Booking Terms & Conditions
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In these terms and conditions, ‘we/us’ shall mean Mountains & Maps and ‘you/the client’, shall mean the person in whose name the booking is made. ‘You/the client’ shall take responsibility for all persons on whose behalf the booking is made.
Please note: adequate and valid travel insurance is compulsory for all clients travelling with Mountains & Maps. It is a condition of accepting your booking that you agree to have obtained adequate and valid travel insurance for your booking by the date of departure. Please see the Insurance (Section 10) of these terms and conditions.
As our bond to you, monies paid by you will be held in a client account and not transferred to Mountains & Maps until the start of your trip with us.
The following terms and conditions form the basis of your contract with Mountains & Maps. Please read them carefully as they set out the respective rights and obligations, for both you (the client) and us (Mountains & Maps). Your contract is with Mountains & Maps. No contract shall exist between you and us until the Mountains & Maps Booking Form and the deposit, or full trip cost, if it is a late booking, have been received by us, and when a confirmation invoice has been sent to you by us. When making the booking the ‘lead name’ must be 18 years or over and have the authority to make the booking and to accept the terms and conditions on behalf of everyone in your party.
We accept correspondence via telephone, email, and post. For a booking to be held as final you must complete and submit Mountains & Maps Booking Form provided by us together with non-refundable deposit. The deposit amount will vary according to the length of the trip. We will then send you a confirmation invoice which includes the balance of the trip cost. A contract shall then exist between you and us. The balance of payment is due six weeks prior to the start of the tour. If full payment is not received six weeks prior to arrival, Mountains & Maps have the right to cancel your booking. If you book within less than six weeks of your arrival date you must forward the full cost of the trip with the booking form. Payment can be made by electronic transfer, Paypal or cheque.
3. Cancellation or alteration by client
If, after confirmation has been issued, you wish to cancel your booking, the client who signed the booking form must send us written and signed confirmation of the wish to cancel. The following charges will apply once the written confirmation has been received.
Six weeks or more - the deposit will be refunded, less any expenses incurred, e.g. hotel reservation deposits, and 20% admin fee of the deposit paid.
Less than six weeks but more than four weeks – 50% of total cost of trip
Less than four weeks - full cost of trip
If, after confirmation has been issued, you wish to make a change to your booking with regard to transferring your booking to another person, you must inform Mountains & Maps immediately by email or post.
4. Cancellation or alteration by Mountains & Maps
If, in the unlikely event that Mountains & Maps has to cancel or alter your trip/course, you will be notified as soon as reasonably possible and offered a full refund or comparable trip if available. We will not be held liable for cancellations due to unusual and unforeseeable circumstances beyond our control.
Compensation will not be payable if we are forced to cancel, or in any way change your trip for reasons of consolidation due to minimum numbers not being attained or force majeure (as defined below). Operation of all trips is dependent on a minimum number of persons booking the trip.
In no circumstances will we cancel your trip less than four weeks before the scheduled departure date except for reasons of late cancellations from other passengers on your trip, force majeure or failure on your part to pay the final balance.
We strongly recommend you make no travel arrangements to your point of departure, make any connecting travel that is non-refundable or non-changeable or incurs penalties or incur any costs in respect of visas or vaccinations until such time as your booking has been confirmed. If you make such arrangements which you are then unable to use due to the booking not being confirmed we shall not be liable to you for the cost of those arrangements.
Circumstances amounting to “force majeure” include any event which we or a supplier involved in your trip could not even with all due care foresee or forestall such as (by way of example and not by way of limitation) war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, acts of God, adverse weather conditions and all similar events.
You will be joining the trip locally and our responsibility does not commence until the appointed time. We are not responsible for any additional expenses incurred by you to meet up with the group.
5. Website and Trip Notes
We have designed our website and trip notes to be informative and user friendly. However, whilst every care has been taken to ensure the accuracy of this content, Mountains & Maps will not be held liable for any errors or omissions. If you notice anything you deem to be inaccurate, please contact us at firstname.lastname@example.org.
