YOUR CONTRACT IS WITH EP GLOBAL EVENTS LTD
Your contract is with EP Global Events Ltd. Below are the details
of the terms and conditions of the booking agreement.
Please read them carefully.
When you make a booking and we accept it, a legally binding contract is made. When you complete our online booking form, you(and any other person on whose behalf you book) agree to accept all of these conditions, you acknowledge that you have read the relevant Event Notes and the General Information. You also warrant that the information given by you on the booking form is complete and true. A contract will exist as soon as we receive your completed booking form. Note that we will not issue confirmation, and therefore no contract will exist, until we receive a fully-completed booking form for each and every member of any party. This contract is made on the terms of these booking conditions which are governed by English Law and the jurisdiction of the English courts.
To confirm your booking, please send the following to firstname.lastname@example.org :
- Booking form completed
- Confirmation of payment
- Copy of Passport
- Copy of passport photo
- Copy of comprehensive travel insurance including covering:
- Mountain and altitude activities (check event itinerary)
- Medical evacuation by helicopter
OUR COMMITMENT TO YOU
YOUR FINANCIAL PROTECTION
We provide limited financial protection for our Events. For flight-based costs only, this is through our Air Travel agent Travel Counsellors Ltd (ATOL and IATA protected.) When you buy an ATOL protected flight from Travel Counsellors Ltd you will receive an ATOL Certificate. This lists what is financially protected, where
you can get information on what this means for you and who to contact if things go wrong. Travel Counsellors Ltd will provide you with the services listed on the ATOL Certificate (or a suitable alternative).
YOUR EVENT PRICE
We reserve the right to alter the prices of any Event shown on our website:
You will be advised of the current price of the Event that you wish to book before your contract is confirmed.
- The price of your event arrangements are fully guaranteed and will not be subject to any surcharges.
- You should note that no discounts for unused services will be
given if at the time of booking or prior to departure should you choose not to take part in the full package as detailed in the Event notes.
IF WE CHANGE OR CANCEL YOUR EVENT
It is in the nature of an Event of this kind that arrangements and participants have to be flexible. The day-to-day agenda and ultimate goal of the Event are taken as aims and not as contractual obligations. It is a necessary condition of your joining any of our advertised Events that you accept this flexibility. It is unlikely that we will have to make any changes to your travel or event arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor (including hotel) and we will notify you of them at the earliest possible date. In the case of such minor changes there is no entitlement to cancel without penalty.
Any changes to the actual airline operating your international flight after you have received your tickets will be notified to you as soon as possible by Travel Counsellors Ltd and in all cases at check-in or at the boarding gate. Such a change is deemed to be a minor change. Other examples of minor change of accommodation to another of the same standard.
If we have to make a major change to your Event such as a lower than expected standard of accommodation, we will notify you and give you the option to cancel with a full refund. We will also pay compensation as detailed below, unless the major change arises due to reasons of force majeure. In the unfortunate event that an international flight is delayed during your Event, the individual airline policy will apply.
We also reserve the right in any circumstances to cancel your travel arrangements. For example, if the minimum number of clients required for a particular event arrangement is not reached, we may have to cancel your Event. However, we will not cancel your travel arrangements and event less than 8 weeks before your departure date, except for reasons of force majeure, inadequate insurance cover or failure by you to pay the final balance. (For this reason, we strongly advise you not to incur any non-refundable incidental expenses, e.g. connecting flights, before we have sent you final confirmation of your itinerary). Note that if you are making your own flight arrangement’s we cannot be held responsible for any non-refundable costs you incur through booking your own flights or otherwise, should we be forced to cancel your Event. If we cancel your travel arrangements and event for reasons other than the above, we will offer you compensation as set out in the table below. If we are unable to provide the booked travel arrangements and event, you can either have a refund of all monies paid or accept an offer of alternative travel and event arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of lower value.) If, for an unforeseeable reason outside of our suppliers’ control, we have to cut short your Event, no refund or compensation will be made for any unused hotel accommodation, hire equipment, or any other unused service or feature of the Event.
Please note that carriers used, including airlines may be subject to change. Such a change is deemed to be a minor change. If we have to make a change to your Event, we will inform you as soon as reasonably possible and providing there is time before your departure.
