Booking Conditions

1.          These Conditions

The following conditions should be read carefully as they will bind you. All travel arrangements made on your behalf by Carlton Leisure (UK) Ltd registered in the UK & Wales No.2697756 and business office at 68, Great Portland Street, W1W 7NG and are made pursuant to these conditions. The Company acts as agent to licensees of the Civil Aviation Authority under the terms of the Air travel Organisers License (“ATOL”) license number 4568 and is thereby bonded with major insurance companies to protect your interests.

These conditions shall form the sole contract between you and the Company. You shall be deemed to act as agent for all persons travelling who shall be jointly and severally liable under these conditions. These conditions may not (save as specifically provided for in these conditions) be altered or varied.

2.          Your Contract with Carlton Leisure (UK) Ltd 

No contract shall exist between you and the Company until the Company has received a minimum deposit of £250 per person or alternatively in the case of telephone reservations when a credit card has been debited for the deposit to secure the reservations.

When you have paid the required deposit and the Company has confirmed your booking a contract exists under which the Company accepts responsibility for the provision of all the services described in our Confirmation Invoice.

The balance of the full price must be paid either at the time of booking or no later than nine weeks before departure failing which the booking shall be cancelled and cancellation charges will apply. For bookings made within eight weeks of departure full payment must be made 

3.          The Price of Your Travel Arrangements

Prices quoted are based on ground and transportation costs prevailing at the date of booking. The Company reserves the right to change prices at any time prior to the booking being confirmed. However, once the booking has been confirmed to you and you have paid the full balance the price quoted is guaranteed.

The Company cannot accept responsibility for verbal price quote or descriptions.

4.          Alteration to Your Travel Arrangements

(i). By the Company prior to your departure.

The Company hopes and expects to be able to provide you with all the services it has confirmed to you at the time of booking however arrangements are planned a long time in advance and the services of independent suppliers (such as airlines and hotels) are used and the Company has no direct control over them. Therefore on occasions changes do have to be made and the Company reserves the right to make these. Most of these changes are minor. However if the Company considers them to be major you will be notified as soon as possible.

A major change includes but is not limited to changes to your UK departure airport (although changes between Gatwick, Heathrow and Stansted do not count) resort area, time of departure or return by more than 12 hours and accommodation at a lower standard than originally confirmed.

In the event of being advised of a major change before your departure, the Company will provide you with any alternatives.

(1) Accept alternative arrangements (at additional cost if applicable)

(2)Cancel your travel arrangements with a full refund of all your monies paid.

Under no circumstances will the Company pay compensation for any alterations, which are as a direct result of circumstances outlined in condition 6 (ii) “Force Majeure”

      (ii). By you after departure

If you choose to modify the travel arrangements made after the commencement of your trip i.e. Change hotels or the duration of your stay you will be deemed to be breaking your contract with the Company. The Company cannot therefore accept liability for any loss, damage or additional expenses you incur as a result and no refunds will be made.

5 Cancellation of Your Travel Arrangements

(i). By the Company

The Company reserves the right to cancel your travel arrangements and in this event the Company will return to you all money you have paid or will offer you alternative available travel arrangements (provided they are of similar cost).

Please note that the Company will not accept liability for any consequential financial loss or incidental expenditure incurred in these circumstances and will not be able to compensate you if the cancellation is as a direct result of circumstances outlined in Condition 6 (ii) “Force Majeure”.

The Company reserves the right to terminate without notice your travel arrangements if your behaviour is likely in our opinion to cause distress, damage, danger or annoyance to any of the Company’s customers, employees or any other third party. If you are prevented from travelling because in the opinion of a person in authority you appear to be unfit to travel or you cause distress or discomfort to other passengers; our responsibility for your travel arrangements ceases. The company accepts no responsibility for the behaviour of other persons travelling or staying with you.

(ii) By you

If you require the Company to withdraw from any negotiations into which it has entered or cancel any arrangements made on your behalf. You shall be liable to pay cancellation fees. These are as follows:

Period before scheduled Departure in which cancellation notice is received (days)

More than 56 56-43 42-29 28-22 21-00 

Cancellation charge

Deposit only 30% 50% 60% 100%

The minimum charge will be deposited only which is deemed to be £500 per person.

