Booking Terms and Conditions
Below you will find what we will refer to as our “Booking Conditions”.
Please read them carefully, as they set out our and your respective rights and obligations.
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. References to “we” and “us” and “our” are references to the Eight Roads Travel Co.
1. Our Details
We are the Eight Roads Travel Co., a limited company incorporated and registered in England as JCS Travel Limited (company number 11482961) whose registered and trading address is at 47 Willow Lane, Warrington, Cheshire, WA4 5EA, United Kingdom ('we', 'us', 'our', ‘Eight Roads’). We are a specialist luxury travel agency and travel organiser and our business operates out of the United Kingdom (UK). Our services are as advertised. We are registered with IATA under TIDS number 96039366.
2. Application of These Booking Conditions
Your contract with us is subject at all times to these booking conditions. A contract will exist between us once you have paid your deposit (or such other fee as may be appropriate, for example where you are making a 'late booking') or have instructed us to guarantee and hold your holiday against your credit card or instructed us to proceed and book your holiday, and we have then notified you that your booking has been confirmed. Where an offer of availability is made by us, your booking is not confirmed until you receive an actual booking confirmation or confirmation otherwise in writing that your booking is confirmed.
Please note that we expressly reserve the right to charge an Aborted Enquiry Fee in circumstances (which we will discuss with you on a case by case basis) where we have spent a significant amount of time assisting you in planning and designing your holiday, and you choose not to proceed with and book that holiday for whatever reason. Please refer to clause 5. below.
Please check your confirmation carefully and report any incorrect or incomplete information to us immediately. Please ensure that names are exactly as stated in the relevant passport. We have no responsibility for any errors in any documentation except where an error is made by us. If any part of our contract with you is found to be invalid or unenforceable, then the remainder of it will not be affected and will remain valid and enforceable.
When you make a booking, you guarantee that you have the authority to accept, and do accept on behalf of your party, the terms of these booking conditions and agree, on behalf of everyone travelling in your party, to be bound by them. All bookings must be made by a person aged eighteen (18) years or over. Where your booking is for more than one person, the first-named person in your party aged eighteen years or over will be treated by us as the 'lead name' for your booking. The lead name will be responsible for making all payments due to us in accordance with our contract.
An instruction by you (in whichever form) to book and confirm your holiday for you will be treated by us as confirmation that you have read, understood and accepted these booking conditions.
2. Package Holidays
Where you book a package holiday consisting of flights (or other transport arrangements), accommodation, transfers and any other tourist services accounting for a significant proportion of the holiday organised by one of our suppliers, and sold to you at an inclusive price, you have booked a Package Holiday. Your payments will be protected in accordance with the Package Travel, Package Holidays and Package Tours Regulations 1992 and the relevant supplier to us for that Package Holiday will accept responsibility as the organiser of that holiday.
3. Hotel Only Bookings
Where your booking with us is for a hotel only, then we act as a booking agent for the hotel(s) we book on your behalf. We may book your hotel via one of our preferred partners as a booking channel and third party. When you make a booking, you are entering into a contract with the hotel or our partner via Eight Roads, not with Eight Roads itself (save that, in the event of cancellation by you, clause 6. below will apply). As an agent, we accept no responsibility for the acts or omissions of the hotel or for the services provided by the hotel. The hotel’s terms & conditions will apply to your booking and we advise you to read these carefully, as they do contain important information about your booking. Please ask us for copies of these if you do not have them.
4. The Price of Your Holiday and Payment
You will be notified before and at the time of booking of the price of your holiday. What this price includes will be confirmed to you by us at the time of booking and set out in our booking confirmation or in writing.
You may be required at the time of booking to pay us a non-refundable deposit. The exact deposit amount will be confirmed for each booking. If you do pay a deposit, the full remaining balance for your holiday should normally be made at least 12 weeks prior to departure. In certain circumstances (depending on the nature of the booking) we will require a non-refundable deposit in excess of the usual 20%. On occasions, our suppliers and partners require additional amounts up to full payment in advance (for example for last minute, Summer or Christmas bookings). On these occasions, we or our suppliers or partners will require additional payment in advance. Unless you are making a late booking, the balance owing must be paid to us no later than 12 weeks before your date of departure. If we do not receive the balance by this time (we will remind you of this deadline before), then we will be entitled to treat the booking as cancelled by you and you will be liable to pay our cancellation charges (see below).
