ECE Travel Terms and Conditions

RESERVATIONS AND DEPOSITS:

All booking requirements & changes shall be made in writing to Educational Cultural Exchanges (International) Ltd. “ECE”, specifying in as much detail as possible the group's requirements.

A £500 non-refundable, non-transferable group booking deposit is required on all group bookings on confirmation of hotel bookings. This deposit is deducted from your final invoice. Payment of this deposit and/or any other monies received constitutes agreement to these Terms & Conditions. Any alterations to this contract may only be authorised in written format and must be signed by a manager, officer of the company or authorised representative.
All hotels, services and venues are subject to availability until confirmed in writing by ECE.
Full payment, names, and rooming lists are required 60 days prior to the departure of the group.
Services such as theatre, rail and Eurostar and all other inclusions, with the exception of hotel are booked and purchased with the receipt of final payment.

MINIMUM NUMBER OF PASSENGERS:
A group consists of a minimum of 25 full paying passengers. If a group falls below 25 paying passengers or a cancellation causes the group to fall below a particular pricing category, prices and space are subject to change or cancellation. Free places do not count towards the number of paying passengers.

CANCELLATIONS:
ECE will confirm bookings, changes and cancellations. Cancellations are not valid unless confirmed in writing by ECE. Cancellation fees will be charged based on the following schedule, except where hotel policies specify otherwise.

Individual Cancellations and/or changes:

31 – 60 days prior to departure: Any non-refundable payments made to vendors on passenger’s behalf. Additional costs to be advised as they are received from our vendors.
07-30 days prior to departure: 85% non-refundable.
Less than 7 days prior to departure: non-refundable.
If an individual in the group cancels & causes a roommate to be accommodated in a room for sole occupancy = no refund.

Entire Group Cancellations:

61-90 days prior to departure: £ 500 initial deposit is forfeited plus any land deposits as outlined above.
60 to 46 days prior to departure, we will notify the tour organiser & require reimbursement for any expenses incurred if the group subsequently fails to materialise or the tour organiser for any reason cancels the tour
0-45 days prior to departure: non-refundable.

Any amendments to the conditions may only be authorised in written format by a manager, officer of the company or authorised representative. Verbal amendments or conversations are not an acceptable form to either party.

CONDITIONS OF PAYMENT:
Payments to ECE shall be made in UK Sterling (For UK services) and Euros (for non-UK Services) & shall be received by ECE no less than 60 days prior departure. ECE reserves the right to cancel unpaid or underpaid reservations. Late payment may result in the cancellation of some or all services booked.

The sender is responsible for all bank fees incurred in connection with the transfer of funds. Payment should be made by bank transfer.

When sending payment, please ensure that you highlight your booking reference on the actual payment so that all moneys received can be properly attributed.

RATES:
All rates given by ECE for services are quoted in UK Sterling and/or Euros, NET, non-commissionable and are inclusive of all applicable taxes at the rates in force at time of confirmation. Prices quoted to you are based upon the exact inclusions as specified in our offer / quotation. Should you find any discrepancy between what your group requires and what is specified in our offer, please contact us and we will revise the quotation for you. Other provisions regarding rates as they apply from time to time will be advised in the written quotation from ECE.

ACCOMMODATION:
Hotel accommodation is subject to availability at the time of reservation. If ECE is unable to confirm the hotel(s) listed in our quotation, we will attempt to secure space at a similar hotel of equal standard and cost. In the event a similar hotel is not available, a supplement may be charged. Some hotels require non-refundable and non-transferable deposits in order to guarantee a booking. In such cases, ECE will notify the tour organiser and require reimbursement for any payments and expenses incurred if the group subsequently fails to materialise or the programme organiser for any reason cancels the tour.

