Terms and Conditions for Holidays and Tours

In these Terms and Conditions, ‘the Company’ refers to Walk the Landscape and ‘the Event’ to the guided or self-guided holiday, tour or day walk.

 

1 Booking and Your Contract with the Company

All bookings on our events are subject to the following terms and conditions and your acceptance of them constitutes a legally binding contract under English law.  You will be deemed to have accepted the terms and conditions unless we hear from you within seven days of you receiving the confirmation (assuming a normal postal period).

 

1.1 Guided and Self-Guided Holidays and Tours

To make a booking, please telephone or email us with your requirements.  We will then check availability of accommodation and if available get back to you with a price.  If you accept the price and wish to proceed, please complete the Booking Form and pay either the deposit if more than 6 weeks before the start date, or the full amount if less than six weeks (42 days) before the start date.

The deposit paid in respect of each event is accepted as a first instalment of the full charge.  A verbal reservation or the receipt of a deposit do not imply final acceptance of the booking, neither does a verbal quotation confirm the final cost.  If a booking cannot be accepted, notification with a refund of any deposit will be sent as soon as possible.

If accepted a confirmation receipt will be forwarded to you normally within one week of receipt of your signed booking form. The contract is made between us when we send this confirmation receipt.

In some circumstances the final price may not be available until after receipt of the booking form and deposit.

1.2 Day Walks

To make a booking, please telephone or email us to check availability. To confirm your places, please complete and return the Booking Form and pay the full amount at least 7 days before the event.

If accepted a confirmation receipt will be forwarded to you normally within one week of receipt of your signed booking form. The contract is made between us when we send this confirmation and we guarantee that the price of your event will not be subject to alterations or surcharges once the booking has been confirmed.

2 Payment Terms and Methods of Payment

2.1 Guided and Self-Guided Holidays and Tours

Following receipt of your deposit, we will send you a receipt which shows the amount and date for payment for the balance of the event which is due 6 weeks (42 days) before the start date. Should the balance not be received by the due date, your place on the event and/or at the accommodation may be released, and our cancellation policy will apply.

2.2 Day Walks

Payment is due in full 7 days before the event starts. Should the balance not be received by the due date, your place may be released, and our cancellation policy will apply.

2.3 Methods of Payment

Unless otherwise stated on the booking form, payment for all types of event must be made in pounds sterling.  The company accepts payments in the form of a personal cheque from a UK bank, bank transfer (BACS) into the company bank account or payments into the company PayPal account from a PayPal account or card.

  • Company bank account details for payment from the UK or overseas are shown on the Booking Form.
  • PayPal email payments incur a transaction charge of 4% or 5% depending on the source country.  With this method of payment an invoice will be emailed to you with a link to PayPal to enable you to make your payment online.
  • Cheque payments from UK banks may incur a handling charge per cheque. If for any reason a payment by cheque is returned unpaid by the issuing bank or has to be re-presented a minimum charge of £20.00 will be levied to cover bank and administration charges incurred.

Your booking will only be confirmed when payment has been cleared through the company’s bank account.  We reserve the right to refuse participation on an event if payment is not received on time.

3 Discount Policy

We may offer discounts from time to time and unless otherwise stated, any discount available on an event may not be used in conjunction with any other special discount or offer.

4 Changes to your Booking Form

Please check the details of your original booking carefully against your confirmation as there is a minimum administration charge of £20.00 for subsequent changes. Any administration costs incurred above this amount will be detailed to you before we make the changes on your behalf.

5 Transfers and Substitutions

5.1 Guided and Self-Guided Holidays and Tours

If you wish to transfer to another event, we must receive your written request at least 42 calendar days before the start date of the event that you originally booked.  You need to tell us the date and name of the event to which you wish to transfer and the alternative event must take place within 6 months of the event for which you originally booked.  We will only accept transfers where the original booking has already been paid for in full.  However, if it has not, you will need to settle the invoice before we can arrange the transfer.  A transfer fee of £20.00 will be charged plus any additional fee which is due for the alternative event (if it is applicable).

Transfers made within the balance due period (less than 42 days) will be regarded as a cancellation by you of the original event.

The cancellation charges set out below will apply and a new booking will be made for a different event.

Although you cannot transfer less than 42 days before an event, you can name a substitute client at any time before it begins.  A transfer fee of £20.00 plus any other additional costs due to changed requirements of the substitute client will apply.

5.2  Day Walks

If you wish to transfer to another event, we must receive your written request at least 3 calendar days before the start date of the event that you originally booked.  You need to tell us the date and name of the event to which you wish to transfer and the alternative event must take place within 3 months of the event for which you originally booked.  We will only accept transfers where the original booking has already been paid for in full.  A transfer fee of £20.00 will be charged plus any additional fee which is due for the alternative event (if it is applicable).

Transfers made within 3 days will be regarded as a cancellation by you of the original event.  The cancellation charges set out below will apply and a new booking will be made for a different event.  Although you cannot transfer less than 3 days before an event, you can name a substitute client at any time before it begins.  A transfer fee of £20.00 plus any other additional costs due to changed requirements of the substitute client will apply.

6 Cancellations and Refunds

6.1 Guided and Self-Guided Holidays and Tours

Because we are a small company, any cancellation affects us significantly and we adhere to a strict cancellation policy Please notify us about your cancellation in writing and if you cannot find a substitute client (which incurs a minimum admin fee of £20.00 plus any other additional costs), from the date when we receive written cancellation from you the following policy will apply;

More than 42 days: We will retain the deposit

42 – 29 days: We will retain 50% of the cost of the event

28 – 15 days: We will retain 75% of the cost of the event

14 or less days: We will retain 100% of the cost of the event

If the event takes place but you are unable to attend at the beginning, whether for reasons within or beyond your control, your non-attendance will be taken as a cancellation on the day of the event and will incur a 100% cancellation fee.