We accept cheques and electronic bank transfers only. There are sometimes foreign exchange fees or credit card fees charged by our suppliers abroad (which we cannot avoid, as they are not regulated by UK laws). In those circumstances, we are required to pass those fees on to you, and we will tell you what those are.
In some cases, for some of our suppliers and partners, they may require payment to be made online through secure servers. For those bookings, we will take a credit card number that is forwarded securely to our partner or supplier and/or the hotel to guarantee your booking.
All currency conversions are based on data from openexchangerates.org and are only valid on the date of booking as a guideline. Payments are in some cases taken by hotels in the hotel's local currency and may be subject to exchange-rate fluctuations (depending on the date charged) and charges from your bank or credit card issuer, for which we have no liability.
If your booking is made so close to the departure date that it is necessary to issue your documents on departure or send them to you by special delivery, there will be an administration charge payable by you of £25 per booking. This fee is non-refundable. It must be paid by electronic bank transfer to us only.
Whilst you are on holiday or before you depart, you may book other holiday arrangements that do not form part of your holiday contract with us and which are not included in the price of your holiday, even though we may assist with arranging them. We reserve the right to pass on any charges levied on us from time to time by our suppliers in respect of any other holiday arrangements made by us on your behalf.
Your holiday price does not normally include:
• Visa fees, overseas airport departure charges payable locally, porterage, personal expenditure, hotel extras, fuel and extras for car hire, or any medical testing or vaccinations required.
• Taxes or compulsory charges introduced by governments, regulatory bodies or airlines after you have booked.
• Security charges introduced or increased after you have booked relating to transportation costs.
• Holiday insurance
5. Aborted Enquiry Fee
In certain circumstances (which we will discuss with you on a case by case basis), if, after we have spent a significant amount of time assisting you in planning and designing your holiday, and you choose not to proceed with that holiday for whatever reason, then we may be required and reserve the right to charge an Aborted Enquiry Fee.
This fee will be based on any and all costs incurred in planning your holiday, and will include our fees which are costed / priced at £100 GBP per hour, which this is deemed by us to be a fair compensation for the value that we add to and in the design and planning of your holiday.
This fee is non-refundable. It must be paid by electronic bank transfer to us only.
6. Changes or Cancellation by You to your Booked Holiday
6.1. Changes by You
(a) Transfer
You may transfer your booking to any other person satisfying all the requirements relating to your holiday notified to us by you in writing at least thirty one (31) days prior to your due date of departure. Both you and the new traveller/s are responsible for paying any and all costs that we incur in making the transfer. We reserve the right to charge a Change Fee as set out in (c) below for arranging the transfer and other costs or additional fees may also arise, which you will have to agree to pay before the transfer can be made. For example, many of our suppliers, particularly airlines, cruise companies and safari operators, do not permit us to change names or travel dates and impose full cancellation charges of up to 100%.
(b) Other changes
If you wish to make any other material change to your booking at any time after our booking confirmation has been issued, we will try but cannot promise to meet your request. We require your authority in writing before we can make any change. If a change is requested in relation to a group booking, we require the authority in writing of the lead name before we can make the change. We reserve the right to charge a Change Fee as set out in (c) below for arranging the change and other costs or additional fees may also arise, which you will have to agree to pay before the change can be made.
(c) Change Fee
In each of the above circumstances, we reserve the right to apply and charge a Change Fee. This fee will be based on any and all costs incurred in the change, and will include our fees which are costed / priced at £100 GBP per hour, which this is deemed by us to be a fair compensation for the value that we add to and in the design and creation of your holiday. This fee is non-refundable. It must be paid by electronic bank transfer to us only.
6.2. Cancellations
Should you instruct us to cancel your holiday or any part of it relating to any person (in the case of a group booking) after it has been booked and confirmed, then we will require your authority in writing, or in the case of a group booking, the authority in writing of the lead traveller on your booking to do so.
Our cancellation charges will apply (see paragraphs 6.3 and 6.4 below). These are calculated with reference to the date on which we receive your authority in writing. We will not refund to you any deposits, administration charges, insurance premiums or any other fees or charges made by us or our suppliers and paid by you relating to your holiday in the event of cancellation by you.