We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, pandemic, international travel restrictions or other unforeseen circumstances that may amount to force majeure.
OUR LIABILITY TO YOU
If the contract we have with you is not performed or is improperly performed by us or our suppliers we will pay you appropriate compensation if this has affected the enjoyment of your event arrangements. However, we will not be liable where any failure in the performance of the contract is due to: you; or a third party unconnected with the provision of the travel and event arrangements and where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall.
Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your event arrangements.
If the contract we have with you is not performed or is improperly performed as a result of failures attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which we or our suppliers, even with all due care, could not foresee or forestall, and you suffer an injury or other material loss, we will offer you such prompt assistance as is reasonable in the circumstances.
Optional activities, excursions, or other tours that you may choose to book or pay for whilst you are on Event are not part of your package provided by us. For any optional activity, excursion, or other tour that you book, your contract will be with the operator of the activity, excursion or tour and not with us. We are not responsible for the provision of the activity, excursion or tour or for anything that happens during the course of its provision by the operator.
are our responsibility. It is not issued on behalf of and does not commit any airline whose services are used in the course of your travel arrangements.
We take full responsibility for ensuring that proper security measures are in place to protect your information. When you make a booking, you consent to all the information you provide being passed on to our suppliers, wherever they may be based. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law. Certain information may also be passed on to security or credit checking companies. By agreeing to these terms you acknowledge that we have your express permission to share your personal information with the Event sponsors.
YOUR COMMITMENT TO US
YOUR EVENT PRICE
When you make your booking, you must pay a non-refundable deposit of a minimum of 20% of the Event price per person. Clients will be deemed to have read the booking conditions and to have signed the declaration on the online booking form, although a completed booking form must be received by the EP Global Events Ltd office and acknowledgement sent, before the booking is confirmed and the contract is made. Upon receipt of your booking, we will forward a confirmation invoice along with a payment schedule informing you of the date by which final payment must be made for your Event. You will be advised at the time of booking when this is the case. In the case of non-payment of the balance by the due date or missing payments against your payment schedule, we reserve the right to cancel your booking and cancellation charges will apply. We advise that you book any extensions, extra services, or additional accommodation at the time you make your Event booking.
If you are making your own connecting flight arrangements, you must check that the Event is guaranteed to run – BEFORE paying for your air tickets. Check with the EP Global Events Ltd office or check the Event status on the EP Global Events Ltd website. We cannot be held liable, in cases where we cancel the Event for any losses incurred relating to any flight booking, or any other related costs.
IF YOU CHANGE YOUR BOOKING
If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, we will do our utmost to make these changes, but it may not always be possible. Any request for changes to be made must be made in writing from the person who made the booking You will be asked to pay an administration charge of £100 and any further cost we incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Note: certain travel arrangements (e.g. Apex tickets) may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
TRANSFERRING TO ANOTHER EVENT
After our confirmation invoice has been issued, you will not be able transfer to another Event.
IF YOU CANCEL YOUR PARTICIPATION AT THIS EVENT
You, or any member of your party, may cancel your event arrangements at any time. Written notification from the person who made the booking or your travel agent on your behalf must be received at our offices. Cancellation charges as shown below will be applicable.
- More than 180 days before departure: Any monies paid for the event, including deposit
- Less 180 days before departure: 100% of total event cost
It is strongly recommended that full insurance is taken out at the time of booking, which includes cover, under certain circumstances, against the loss of deposit or cancellation charges. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
If your circumstances are extenuating, then please put it in writing and send to: email@example.com so we can be as understanding and flexible as possible to help with your situation. In some circumstances we will consider access to another event in the future.
EVENT LEADER AUTHORITY
Signing our booking form signifies your agreement to abide by the authority of the Event leader, who represents EP Global Events Ltd. The decision of the leader as to the conduct, itinerary and objectives of the Event is final. If, in the opinion of the leader, your behaviour or physical condition is detrimental to the safety, welfare and well-being to yourself or of the group as a whole (which are the paramount considerations), or if the leader considers your general wellbeing will be put at risk by continuing with the Event, you may be asked to leave the Event without the right to any refund for unused services.