6.2 Day Walks

Please notify us about your cancellation in writing and if you cannot find a substitute client (which incurs a £20.00 admin fee plus any other additional costs), from the date when we receive written cancellation from you the following policy will apply;

3 or less days: We will retain 100% of the cost of the event

If the event takes place but you are unable to attend at the beginning, whether for reasons within or beyond your control, your non-attendance will be taken as a cancellation on the day of the event and will incur a 100% cancellation fee.

7 Changes to the Programme and Itinerary

The Company programme is put forward as a statement of our intention only, and is not a representation or undertaking that it will be carried out.  If it is necessary for reasons beyond our control to change the content, the accommodation, the date or the venue, we undertake to keep you informed of these changes as soon as is practicable.

Where an alteration is minor, we will, if practicable, advise you before departure, but we are not obliged to do so or to pay you compensation.  When an alteration is a major (and a major alteration involves for instance changing the date or venue of your accommodation) we will advise you as soon as is reasonably possible.  You will then have the choice of accepting the alteration, taking an alternative event (and where this is of a lower price, we will refund the difference), or withdrawing from the contract and accepting a full refund of all monies paid.

8 Cancellation Due To Lack of Demand or Circumstances Beyond Our Control

If we have to cancel your event before the date of departure, due to lack of demand or circumstances beyond our control, you will have the choice of taking an alternative event (and where this is of a lower price we will refund the difference) or withdrawing from the contract and accepting a full refund of all monies paid.

On very rare occasions we may have to cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which neither we nor our suppliers could avoid.  This specifically relates to the illness or injury of our key staff but also includes war or threat of war, riots, civil strife, terrorist activities, industrial disputes, natural or nuclear disaster, fire or adverse weather conditions, level of water in rivers or other similar events beyond our control.

9 Itinerary and Start Times

You are responsible for ensuring that you follow instructions provided by the Company in respect of arrival times for an event and the start times for walks.  The company cannot be liable for any loss or expense suffered by participants because of their late arrival or failure to follow the instructions provided.

10 Your Health & Safety

Walk the Landscape considers the health, safety and wellbeing of its clients to be of prime importance.

As part of our Health & Safety procedure we require all clients to complete a medical declaration as to their fitness as part of the Booking Form and advise us if you have any medical condition or are taking medication that may affect your walking ability.  We reserve the right to ask you for a medical certificate to confirm that you are physically able to cope with the event before accepting the booking and at any time before the start of the event.  It is your responsibility to notify us of any change to your health between completing the form and attending the event and we also reserve the right to refuse your participation if we believe your health is at risk.

Our events are graded to their difficulty and you should be confident that you are fit enough to complete before booking.

However, all outdoor activities carry some element of personal risk and you need to accept that accidents and injuries can sometimes happen.  In the interest of safety you must undertake to follow the instructions or guidance of your tour leader on guided events, follow the advice, warning or advisory notices encountered during the event, follow the countryside code, and act sensibly and prudently at all times.

It is also important for the client to understand that he/she is expected to be responsible for him/herself and that he/she should not put other members of the group or general public at risk.

11 Responsibility for Loss

The Company accepts no responsibility for loss of personal belongings during any of its events.

12 Liability and Insurance

Our public liability, professional indemnity and tour operators insurance covers you for injury due to our negligence during an event, it does not cover you for injury from other causes or for loss or damage of your property.  We therefore strongly advise you to arrange insurance to cover personal accident, cancellation of the event by yourselves or The Company, loss of personal effects and personal liability.  Insurance should cover also cancellation of the holiday due to family illness as this is the most frequent reason for withdrawal. The company cannot accept responsibility for illness, injury or loss, other than that caused by our proven negligence.

We book good quality accommodation at 3*, 4* or equivalent grade, unless specifically instructed in writing by you the client to do otherwise, and check accommodation that we use regularly.  We are not liable for accidents that occur at and in the accommodation or for loss or damage of goods during luggage transfer, nor for local excursions and/or services.

13 Your Financial Protection

In accordance with the EC Directive on Package Tours and the Package Tour Regulations 1992, all bookings for events which include overnight accommodation and/or transport in addition to the walking event element are fully protected.

14 Descriptions / Information Pages

All information displayed on the Company documentation and website is provided in good faith and we cannot be held responsible for any inaccuracies.  If you do find errors we would be grateful if you would please let us know.

15 Parental Responsibility

If young people under 18 years of age join a day walk or walking event, parents or guardians undertake to accept full responsibility and supervision of and for their children at all times.

16 Dogs

We do not normally allow dogs on our events (except Guide Dogs) unless agreed in advance.   We however do offer a limited range of self-guided dog friendly holidays.

When present, dogs must be kept under control at all times and on a leash when near to farm animals, other dogs and wildlife.  They must not enter premises unless the proprietor gives permission for them to do so.

17 Photographs

The Company reserves the right to use photographs taken of you by the leaders during events on its documentation and website if the customer has agreed to this on the booking form. The copyright for all such photographs belongs to the Company.

18 Testimonials

The Company reserves the right to use customer testimonials on its documentation and website if the customer has agreed to this on the booking form.

19 Newsletters

The Company reserves the right to send Newsletters and other marketing material to the customer, if the customer has agreed to this on the booking form.

20 Complaints

Should you feel that you need to make a complaint, please contact us right away, through our leader or to our office, and we will do our utmost to address and resolve your issue immediately so that your time with us is as enjoyable as possible.  If we cannot resolve the issue on the spot, please ensure that you make your complaint within 14 days of attending one of our events providing as much supporting information as possible.  We will do our best to resolve the issue amicably.  In the rare event of us not being able to resolving the matter, you can follow up through the UK small claims court.