GRYPHON TOURS LIMITED takes our obligations seriously. The booking conditions below set out as clearly as possible the responsibility when you make and we accept a booking. By signing the booking form you are agreeing, on behalf of all persons named on the booking form, to the Booking Conditions set out here.

THE BOOKING FORM AND DEPOSIT. You must send us the appropriate deposit together with the signed and completed booking form. Your contract comes into existence when we despatch our confirmation invoice and will be governed by English law and subject to the exclusive jurisdiction of the courts of England and Wales. We will normally expect to confirm your booking within fourteen days of receiving the completed booking form and deposit. The confirmation invoice will confirm details of your booking and show the outstanding balance and when it is due.

WHEN TO PAY THE BALANCE. The balance of your tour cost must be paid no later than eight weeks before departure unless we advise otherwise. The date for final payment will be shown on the confirmation invoice. No reminder will be sent. If you are booking less than eight weeks before departure, then you must pay the full amount at the time of booking. If for any reason the balance is not received by the due date, we reserve the right to treat your booking as cancelled and make a cancellation charge as shown in the next section.

IF YOU CANCEL YOUR TOUR. Cancellation of booking is only effective when received in written form from the person who signed the booking form. In order to cover our expenditure we charge a cancellation fee according to the scale shown below.

Where any journey involves scheduled services we reserve the right to charge additional cancellation fees we are charged by our suppliers.

IF YOU CHANGE YOUR BOOKING. If you want to change any details of your booking we will do our best to accommodate you, however, as a contribution to our expenses there is an amendment charge of £10 per person per amendment (up to a maximum of £40 per booking form). If you change your booking within six weeks of departure we reserve the right to charge cancellation fees as shown in section 4. All amendments must be confirmed to us in writing.

IF WE CANCEL YOUR BOOKING. If we cancel your booking within six weeks of your departure you will be due compensation on the scale set in section 7, except where the cancellation is due to events beyond our control.

IF WE CHANGE YOUR BOOKING. Arrangements are often made many months in advance and changes are sometimes necessary. If a major change is necessary we will tell you as soon as we can. If you decide not to accept the change we will refund your payment plus compensation or a credit towards another tour on the scale below.

Compensation does not apply due to circumstances beyond our control. We reserve the right to change our itineraries due to traffic or weather conditions, diversions, alterations to venues, any other operational reasons or other reasons of force majeure including any event that we or the suppliers of the service(s) in question could not reasonably foresee or avoid. Such circumstances include (but are not limited to) war or threat of war, civil strife, terrorist activity, natural or nuclear disaster, industrial dispute and fire.

OUR RESPONSIBILITY FOR YOUR TOUR. We accept responsibility for ensuring that your tour is supplied to you as described by us and to a reasonable standard. We also accept responsibility for what our employees, agents, suppliers or subcontractors do or do not do (providing they were at the time carrying out work authorized by us). This responsibility is, however, subject to section 7 and the other terms of these booking conditions. Any claims arising from these acts or omissions shall be limited to twice the basic tour price for the persons affected, except in the case of loss or damage to personal possessions where we do not accept liability as it is assumed that you have taken out adequate insurance cover. If you or any member of your party suffer illness, injury or death arising from the negligence of our suppliers in the provision of services contracted by us we will accept responsibility providing they were acting within the course of their employment when the accident occurred. If you or any member of your party suffers illness, injury or death through misadventure during the tour arising out of activity that is not part of the tour, we may, at our absolute discretion if appropriate, offer assistance to you. This includes advice;

In respect of carriage by sea, by air or any other area covered by International Convention, our obligations and liabilities shall be limited in the manner provided in the relevant International Convention; guidance and initial financial assistance up to a limit of £5,000 to assist you bring legal action, provided such assistance is sought within 90 days of the date of the misadventure. If you make a successful claim against a third party or a suitable insurance policy is in force, we will be entitled to reclaim the costs we actually incur from you. In the event of a claim against us, we reserve the right to claim in your place against the person or persons responsible for the illness or injury.

INDEMNITY. We expect all of our clients to have consideration for their fellow guests. In the event of any client behaving in such a way as is likely, in our opinion or in the opinion of any person in authority, to cause offence, danger, damage or distress to others, we reserve the right to terminate that person’s tour arrangements. If this happens to you our responsibility for your tour will cease immediately and we shall not be liable for any costs or expenses incurred by you as a result. Full cancellation will apply and we will be under no obligation for any refund, compensation or loss you may incur. If your actions or those of any member of your party cause damage to the accommodation in which you are staying, or to any building, attraction, venue or site visited, or to any vehicle, train, ship or aircraft in which you are travelling, or cause delay or diversion to any means of transport, you agree to fully indemnify us against any claim (including legal costs) made against us by any party.

TRAVEL INSURANCE. Gryphon Tours Limited accepts no liability or obligation for any death, illness or injury or loss of or damage to baggage or personal property caused to or suffered by you in relation to your vacation. You are strongly advised to obtain adequate insurance cover for all eventualities connected with your holiday. For your own protection your own insurance should be valid from the time that you book. You must give us the name, address, policy number and details of the emergency medical/repatriation telephone number when you make your balancing payment(s) to us.

PASSPORTS AND VISAS. It is your responsibility to ensure that you meet all passport and visa requirements for your journey to and within the UK. You should check with your national Passport Agency for up to date advice. We are unable to make any refunds if you are unable to travel because your passport or visa is invalid.

PRICING POLICY. In limited circumstances the price of your tour may change. This may be the result of currency fluctuations, fuel price increases or Government action. Even so, we will absorb up to 2% of any increase. You will only be surcharged if the increase is more than 2%. If this would involve paying more than 10% of the tour price (excluding insurance premiums and any amendment charges) you will be entitled to cancel your trip without penalty and receive a full refund of the tour price. However you must exercise your right within 14 days of the date on the surcharge invoice.

TRAVEL. Smoking is not permitted on any vehicles used by us however sufficient stops are programmed so that those who wish to smoke may do so. Please note that any timings, itineraries or other travel details are for your guidance and may be subject to change or delay. We provide frequent comfort stops along the route.

OUR TOUR DESCRIPTIONS. We make every effort to ensure that our tour information is accurate, however circumstances beyond our control (such as those described in section 7) may make it necessary to change some arrangements. We cannot accept liability for cancellation or curtailment in these instances. Unless otherwise stated, our prices are per person based on sharing twin or double bedded rooms. Single rooms are available on most tours at an addition supplement. En suite bathroom facilities provide a WC and either bath or shower for your exclusive use. If a triple or family room is requested, a twin/double with extra beds may be provided.

SPECIAL REQUESTS. Please tell us in writing at the time of booking if you have any special requests relating to rooms, dietary or health matters. We will do our best to meet your request but are often dependent on our suppliers. The noting of a special request on the confirmation invoice is therefore not a guarantee that it can be met.

HEALTH MATTERS. General health regulations and advice may change from time to time. Whilst we do our best to advise you, we recommend that you consult your family doctor for advice. You are responsible for obtaining any necessary inoculations; vaccinations or other precautions needed for travel to the UK, and should consult your doctor for up to date advice. If you are in any doubt as to your fitness to travel you should certainly consult your doctor. Failure to do so may invalidate your travel insurance.

PASSENGERS WITH A DISABILITY. We will always do our best to accommodate those who are handicapped or have restricted mobility. It is particularly important that you advise us in writing of any disabilities or medical conditions that may affect your tour. Our vehicles can be difficult to get in and out of and some venues visited do not offer lifts/easy access.