We incur costs from the time that you instruct us to assist with your holiday, and you agree that if you cancel your booking, you will compensate us for our losses and expenses, as per paragraphs 6.3 and 6.4 below.
Our cancellation charges increase the nearer the cancellation is made to your departure date, as we will not be able to resell your holiday.
We strongly recommend that you take out insurance cover for cancellation adequate to cover the value of your holiday. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
6.3. Aborted Booking Fee
As stated above, we incur costs from the time that you instruct us to assist with your holiday. These costs pertain to our time in designing, researching, planning, arranging, booking and finalising your holiday, including liaising with you and all of our relevant suppliers for your particular holiday.
If you wish to cancel your holiday, we are entitled to charge you for an Aborted Booking Fee, based on the time that we have spent to that date in providing our services and assistance. We will discuss such fees with you on a case by case basis, as every holiday is unique to you as a particular client. The time that we spend in this regard is costed / priced at £100 GBP per hour, and this is deemed to be a fair compensation by us for the value that we add to and in the creation of your holiday.
This fee will be notified to you by us, and you will be required to then pay this to us by way of electronic bank transfer only.
6.4. Cancellation charges
Number of days left before Cancellation charge (expressed as a due date of departure percentage of the total holiday price) when your authority in writing is received by us:
60 days or more Deposit only and/or our Aborted Booking Fee
59 - 43 days 40% and our Aborted Booking Fee
42 - 29 days 60% and our Aborted Booking Fee
28 - 7 days 90% and our Aborted Booking Fee
6 days or less 100% and our Aborted Booking Fee
5. If We Have to Change or Cancel Your Holiday
5.1 Cancellation by Us
We reserve the right to cancel your booking. We will not cancel less than 10 weeks before your departure date, except for unavoidable and extraordinary circumstances, or failure by you to pay the final balance. Unavoidable and extraordinary circumstances mean a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.
If your holiday is cancelled, you can either have a refund of all monies paid or accept an alternative holiday of a comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value).
In the event a refund is paid to you, we will
(a) provide a full refund of your travel insurance premiums if you paid them to us and can show that you are unable to transfer or reuse your policy; and
(b) pay compensation as detailed below except where the cancellation is due to unavoidable and extraordinary circumstances (see definition above).
Period before departure in which we notify you Amount you will receive from us
59 - 43 days: £10
42 - 29 days: £25
28 - 15 days: £45
14 - 8 days: £60
7 - 0 days: £75
This does not exclude you from claiming more if you are entitled to do so.
5.2 Changes to the Price
We can change your holiday price after you've booked, but only in certain circumstances:
Changes in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources, the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports or exchange rates mean that the price of your travel arrangements may change after you have booked. However, there will be no change within 20 days of your departure.
We will absorb, and you will not be charged for, any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges. You will be charged for the amount over and above that. If this results in an increase equivalent to more than 10% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (we will refund any price difference if the alternative is of a lower value), or cancelling and receiving a full refund of all monies paid, except for any amendment charges.
Should you decide to cancel: 1) you must do so within the time period shown on your final invoice or as outlined to you in writing and 2) We will provide a refund of insurance premiums paid to us if you can show that you are unable to transfer or reuse your policy.
Please note that travel arrangements are not always purchased in local currency, and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
5.3 Changes other than the price
It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same or higher standard, changes of carriers.
If we are constrained by circumstances beyond our control to alter significantly any of the main characteristics of the travel services that make up your package, you will have the rights set out below.
We will contact you and you will have the choice of accepting the change or having a refund of all monies paid. You can also accept an alternative holiday, where we offer one (we will refund any price difference if the alternative is of a lower value). We will tell you the procedure for making your choice. Please read any notification of changes carefully and respond promptly, as if you do not respond to us within the timescale given, your booking may be cancelled.
If you choose to accept a refund:
· we will provide a full refund of your travel insurance premiums if you paid them to us and can show that you are unable to transfer or reuse your policy.
· we will pay compensation as detailed below, except where the significant change is due to unavoidable and extraordinary circumstances, which means a situation beyond our control, the
consequences of which could not have been avoided even if all reasonable measures had been taken.
