia
- Any meals, drinks or snacks outside of those described in the itinerary
- Any alcohol in addition to that already covered by specific activities in the itinerary
- Any activities you choose to do during ‘free-time’ as described in the itinerary
- Travel Insurance
10. Authority on Tour
Our trips are led by a host. The decision of the host is final on all matters likely to affect the safety or well-being of any traveller or staff member participating in the trip. If you fail to comply with a decision made by the host, or interfere with the well-being or mobility of the group, the host may direct you to leave the trip immediately, with no right of refund.
You must at all times comply with the laws, customs and regulations of Colombia.
11. Photos, Video and Marketing
You consent to us using any photos or videos of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant OWR, its contractors, sub-contractors and assigns, a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes without any further obligation or compensation payable to you.
OWR may offer discounts or reduced pricing on specific trips. Any such reduced pricing applies strictly to new bookings only and may become available after you have already paid your deposit and confirmed your place on a tour. Bookings for which the traveler has already paid a deposit are locked into their original price and are not entitled to the reduced pricing.
It is possible that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time.
13. Insider Trips
From time to time, whenever OWR introduce new trips, tours our routes, we may offer customers the opportunity to participate in the inaugural tour to help us test the service. Such trips will be known as ‘Insider Trips’ and offered to customers at significant discount in return for feedback and online review. By participating in such an Insider Trip you agree to provide trip feedback and review in the format requested by OWR.
14. Optional Activities
Optional items not included in the trip price – such as any activity, transportation, meal, product, service or event not explicitly stated in the itinerary – do not form part of the trip or this contract.
You accept that any assistance given by your group leader or host in selecting, arranging or booking optional activities does not render us liable for them in any way. The contract for the provision of that item will be between you and activity provider. If you decide to participate you do so voluntarily and should take precautions to ensure your own safety.
We do not guarantee that any optional activity or excursion mentioned on our website or marketing materials will be available to book during your trip as these services do not form part of our contract and are not under our control. We will not be liable if you cannot, for whatever reason, book any such activity or excursion or if the activity or excursion does not operate as advertised.
15. Force Majeure
We regret we cannot accept liability or pay any compensation where the performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any injury, damage, loss or expense of any nature as a result of “force majeure”. In these conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threatened war, mechanical breakdowns, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, disease, fire and all similar events outside our reasonable control.
16. Travel Insurance
Travel insurance is mandatory for all our travellers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of £200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects.
It is your responsibility to ensure that you have sufficient coverage and comply with the terms of the applicable insurance plans. You are responsible for understanding the specifics of your travel insurance policy, ensuring that your policy covers all optional and included activities listed in the trip itinerary, and ensuring that there are no exclusion clauses that would limit the coverage that you might reasonably need.
Trip cancellation insurance may be the only means of receiving reimbursement for flights and other non-refundable expenses should an OWR trip be cancelled for any reason, whether voluntarily by you or by OWR.
OWR is not responsible for securing or protecting your baggage or belongings at any time during any trip.
You must provide your travel insurance policy number and the insurance company’s 24 hour emergency contact number in advance of joining the trip; you will not be permitted to join the trip without these details.
17. Passports, Visas and Vaccinations
You are responsible for arranging, and must be in possession of, a valid, acceptable passport and any visas and vaccination certificates required for the whole of your tour. Please check with the appropriate consulate or embassy for the latest entry requirements. Your passport must be valid for 6 months beyond the duration of the trip.
Information about these matters or related items (climate, clothing, baggage, personal gear etc) is given in good faith but without responsibility on the part of OWR. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
You agree that you are responsible for the full amount of any loss or expense incurred that is a direct result of your failure to secure or be in possession of proper travel documentation. If you are unable to join your trip, you will not be reimbursed or refunded any amounts as per the OWR cancellation terms.
18. Health and Medical
You agree that you do not have any condition, physical or mental, that would create a hazard for you or other travellers or affect other people’s enjoyment of the trip. If you have a physical condition, dietary restrictions, or other conditions (pre-existing medical) that will require special attention during the trip, or stop you from participating in any activities described in the itinerary, you must inform us in writing when the booking is made.
Note that we are not a medical authority. We assume no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the trip.
19. Travel Advisory
While we always monitor closely the security situation in the places we visit, and may provide information, it is your responsibility to become informed about the areas where you are going to travel including any travel advisories and warnings issued by government authorities in your country.
20. Complaints and Claims
If you have a complaint during your trip please inform your host at the time in order that they can attempt to rectify the matter.
If satisfaction is not reached through these means, or you wish to claim compensation, then please notify us in writing within 30 days of the tour end date. Contact us at [email protected]
21. Acceptance of Risk
You acknowledge that OWR trips are adventurous in nature and participation involves a degree of personal risk to your health and safety. You will be participating in adventurous activities and visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than in your daily life.
It is your own responsibility to acquaint yourself with all relevant travel information, consider the potential risk to your health and safety, and take responsibility for the decision to participate in the trip in light of these risks.
You hereby assume responsibility for all such risk and release OWR from all claims and causes of action arising from any losses, damages or injuries or death resulting from risks inherent in travel, including adventure travel specifically, visiting foreign destinations, and participating in adventurous activities such as those included our itineraries.
During the tour you agree to take all prudent measures in relation to your own safety including, but not limited to, the proper use of safety devices (including seatbelts, harnesses, flotation devices and helmets) and obeying all posted signs and oral or written warnings regarding health and safety. Neither OWR nor its third party suppliers are liable for loss or damages caused by your failure to comply with safety instructions or warnings.
22. Limitation of Liability
a) 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 the applicable law. Our obligations, and those of our suppliers, are to take reasonable skill and care to arrange for the provision of such services and facilities. This acceptance of liability is subject to clause c) below.
b) In other circumstances we are responsible to you for the proper performance of this contract. This acceptance of liability is subject to clause c) below.
c) we shall not be liable for any damage or loss if the failure to carry out the contract is:
- attributable to you.
- attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
- due to unforeseen and unusual circumstances beyond our control, the consequences of which could not have been avoided even if all due care had to be exercised.
- due to political disputes, border closures, refusal of visas, industrial action, climate or other matters of a similar nature and any other force majeure.
- due to an event which OWR, even with all due care, could not have foreseen.
d) Except in cases involving death, injury or illness, any liability covered under clause b) above is limited to 3 times 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 OWR specifically excludes all liability for indirect or consequential loss or expense including loss of profits and in all cases our liability will be limited in accordance with and/or in an identical manner to the contractual terms of the companies that provide the transportation for your travel arrangements.
e) Where your trip 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. We are to be regarded as having all benefit of any limitation of right to claim or compensation contained in these or any conventions..
f) our acceptance of liability in clauses a and b above is subject to assignment by you of your rights against any agent, supplier or sub-contractor which is in any way responsible for the unsatisfactory arrangements or your death or personal injury.
In the event that any term or condition contained in these Booking Conditions 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 contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
24. Applicable Law
The laws of The United Kingdom govern these Booking Conditions to the fullest extent allowable. Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of The United Kingdom.
25. Company Registration
Legal Name: OTHER WAY ROUND TRAVEL LIMITED
Registered: Companies House, UK
Company Number: 12807690
Registered Address: International House, 64 Nile Street, London, London, N1 7SR