Booking Terms and Conditions
ABOUT US
Exclusive Holidays is a family-run coach holiday business. We specialise in turkey & tinsel, discount bar and theme holidays for groups. Our holidays offer excellent value for money at good hotels and are all operated with modern executive coaches. Our management team has over 25 years experience in the coach holiday industry, so we know exactly what is needed to make your holiday a success.
PICK UP POINTS
We will pick up at locations convenient to you, provided there is adequate coach access.
HOW TO BOOK YOUR HOLIDAY
Call 01858 469137 and speak to one of our dedicated group specialists to discuss your holiday requirements. We will then prepare a quote for you to consider. We will provisionally hold your booking for 28 days, at which point written confirmation of our acceptance is required. All correspondence will be sent to the group organiser. By confirming the booking, the group organiser accepts these terms and conditions on behalf of all group members.
DEPOSIT AND PAYMENT
A deposit of £25 per person is required once your booking is confirmed, followed by the full balance 4 weeks before the departure date. Please make a note of this date as no reminder is sent. The cost of your holiday is not guaranteed against circumstances beyond our control, including but not limited to any government action (including VAT increase or requirement for additional bonding), devaluation of the pound sterling or increased fuel charges.
CHANGES BY YOU
Up to 4 weeks prior to departure date, passengers may be added to your group as required. Less than 4 weeks prior to departure date, please contact our office before accepting additional passengers to check availability.
CHANGES BY EXCLUSIVE HOLIDAYS LTD
We reserve the right to make changes to an itinerary or use of hotels or coaches other than those stated should unforeseen circumstances arise. Exclusive Holidays Ltd will accept no responsibility or liability for any delay, inconvenience or change caused by mechanical failure, roadworks, traffic delays, closure or congestion or ports or airports, bad weather, war, threat of war, riots, civil strife, terrorist activity, industrial disputes, natural and nuclear disasters, fire, cancellations or changes of schedules by our carriers and other unforeseen circumstances and similar events beyond our control.
REDUCTION IN GROUP NUMBERS
Any quote provided by Exclusive Holidays Ltd is based on a minimum number of passengers which is clearly stated at time of quoting. If your group does not reach these minimum numbers, a surcharge may be applied to your holiday price.
INSURANCE
Due to changes in legislation we are no longer able to sell travel insurance. We strongly recommend that all passengers take out travel insurance cover and can provide details of a travel insurance provider specialising in coach holidays on request. By confirming your booking you confirm that Exclusive Holidays is indemnified from any consequences arising from inadequate travel insurance arrangements. Exclusive Holidays Ltd will not be held liable or accept any responsibility for eventualities not covered by insurance.
CANCELLATION BY YOU
If you cancel your holiday, it must be made in writing by the group organiser. Your cancellation will take effect from the date when we receive your written cancellation. A reduction on room occupancy (e.g. from a twin or double to a single) may result in additional supplements being charged if applicable.
Cancellation date: Charge:
56 days or more prior to departure deposit
between 55 and 30 days 50%
30 days prior to departure 100%
If the reason for your cancellation is covered under the terms of your travel insurance you may be able to reclaim these charges.
CANCELLATION BY EXCLUSIVE HOLIDAYS LTD
We reserve the right to cancel your holiday under certain circumstances, e.g. insufficient demand or if your holiday is influenced by events beyond our control, e.g. war or threat or war, riots, civil strife, industrial action, natural disasters, fire, epidemics, bad weather, technical problems to transport, closure or airports or ports, terrorist activities, hotel ceases trading, Governmental action or General Election or other similar circumstances beyond our control. If this should occur we will return to you all the money you have paid to us or offer a suitable alternative. Notification will be made approximately 3 weeks prior to departure.
INCLUDED IN YOUR HOLIDAY
Your holiday price includes all coach travel, hotel accommodation, meals and excursions as stated in the brochure. Unless specifically indicated in the holiday description, entrance fees, guide fees and optional excursions are not included. All prices and supplements quoted are per person per holiday. European holidays may be subject to a supplement due to devaluation of the pound sterling, if applied by our suppliers. In this case you will be notified as soon as possible.
RIGHT OF REFUSAL
Exclusive Holidays Ltd reserves the unconditional right to refuse a booking or terminate a passenger’s holiday in the event of unreasonable conduct which in our opinion is likely to cause distress, damage, annoyance to other customers, employees, property or any third party. As a result of such termination, our responsibility for your holiday immediately ceases. Full cancellation charges will apply and we will be under no obligation whatsoever for any refund, compensation or loss you may incur.
DISABLED AND SPECIAL NEEDS
It is your responsibility to disclose at time of booking any disability or special needs you may have, including any room or seating requirements. While requests can not be guaranteed we will do our best to accommodate you.
BULKY LUGGAGE ITEMS
If you require any bulky luggage items (e.g. wheelchairs, walkers, lightweight electric scooters etc) to be transported, please ensure this is clearly stated in the space provided on the booking form. If we are not notified at time of booking we make no guarantee to transport these items due to space constraints.