The compensation that we offer does not exclude you from claiming more, if you are entitled to do so.
Period before departure in which we notify you Amount you will receive from us
59 - 43 days £10
42 - 29 days £25
28 - 15 days £45
14 - 8 days £60
7 - 0 days £75
6. Accuracy of prices & descriptions
We cannot be held liable for errors or omissions in bookings or pricing made by us or one of our suppliers. We reserve the right to amend advertised prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices. Changes and errors sometimes occur. You must check the price of your chosen arrangements at the time of booking. We do our utmost to ensure all hotel information is accurate, however hotel facilities may change at any time, and any opinions expressed are subjective.
7. Law and Jurisdiction
This contract is governed by English Law and the exclusive jurisdiction of the English courts.
8. Financial Protection
When you buy an ATOL protected flight or a flight inclusive package from us, you will receive an ATOL Certificate. This lists exactly what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
If you do not receive an ATOL Certificate, then the booking will not be ATOL protected. If you do receive an ATOL Certificate, but all the parts of your trip are not listed on it, those parts will not be ATOL protected. Please see the remainder of these booking conditions for information, or for more information about financial protection and the ATOL Certificate go to: www.caa.co.uk
The suppliers identified on your ATOL Certificate will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where the supplier is not able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that, in those circumstances, the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
If the suppliers identified on your ATOL certificate are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit, you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be reassigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
9. Data Protection
The protection of your personal information or data is extremely important to us. In order to respond to an enquiry, process and fulfil your booking or send you any promotional material, we need to collect personal data from you. We will only process your personal data in accordance with our Privacy Policy for or in connection with the purpose for which you have provided it (for example, arranging your holiday) or as you have consented to our using it (for example, to send you marketing material) or as permitted by data protection laws. Our Privacy Policy can be found here. Please read our Privacy Policy for full details. You and your personal data will be protected by the EU General Data Protection Regulation (which is otherwise known as GDPR) and the Data Protection Act 2018. We refer to this legislation as data protection laws. Eight Roads Travel Co. is a data controller of your personal data. We take appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data, which is appropriate to the harm that might result. Your personal data will be retained by us for the period referred to in our Privacy Policy.
You may ask us what personal data of yours is being held or processed, for what purpose and to whom it may be or has been disclosed. You may also withdraw your consent to receiving marketing material or other communications from us at any time by unsubscribing to our e-mails or otherwise contacting us. Please also let us know if you believe the personal data we are holding is inaccurate, out of date or incomplete. You may contact us by e- mail john@eightroadstravel.com or telephone +44 7540 784 456 or post to Eight Roads Travel Co., 47 Willow Lane, Appleton, Warring WA4 5EA, UK. If you have any complaint about the way in which your personal data has been dealt with, please let us know by e-mail to john@eightroadstravel.com. We will investigate and respond to you as soon as we reasonably can. If you remain dissatisfied, you may complain to the Information Commissioner's Office. For further details, see www.ico.org.uk.
10. Our Liability to You
You must inform us without undue delay of any failure to perform or improper performance of the travel services included in your holiday. If any of the travel services included in your holiday are not performed in accordance with the contract, or are improperly performed by the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation, or both.
We will not be liable where any failure to perform or improper performance of the travel services is due to: (i) you or another member of your party; or (ii) a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or (iii) unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.
As a travel agent for our supplier / suppliers, we accept no responsibility for the actual provision of your holiday arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to twice the cost of the commission that we earn on your booking (or the appropriate proportion of this if not everyone on the booking is affected). Our liability will also be limited in accordance with and/or in an identical manner to:
a) The contractual terms of the companies that provide the travel services that make up your package. These terms are incorporated into this booking; and
b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having the benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions.
You can ask for copies of the travel service contractual terms, or the international conventions, from us by writing to us at our address as stated earlier. Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details will be publicised at EU airports and available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us is set out in these booking conditions. If any payments to you are due from us, any payment made to you by the airline or any other service provider will be deducted.
If you have any special requirements (dietary or otherwise) you must inform us of these at the time of booking so that we can pass these onto our suppliers. We cannot guarantee that your requirements will be met, however, and we are not liable to you in the event that your wishes are not met.
We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.
