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Terms & Conditions

BOOKING PROCEDURE AND CONDITIONS

Please complete a booking form and return it with the deposit required. Alternatively, you can either book online or by telephone.

Upon receipt of your deposit we will send you a confirmation/invoice with, in most cases, a reading list. An itinerary, practical information and travel documents (if applicable) will be sent to you three weeks before the commencement of the tour.

 

INTRODUCTION

ACE Cultural Tours meets or exceeds all the requirements of the Package Travel Regulations 2018, full details of which can be found online at: www.legislation.gov.uk/uksi/2018/634/contents/made

In addition, flight-inclusive tours benefit from the financial protection afforded by our Air Travel Organiser’s License (ATOL 10204), whilst UK and other tours without flights are protected through the Association of Bonded Travel Organisers Trust Limited (ABTOT). We are also long-term members of the Association of Independent Tours Operators (AITO). For your own safety and financial security we do not recommend you book a holiday that does not benefit from the above protection.

The Package Travel Regulations 2018 together with the following booking information and our promotional material form the basis of your contract with ACE Cultural Tours. We have tried to keep this as concise and simple as possible, so please read all the following paragraphs to make sure you understand and are happy with the terms of your booking.

 

PAYMENT 

All tours and courses costing up to £250 per person must be paid in full at the time of booking.

If you are booking 10 weeks or more before departure, the following deposits are payable at the time of booking: 

£250 per person for UK tours.

£350 per person for all European tours. 

£450 per person for Worldwide tours. 

The balance must be received by us not less than 10 weeks prior to departure. This date will be shown on the confirmation invoice. Reminders are not sent, so please make a note of the date in your diary.

If you are booking less than 10 weeks before departure, full payment for all tours must be made at the time of booking.

 

NO SURCHARGES

Tour prices are confirmed at the time of booking and thereafter will not be subject to any surcharge. We have forward purchase of currency and other precautions in order to guarantee your holiday is not affected by fluctuations in fuel or currency rates. In the event of extraordinary circumstances making the tour unviable we would offer you a full refund or credit note or an alternative tour.

 

CANCELLATION BY YOU

You may cancel your booking at any time before departure. Notice of cancellation must be in writing and because we incur costs from the time we confirm your booking, the following charges will apply (for which we suggest you purchase appropriate insurance):

Notice period Cancellation charge

70 days or more Deposit only

69-29 days 60% of total booking value
28-15 days 90% of total booking value
14 days or less 100% of total booking value 


COVID-19

If you have to cancel as a result of Covid-19 the above charges will not apply, subject to receipt of a medical note or other official proof of restriction of movement due to Covid-19.

 

CANCELLATION BY US

We reserve the right to cancel your booking if there are insufficient bookings on your tour (this will depend on tour type and destination) or for other unforeseen operational reasons. In such an event, we will provide you with at least 70 days’ notice of cancellation and provide you with a full refund.

Very occasionally, due to extraordinary circumstances in the immediate vicinity of the destination, it may be necessary to cancel the tour with less than 70 days’ notice, in which case we will likewise provide you with a full refund.

Note that in either situation we cannot reimburse any incidental expenses you may have incurred (for example, train fares, additional accommodation or connecting flights). If you are buying your own flights, please liaise with the office before committing to significant expenditure.

 

CHANGES BY US

We do our utmost to ensure that all the arrangements and visits are as described. However, it is in the nature of travel that changes are sometimes inevitable, although most of these will be minor in nature. In the event that a particular visit is not possible, we will aim to replace it with another of equal interest. If we have to make more significant changes to the itinerary in advance of departure, we will provide you with a choice of a refund, credit note or an alternative itinerary.

 

ACCOMMODATION 

Accommodation in hotels is in twin/double bedded rooms, the majority of which have private bath/shower and toilet.

On cruise ships, accommodation is in cabins with shower and toilet only.