SUITABILITY OF HOLIDAY
If you require any advice regarding the suitability of a hotel or holiday, please contact us and we will provide as much information as possible to help you make an informed decision. This service is intended for information only and we accept no liability for your decision to travel on any holiday if it is subsequently found to be unsuitable.
FOOD & DIET
If you have any special dietary requirements please ensure these are included on your booking form so we can inform the hotel. Please note it is common practice in European Hotels to have a set menu and no choice will be offered.
VEHICLE REFRESHMENTS
Our executive coaches offer hot and cold drinks which will be served during the journey. Due to health and safety reasons, provision of hot and cold drinks while the vehicle is in motion will be kept to an absolute minimum. You are welcome to eat sandwiches and packed lunches, however we ask that you do not eat any hot or messy food, ice-cream or chewing gum onboard. Please use the rubbish bags provided. While we make every effort to ensure drinks & toilet facilities are available on the coach, there may be occasions where this is not possible. We will try to make a comfort stop every 2 – 2.5 hours on every journey.
LUGGAGE
Please keep luggage to a minimum due to the space constraints in our luggage lockers. We ask that you bring one medium case per person or one large case between two, and weight should be kept to a maximum of 20kg per case. Any additional or bulky luggage items must be included on your booking form.
ALTERATIONS
We reserve the right to alter, without notice, routes, seating plans and itineraries on any tour arranged by Exclusive Holidays Ltd.
TRAVEL DOCUMENTS
Your travel information including pick up times, luggage labels etc will be posted to you approximately 2 weeks prior to departure. Any special documents including theatre tickets will be retained by Exclusive Holidays Ltd and distributed on departure.
PASSPORTS
For all European travel a full UK Passport is required. We accept no responsibility if passengers do not have the correct travel documents and no refunds will be issued in this instance. An EHIC European Health Insurance Card in also required for travelling abroad. Forms can be obtained from your local Post Office and the card will last for 10 years.
DEPARTURE POINTS
You are responsible for ensuring you are at the correct departure point at the correct time. We cannot be held liable for any loss or expense suffered by clients because of late arrival, and would strongly advise all clients to arrive at their departure point at least 10 minutes in advance.
OPTIONAL EXCURSIONS
Optional excursions not included in the price of our holidays are payable to the coach driver on the day of the excursion, unless otherwise indicated. Where a complete excursion package has been purchased, payment should be made in advance with final balance. Admission fees are not included in our excursion prices unless stated.
HOTEL AMENITIES
All hotel amenities specified in our brochure will normally be available. However, where cleaning or servicing is required, amenities may be temporarily unavailable for part or all of your holiday.
SINGLE ROOMS
Single rooms are subject to availability at the hotel. Where a hotel charges a single supplement, this will be clearly indicated and charged at cost. The payment of a single room supplement does not imply that any room allocated will be anything other than a single room. Please note that once our allocation of non-supplemented rooms is used up, any further allocation may be subject to a chargeable supplement.
SPECIAL REQUESTS
Special requests must be made when booking and written clearly on your booking form. While we do our best to fulfil any such requests, we can not guarantee this and we can not accept a booking conditional on such a request being met.
CARE OF THE CUSTOMER
If, for any reason, you are not happy with any aspect of your holiday, issues should be raised in the first instance with the staff and hotel on site, at the time at which the issue occurs. Exclusive Holidays Ltd and the hoteliers and coach providers will not accept complaints or liability for any aspect of the holiday unless they were given the chance to rectify the situation at the time. If your issue is not resolved, you must notify us in writing within 14 days after your return so we can investigate the matter.
BROCHURE DETAILS
Every effort has been made to ensure that all details are correct at the time of publication. However this information is intended as a guide and we cannot accept responsibility for changes that may occur.
DATA PROTECTION
Records and information is held only to send you details of forthcoming holidays or inform you of any changes or details regarding your booking. We do not pass names and addresses on to third parties.
GRATUITIES
Gratuities to our drivers / couriers are not included in the cost of the holiday. Any donations should reflect on the service you have been given and are at your discretion.
SEAT BELTS
It is a legal requirement that everybody must wear a seat belt in the UK and Europe. If you refuse to wear a seatbelt or forget to use it, you will not be covered by the Company’s insurance and any fines incurred will have to be paid by yourselves.
Please note you should remain seated with seatbelts fastened until the vehicle has come to a complete stop and your driver indicates it is safe to remove your seatbelt. Any movement around the vehicle while it is in motion is at your own risk and no liability will be accepted for any resulting injury or accident.
GROUP ORGANISER INCENTIVES
Group organiser incentives are offered to group organisers only and are not applicable for any other participants in the holiday. Disposal of the group organiser incentives are at the discretion of the group organiser and Exclusive Holidays Ltd will have no part in or liability for any dispute arising from these.
Exclusive Holidays Ltd reserves the right to add, amend or withdraw some or all group organiser incentives for future bookings at any time and without prior notice. Group organiser incentives which applied at time of booking will be honoured for all existing bookings, but may not be applicable for any future bookings.