Where the cost of your trip is recoverable, and the Company deems it suitable for refund in exceptional circumstances, the amount due to you will reflect the net cost of the booking arrangements to the Company. In cases where you are informed at the time of booking that flight(s) included in your arrangements are booked on the basis that they are non-refundable (Instant Purchase Fares) these cancellation provisions will not apply in the event that you do cancel and a cancellation charge of 100% FOR FLIGHTS will apply.

All cancellations must be notified in writing and the date of cancellation is that when the Company receives written notification. Any refunds payable will be subject to the return of all tickets and vouchers.

In the event that you decide to cancel (shorten your stay) during your trip the Company will only refund monies (if any) returned from the hotels in question. In these circumstances a minimum charge of £50

Will be made to cover our administration costs. Insurance premiums, car rental and air tickets are not refundable.

The Company strongly recommends that you take out insurance to cover against loss of deposit or cancellation fees that you might incur.

6.          Liability.

(i) All reasonable care has been taken in contracting with the suppliers whose services comprise the various components, which will make up your journey. The Company accepts responsibility for all arrangements, which are wholly within its control, and this will include any acts and/or omissions by our employees, appointed agents or suppliers whereby those services prove to be deficient or not of a reasonable standard. In the case of carriage by air and sea we limit our liability in accordance with international agreements such as the Warsaw Convention

(ii) ‘Force Majeure’ – The Company accepts no responsibility for and shall not in anyway be liable in respect of loss, injury and damages caused by ‘Force Majeure’ - events including but not limited to strikes, riots, political unrest, hostilities, war or threat thereof, terrorist activity, epidemic, quarantine or medical regulations, industrial disputes, fire, flood, technical/weather problems to transport, aircraft grounding, closure of airports or ports or similar events beyond its control.

(iii)The Company accepts responsibility for ensuring that all component parts of your journey are supplied to you as confirmed on your Confirmation Invoice and furthermore that such services offered reach a suitable standard. If any such part is not provided the Company will pay appropriate compensation on receipt of appropriate evidence. The Company has taken all reasonable and proper steps to ensure that suitable arrangements have been made for all our holidays and that the suppliers of the various services provided to you as part of your holiday as part of your holiday are efficient, safe and reputable and comply with the local and national laws and regulations of the country in which they provide those services. However we do not have direct control over the provisions of services to clients by suppliers and we cannot be held responsible or liable for death, injury or illness caused to clients, unless through negligence of our employees, agents, sub contractors and suppliers and their staff whilst acting within the scope of their employment. Further, the Company cannot accept liability for incidental, consequential economic loss or any indirect loss whatsoever. Responsibility in respect of air and cruise carriers are at all times subject to their Conditions of Carriage.

7.          Flight.

The Company will not accept liability, or pay compensation for transatlantic/domestic flights delays. The airline will endeavour to assist, by allocating you seats on the next available flight where necessary providing overnight accommodation, in accordance with the conditions of carriage of airlines. For travel delay compensation please refer to your insurance policy. It is your responsibility to reconfirm flights timings and departure terminals at least 72 hours prior to departure.

8.          Complaints and Dispute.

In spite of detailed planning it is recognised that occasionally problems do occur. Should you have a justifiable complaint whilst away, you must contact us directly or your local representative or the hotel management. In most instances, any necessary remedial action may be taken immediately and your holiday should continue unspoilt. In the unlikely event that your complaint is not resolved on the spot, you should write to us WITHIN 30 DAYS OF YOUR RETURN, detailing your grievances.

09.        Governing Law

Your contract with the Company pursuant to these conditions is governed and construed in accordance with English Law. Each party submits to the jurisdiction of the English courts to settle any claim or matter arising under this contract unless you wish to submit the matter to arbitration under the scheme referred to in clause 8.

Important Information

Our aim is to offer you comprehensive advice and assistance in organising your travel arrangements. The information below sets out some information that you should be aware of before travelling however our experienced travel consultants will be happy to advise and assist you with any queries relating to your intended trip whether it is for business purposes or a holiday.