6. Leader Liability, Authority & Behaviour
A qualified leader who is fully insured independently leads our trips. Mountains & Maps do not accept any responsibility whilst you are under the care of said leader.
On an active trip it is necessary that you abide by the authority of the leader, who represents us. If you commit any illegal act when on the trip or if in the reasonable opinion of the leader your behaviour is disruptive, threatening or abusive or is causing or likely to cause danger, distress or annoyance to others we may terminate your trip without any liability on our part. If this occurs you will have to leave the trip accommodation together with any members of your group who cannot or will not travel without you. In any of these circumstances no refunds or compensation will be paid to you and we may make a claim against you for any costs and expenses incurred as a result of your behaviour. If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip; you must advise us of this at the time of booking.
7. Breakages and Damage
Clients are liable for any breakage, damage or loss to the trip accommodation and its contents, whether the breakage, damage or loss is accidental or deliberate. All repair, breakage and damage costs must be paid prior to you departing the accommodation. Mountains & Maps has the right to invoice the client for all breakages, damages or losses that remain unpaid at time of departure. Mountains & Maps reserves the right to terminate a client’s trip if their behaviour is detrimental to Mountains & Maps.
8. Our Liability
We do not accept liability where there has been no fault on the part of Mountains & Maps, or our suppliers, and where the events complained of are due to circumstances beyond our control or which neither us, nor our suppliers, could have foreseen. In the event of any liability being accepted Mountains & Maps will not be liable for more than the cost of the trip paid. As we do not arrange your travel by air, rail or sea Mountains & Maps cannot accept responsibility for loss or injury suffered by you as the result of acts or omissions of the providers of these services. It is entirely your responsibility to ensure that you make these arrangements through a reputable provider.
In spite of all our best efforts, we recognise problems sometimes do occur. If you have a complaint please inform us immediately in order that we have an opportunity to rectify the problem or cause of the complaint, ensuring only minimal disruption to your trip. If you feel your complaint hasn’t been dealt with in a satisfactory manner, it must be followed by a formal letter of complaint, received by us within four weeks of your departure date. We cannot accept any Liability in respect of any complaint which is not notified in accordance with this clause. If in the unlikely event that the dispute cannot be resolved amicably, the matter may be sent to the Chartered Institute of Arbitration for resolution.
It is obligatory to have insurance for your trip and must include Mountain Rescue and Repatriation. This must be purchased prior to departure and proof will be required at the beginning of the trip. We recommend that you take out Cancellation Insurance at the time of booking should you later be unable to join the trip at the last minute. European and UK clients must have a valid EHIC (European Health Insurance Card) as this may be a condition of your insurance policy. Please make sure your policy covers all activities included in the trip and any optional activities you may wish to undertake such as tandem paragliding, kayaking or mountain biking.
As part of our service we provide transfers from/to designated airports. Please refer to individual trip notes with regards to timings. If you require further airport transfers for other members of your party arriving/departing at separate times from the main group, a charge will apply (price given on request). Guests are also welcome to make their own arrangements to and from the trip accommodation at their own expense.
12. Personal belongings
Mountains & Maps will at no time be held responsible for the loss or damage to personal items belonging to the client, including money. Personal items remain the sole responsibility of the client.
13. Visas, passports and participation requirements
All clients must be in possession of a valid passport along with the necessary visas to allow entry into the country of the trip. Any costs or fines incurred due to failing to meet such requirements will be the sole responsibility of the client.
All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen activity as described on the website (www.mountainsandmaps.com) and in the Trip Notes. No unaccompanied minors (under 18 years of age) can be accepted however, older teenagers (aged 14 and over) may be allowed to join provided they are accompanied by a parent or legal guardian who accepts full responsibility for them.
14. Optional activities
If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and risk. If you do have any complaint about, or problem with, any optional activity purchased your claim should be directed to the activity provider and not to us.
Any likeness or image of you secured or taken on any of our trips may be used by Mountains & Maps without charge in all media (whether now, existing or in the future) for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind such as brochures, slides, video shows or the internet. Any written feedback supplied to the company may also be used for promotional purposes as detailed above.
MM Booking Terms & Conditions, Edition 5, November 2018