Your booking is accepted on the understanding that you realise and accept the risks and hazards potentially involved in this Event and that you are mentally and physically capable of undertaking the Event. You must tell us if you have an existing medical condition or disability that might affect the Event or other group members’ enjoyment of it, before you book your Event. If, in our reasonable opinion, the Event is not suitable for your medical condition or disability we reserve the right to refuse your booking. We reserve the right to cancel the contract if medical problems are discovered and, in this eventuality, we will not give a refund or pay compensation. You are responsible for bringing with you the proper clothing and equipment, which we will advise you about in our printed Event information and pre-departure information pack. If you are unable, or choose not to complete an itinerary outlined for this Event, EP Global Events Ltd is not liable to supply alternative itineraries, excursions, accommodations, services or staff for the period when the client is not present with the group. EP Global Events Ltd is liable for the negligence of its employees and suppliers when they are acting in the scope of their employment or in the provision of the travel arrangements. The company is not liable for any failures that occur in the performance of the travel arrangements which are attributable to the consumer, or attributable to a third party unconnected with the provision of the services and unforeseeable or unavoidable, or are due to unusual and unforeseeable circumstances beyond the control of the company which could not have been avoided even if all due care had been exercised.
PASSPORTS, VISAS, AND IMMIGRATION REQUIREMENTS
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. In some cases, full and correct passport information is required when a booking is submitted to us in order that we can obtain necessary tickets, permits and visas on your behalf. If you do not supply the appropriate and correct information when you make your booking, we will not be able to make the necessary bookings on your behalf and cannot be held responsible.
TRAVEL AND CANCELLATION INSURANCE
To take part in one of our Events you must be covered by adequate insurance for the complete duration of your Event. Your insurance must include cover for; medical expenses, injury, death, cost of repatriation and evacuation via whatever means necessary including by helicopter/air ambulance. If, in the event of an emergency medical rescue or evacuation from this Event of you (the ‘Client’), either by foot, helicopter or otherwise the responsibility for the payment of such costs will lie with you ( the “Client”.) Any subsequent costs incurred for expenses such as hotels, food, transport etc shall be borne by the Client. It is imperative that the Client ensures adequate insurance cover is in place before departure. It is your responsibility to ensure that the insurance cover you purchase is adequate for the particular needs of you and your party. We do not check insurance policies but do require the policy name, number and contact details at the time of booking. We reserve the right to cancel your booking at any time before departure if we are not satisfied that adequate insurance is in place for you. All baggage and personal effects are at all times at your own risk. We will not be responsible for any loss, damage or accident to any luggage and property, howsoever incurred. You are advised to check the limitations of your insurance policy in this respect.
IF YOU HAVE A COMPLAINT
If you have a problem during this Event, you must inform your Event leader who will endeavour to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at EP Global Events Ltd. giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. It is strongly suggested that you communicate any complaint to the Event leader without delay and complete a report form whilst on the event. If you fail to follow this simple procedure, we will have been deprived of the opportunity to investigate and rectify your complaint during your Event and this may affect your rights under this contract.
Any likeness or image of you secured or taken on any of our Events may be used by the company without charge in all media (whether now, existing or in the future invented) for bona fide promotional materials of any kind, such as brochures, website slides, video shows and the internet.
This is ADVENTURE Event travel, and many of EP Global Events Ltd’s Event destinations are in remote areas, within under- developed countries, where events are less predictable than is usually the case in, for example, Western Europe or North America. The unexpected is the norm in these areas and, despite painstaking planning and organisation, our adventure Events can never be taken for granted like regular Events. Many of the places that we visit do not have the same quality of emergency health and safety services that we are used to in the developed world. Internal flights can be cancelled, road transport is generally uncomfortable and unreliable, and hotels often do not approach the standards of the West.
This unpredictability also means that the itineraries that we put forward for each of our Events should be seen as statements of intent, rather than as contractual obligations. A variety of factors, including weather, transport difficulties and political instability, might dictate that we change any itinerary. The Event leader will make any changes that are necessary, after consultation with the group. Only rarely will such changes be significant, and we will always do everything within our powers to minimise the effects of the enforced changes. We cannot be held responsible for the results of changes or delays, irrespective of how they are caused.