This entire clause does not apply to any separate contracts that you may enter into for excursions or activities whilst on holiday.
11. Your Responsibility
(a) It is your responsibility to ensure that you and everyone travelling with you have valid passports, appropriate visas and vaccinations. Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. Some countries (particularly in Southern Africa) require your passport to have two blank pages for a visa stamp. As a result, if you are travelling in more than one country that requires this you will need to have more blank pages - for example, if you visit South Africa and Namibia, both of which require two free pages, and re-enter South Africa to fly home, you would need six blank pages. If you have any doubts about the number of pages required, we advise erring on the side of caution, even if this means applying for a new passport.
(b) You are responsible for ensuring that any existing medical conditions or disabilities which may require assistance are declared to us before you book your holiday or, if newly diagnosed, before your due date of departure so that we can pass these details on to our suppliers in good time. We are not in any circumstances liable if any carrier refuses you or any member of your party as a passenger as a result of any medical condition or disability. Women 28 weeks or more into pregnancy at the time of return travel must have a doctor's certificate confirming that they are fit to travel (note airlines normally require certification at 32 weeks). We are not liable for any costs, delays or illness resulting from your failure to meet any requirements.
(c) You are responsible for your behaviour and that of your party. We and our suppliers reserve the right to refuse your booking or the right to board or the right to travel and to remove you and/or any member of your party from any transport, accommodation or any part of your holiday if you or any member of your party is drunk or under the influence of drink or drugs; if you are or we reasonably believe that you are in unlawful possession of drugs; or are behaving violently, disruptively, dangerously or irresponsibly or in any manner whatsoever which presents a risk to you or others or is causing a nuisance or annoyance to others. No refund will be given, or compensation paid, and no costs or expenses for which you become liable or which are incurred by you will be made by us or be recoverable by you from us in such circumstances. You may also become the subject of police inquiry or security measures or investigation and liable in the event that any offence is committed to criminal prosecution and penalties whether in the UK or in any other country having jurisdiction in respect of the alleged activity. You must fully cooperate with and follow any safety procedures and instructions given by any organisation which is running the activities which you do while on holiday. It is possible that such organisations will require you to sign a waiver form in respect of the activity being carried out.
12. Complaints
If you have a problem during your holiday, you must inform the relevant supplier whose service is involved (e.g. your hotelier) and us (by emailing john@eightroadstravel.com and calling +44 7540 784 456), without undue delay, and we will endeavour to put things right. If the problem cannot be resolved locally and you wish to complain, full details must be sent to us in writing to arrive within 28 days of your return giving your booking reference and all other relevant information. Please keep your letter concise and to the point. If you fail to follow the requirement to report your complaint whilst on holiday, we will have been deprived of the opportunity to investigate and rectify it whilst you were on holiday and this may affect your rights under this booking.
Many of our holidays take place in destinations where local conditions vary enormously, and the people we deal with on the ground may be less time-conscious or meticulous in planning than ourselves, and while we will do our best to ensure that the holiday goes according to plan, we ask that those who travel with us do so with a spirit of adventure, in a positive frame of mind, and in good humour.
13. Additional assistance
If you're in difficulty whilst on holiday and ask us to help we will provide appropriate assistance, in particular by providing information on health services, local authorities and consular assistance; and helping you to find alternative arrangements and any necessary phone calls/emails. You must pay any costs we incur, if the difficulty is your fault.
14. Insurance
You must be fully insured for your holiday and must make sure that all of the activities which you will be carrying out are covered by such insurance. This insurance must include adequate cancellation insurance to the value of your holiday, emergency evacuation and repatriation costs in respect of all of your activities. Please note that the travel insurance provided by some credit card providers often only offers the minimum coverage and, whoever your insurer, you should always check for any exclusion of activities that you might be undertaking. In response to public concern, some insurers now offer specific insurance against cancellation, delay and abandonment due to volcanic ash disruption. This can be taken out as an add-on to some travel insurance policies or as stand-alone cover.
15. Excursions
Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your holiday provided by us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
16. Concierge Service
Your booking may include a concierge service. Please note that any arrangements made by or booked through our concierge service do not form part of your holiday contract with us. Our liability for the concierge is limited in accordance with clauses 4 and 5 above and our concierge obligations under this contract will be limited to performing the concierge service with reasonable care and skill. Please note we accept no liability for any products, services or any other bookings made using the concierge service. We are not responsible for the provision of anything arranged through the concierge service or for anything that happens during the course of such provision by the relevant provider.