Airport Taxes and Security Charges

All passengers regardless of age must pay the appropriate UK Departure Tax, US Airport Tax, other government taxes and Security Charges. These do vary slightly and are shown against each air carrier. They are also subject to change.

Passports and Visas USA

All passengers must be in possession of a valid 10-year passport, with at least six months validity beyond the intended return date.

All children 16 years or older require their own passport – younger children or infants may be included on their parent’s passport, provided they are travelling together. Recent relaxation of the visa requirements for entering into the United States now allows a British Citizen holding an unexpired 10-year British Passport and staying not longer than 90 days to enter the USA without a visitor’s visa, provided that a ‘waiver form’ is completed at the airport prior to departure.

British Passport Agency: 0990 210 410 or click here

Action Visa’s: 0171 388 4498

Other Worldwide Destinations

Please note that it is your sole responsibility to ensure that you have the required documentation to travel (including medical certificates) and Visas. We accept no liability, nor offer any compensation, whatsoever, for any delays or cancellations due to you having incorrect travelling documentation.

Action Visa’s: 0171 388 4498

Department of Health: 0800 555 7777 or click here

Travel Documents

Air tickets, hotel and car rental vouchers and other such documentation will wherever possible be forwarded to you 7 days prior to departure by post.

Car Rental

Your car rental can include unlimited mileage, basic rental charges and Collision Damage Waiver (CDW). Local and /or State Taxes are payable locally. Please check your rental agreement before signing, so that you are aware of what you are agreeing to. Refunds at a later date due to misunderstandings are difficult to obtain.

Hotel Rooms

All the hotel rooms we feature in the USA usually have as a minimum private bathroom and toilet. In many resorts they will also have air-conditioning, telephone and colour TV/radio. This is not guaranteed in lodges or in some of the country inns. Most rooms will normally include two double beds and will accommodate up to four adults. Additional ‘rollaway’ beds (where permitted), must be requested at the time of booking and will be subject to a small daily charge.

Registration ‘check in’ times do vary and are normally 11am but can be extended at the hotel manager’s discretion.

Other Worldwide destinations Hotel Room standards will vary. Please ask for more details.

UK Airport Hotels and Parking

We have a wide range of hotels that offer special rates, including some that offer up to 15 days free parking, should you wish to spend the night before your holiday at a hotel near to your departure airport. We also have special rates for both on and off airport parking. Details will be sent on request.

Expectant Mothers

It is not possible to arrange flights for expectant mothers who will be in excess of 28 weeks of pregnancy on their date of return to the UK. Regardless of this women should consult with their doctor to establish whether it is safe for them to fly.

Disabled Passengers

Regretfully, we must point out that some travel destinations are not suitable for the disabled. If you are disabled we suggest you check that the destination you are travelling to will be suitable for your needs.

Insurance

We strongly recommend that in your own interests you consider taking out Insurance, since in the event of cancelling your holiday you could incur substantial charges. The policy should cover cancellation and curtailment for reasons of illness, injury, death, jury service and redundancy. It includes 24-hour medical emergency and repatriation service to the UK and covers medical expenses for illness and accidents suffered abroad.

10. METHODS OF PAYMENT

Company Cheques:

Payment for travel arrangements may be made by a company cheque. Cheques should be made payable to Carlton Leisure (UK) Ltd. Please note however we require at least 10 working days for cheque clearance before tickets can be issued. It is therefore advisable to confirm with us that there is sufficient time between cheque payment and any ticketing deadline Please note that we no longer accept personal cheques..

If any cheques are returned to us unpaid, a £30 administrative charge will be incurred.

Bank and Building Society Drafts:

These are treated as cash if received at a time when the relevant bank or building society is open and able to verify the cheque.

Cash:

We accept cash; however clients are advised not to post cash to us.

Debit and Credit Cards:

a) Switch, Solo or Visa Delta cards are welcomed with no surcharge.

b) We also accept Visa and MasterCard with a 2.5 % surcharge; American Express incurs a 3.5 % surcharge. If the card is in a name other than the traveller we will require written or faxed authorization from the cardholder, including a photocopy of both sides of the card itself, before any tickets can be released