SERVICES & MOTOR COACH TRANSPORTATION:
Coaches used for transfers, sightseeing and touring have a maximum capacity of 48 passengers, unless otherwise stated. For larger groups with an excess of baggage or passengers, two or more buses may be required. All motor coach services, guide services, escorts, admissions to attractions, theatre, rail & all other inclusions with the exception of hotels are confirmed at the time final payment is received. For special venues, theatre and Eurostar confirmations, we will notify you in writing the cost of such items if you wish to guarantee them before final payment is due at 60 days.

ACCOMMODATION DURING CONVENTIONS & OTHER MAJOR EVENTS:
At certain times during the year many places in Europe hold so-called 'city-wide' conventions. During such periods it may be necessary for ECE to obtain hotel accommodation from the convention organisers or pay higher rates than usual. This may result in the net rate being higher than the hotel's published rate. Such circumstances shall not be a basis for refund or any complaint by you or your clients.

BAGGAGE HANDLING:
Inclusion of baggage handling for one piece of luggage per person round-trip at each of the hotels can be offered where this service is provided at a supplementary cost.

REFUNDS & ADJUSTMENTS:
Claims for refunds and/or adjustments must be made within 45 days of the disputed service ending. Full details and documentation must accompany claims.These terms and conditions are governed by English Law and in the unlikely event of dispute, the parties shall submit to the exclusive jurisdiction of the English Courts.

RESPONSIBILITIES & LIABILITY:
In common with other companies, ECE acts only as an agent for programme members in arranging for room accommodations, transportation, sightseeing, admissions and restaurant reservations as appropriate and agreed in each itinerary. As such, ECE shall not be liable for any injury, damage, loss, accident, delay or irregularity which may be occasioned by reason of any company or person engaged in conveying the passengers, or otherwise in connection therewith, of any hotel owner, manager or employee.

ECE. does not own or operate, nor is it an agent for any of the suppliers which will provide goods and services for the trip or for any option which may be available in connection with the trip (including optional sightseeing, car rental, etc.) and ECE has not priced the trip or option to allow ECE to guarantee against failure of any such suppliers. Accordingly, participant(s) agree to seek remedies directly with the supplier, and not to hold ECE or sponsoring organisation liable, in the absence of its negligence, for any loss, injury, delay or expense which results directly or indirectly from any action or omission, whether negligent, criminal or otherwise, of any entity providing goods and services for the trip or any available option (e.g. without limitation, the quality of services, cleanliness of a hotel, hotel overbooking or any flight delays). Participant(s) also agree not to hold ECE or sponsoring organisation liable for circumstances beyond its control (e.g. force majeure, terrorism, war, or acts of God). Participant(s) acknowledge that neither ECE nor its agents have made any representation or promises with the respect to the tour described herein except as expressly set forth in ECE literature, unless such agreement is in writing and signed by an officer of ECE.

ECE accepts no responsibility for losses or additional expenses due to delay, changes, or cancellations in train, bus, ship, airplanes or other services, sickness, weather, war, terrorist acts, strikes, quarantine, or other causes. Baggage is transported at the client's risk throughout the tour.

ECE strongly recommends that all persons travelling obtain appropriate insurance coverage.

In accordance with “The Package Travel, Package Tour Regulations 1992” all passengers booking with Educational Cultural Exchanges (International) Ltd are fully insured for the initial deposit and subsequently the balance of monies paid as detailed in y our booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Educational Cultural Exchanges (International) Ltd. This insurance has been arranged by Towergate Chapman Stevens through IGI Insurance Company Ltd.

In the unlikely event of insolvency you must inform Towergate Chapman Stevens immediately on 1932 334140 or alternatively in writing to Towergate Chapman Stevens, Towergate House, 22 Wintersells Road, Byfleet, Surrey KT14 7LF. Please ensure you retain this booking confirmation form as evidence of cover and value.

Policy Exclusions: This policy will not cover any monies paid for Travel Insurance or any claim relating to Air Flights. Please ensure the Company you have booked with has the appropriate CAA / ATOL Bonds in place.

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