17. Airlines outside the European Union
The EU maintains a list of airlines that are banned from operating in the EU due to safety concerns. It is available online at https://ec.europa.eu/transport/modes/air/safety/air-ban/search_en
These airlines don't fly within the EU, but they do fly outside it e.g. internal flights in Nepal. It is your responsibility to check on the status of any airline on or with whom you are intending to fly as part of your holiday.
If you decide to proceed with your booking in the knowledge that the airline is on the list, our usual cancellation charges will apply if you later change your mind about travelling with that airline.
18. Pre-booked Aircraft Seats
We understand that for many of our clients, airline seating is an important part of your holiday organisation, so we endeavour to book seats for your flights wherever possible.
When we have booked your flights, we will also endeavour to pre-book your seats. Please note this service is only available if we book your flights.
Unfortunately, there isn't one hard and fast airline rule, so it is subject to availability once the seats open for selection. We will, of course, try to seat you and your travel companion(s) next to each other.
Please note, as we and our suppliers have to follow airline policies, we or our suppliers may have to issue your flights early, so may require an additional deposit from you to be able to choose your seats.
Bulkhead and exit row seats may also incur additional costs, so if you have any specific seat preferences, please do let us know so we can look into this for you.
Some airlines don't allow for seat selection until nearer the time of travel, but please do still let us know as soon as possible if you have seat preferences so we can try to reserve your seats as per your preference as soon as they become available.
If you have any frequent flyer memberships, please do also highlight this to us, as some memberships can open the seat maps earlier. For smaller airlines, seat selection is only available at check-in.
19. Updates
Our Booking Conditions are updated from time to time. The Booking Conditions which will apply to your holiday are those on our website at the time of booking. There may be additional terms & conditions which apply to certain of our suppliers or partners, or for special offers, promotions and discounts from time to time. These will be notified to you at the time of booking.
20. Copies
A copy of our latest Booking Conditions can be viewed on our website www.eightroadstravel.com, where you can print off a copy here for your records. By proceeding with any booking, you confirm you have read and agreed to our Booking Conditions.
21. Force Majeure
Except where otherwise expressly stated in these booking conditions, we will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we or the supplier(s) of the service(s) in question could not, even with all due care, foresee or avoid. These events can include, but are not limited to war, threat of war, civil strife terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our or the supplier(s) concerned’s control. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure.
22. COVID-19 Specific Conditions & Limitation of Liability
We acknowledge the ongoing COVID-19 global crisis, and we accept our obligations to comply with any official guidance from governments or local authorities, both in the UK and whilst you are on holiday.
By booking your holiday, in compliance with these terms & conditions, you also agree to comply with any such obligations, both before and during your holiday.
Please note that we will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
• If you, or anyone in your booking party, test positive for Covid-19 and have to quarantine for a period of time, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time.
•If this happens within 14 days of your departure date, you must contact us as you may no longer be able to travel. We will offer you the following options where possible and subject entirely to availability:
•Postponing your holiday to a later date. We will notify you of any impact on the price the postponement may have (please note that you may have to pay full cancellation charges on some elements of your holiday, such as the flight, as well any increase in cost imposed by other suppliers);
•If not everyone on the booking is affected, you will have the right to transfer your place on the holiday to another person nominated by you, subject always to the requirements of clause 4;
•Cancelling your holiday, in which case we will impose our standard cancellation charges as at the date of cancellation by you. You may be able to claim these costs back from your travel insurance.
•If this happens whilst you are on your holiday, please notify us without delay, and we will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering the cost of any curtailment of your holiday, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. You must ensure that you have suitable travel insurance which covers these costs for you.
•You fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with the holiday, or that portion of the holiday.
You also acknowledge that the suppliers providing your holiday, including airlines, hotels and excursion providers, will need to comply with national and/or local guidance and requirements relating to Covid-19, and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as use of face-masks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability. We do not expect these measures to have a significant impact on your enjoyment of the holiday and all measures will be taken with the purpose of securing your safety and those around you.