Single rooms: despite the fact that single rooms carry a supplement, such accommodation is sometimes not of the same standard as twin/double accommodation. Single rooms may not always be in the same area of the hotel as a twin/double and the single supplement does not necessarily mean a twin/double room will be provided for single occupancy. Please note that ACE Cultural Tours very much welcomes single travellers and we make no profit from single room supplements. The costs are simply down to the economics of running a hotel.

Porterage is included on overseas tours where available.

 

FLIGHTS & TICKETS

Specific instructions relating to the departure and travel arrangements will be sent with your air and/or other travel tickets approximately 2 weeks before departure. It is essential that you check your tickets carefully immediately upon receipt to ensure you have the correct flight times.

Occasionally carriers will make late changes to departure times but we will contact you as soon as possible if this occurs.

We will always aim to provide you with the name of your likely airline and flight times when you make a booking. However, flight schedules are set by the airlines and outside our control. We therefore reserve the right to change the actual carrier and flight times for your tour.

In accordance with the regulations, we are required to bring your attention to the Community List of air carriers subject to an operating ban within the UK & EU: www.ec.europa.eu/transport/modes/air/safety/air-ban_en.

 

HEALTH & SAFETY

We operate a safety audit system and work hard with our suppliers to ensure the safety and comfort of our travellers. However, please note that some of the destinations to which we travel have lower requirements and standards than those of the UK. It is therefore essential that you follow any instructions and guidance provided by your tour manager or director.

 

FITNESS

All tours involve a significant amount of walking, often over uneven paths, hillsides or steps. You should be prepared to walk at a reasonable pace for at least 60 minutes and additionally stand for at least 30 minutes without requiring a rest. 

 

DIETARY AND SPECIAL REQUESTS 

Please advise us at the time of booking of any food allergies or special dietary requirements you may have for medical or religious reasons and we will do our very best to assist. We are also happy to cater for vegetarians or pescatarians. It is not, however, possible to offer extensive choices at every meal to cater for food preferences as many of our menu selections are fixed. Inclusion of the dietary or special request on your booking confirmation or any other documentation is not a guarantee that the request will be met.

 

HEALTH REQUIREMENTS 

Whilst we will provide details of any compulsory health requirements applicable to British citizens for your tour, it is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Please check with a doctor or clinic not less than ten weeks prior to departure to ensure that you have met the necessary requirements and have the applicable information. The following website may also be helpful: travelhealthpro.org.uk

For tours in the EU/EEA you should obtain an EHIC (European Health Insurance Card) prior to departure from www.ehic.org.uk. Please note that an EHIC is not a substitute for travel insurance.

You must be in possession of all necessary travel and health documents before departure (and pay for any related costs). We regret that we cannot accept any liability if you incur fees or are refused entry onto any transport or into any country due to failure on your part to carry all required documentation.

 

MEDICAL CONDITIONS OR DISABILITY

We aim to provide authentic cultural experiences and to maximise the time spent on tour. As a result, the majority of itineraries are quite intensive and can be tiring. They may involve a significant amount of walking, uneven surfaces at outdoor sites or in historic buildings, long journeys, and uncomfortable climatic conditions which might exacerbate existing medical or mobility issues. Destinations include many countries with lower standards of health and safety than the UK and limited adaptations for people with reduced mobility. Some destinations do not (and cannot reasonably be expected to) provide emergency and/or health care to the standard that travellers with mobility and/or health conditions may require in the event of any form of incident or emergency.

For the above reasons, our holidays may not be suitable for people with certain disabilities, medical conditions or significantly reduced mobility. 

If you suffer from any medical condition, disability or reduced mobility (including any which affect the booking process) or have any special requirements as a result, please tell us before making your booking so that we can assist you in considering the suitability of the arrangements and in order that we can assess the potential risks to your welfare and health and safety.

If we feel that we cannot reasonably accommodate your needs, we reserve the right to decline your booking or, if full details are not given at the time of booking or the condition/ disability develops after booking, cancel when we become aware of these details.

When we refer to reduced mobility, this means any material reduction in mobility whether this is permanent or temporary and whether caused by age or by physical or mental disability or impairment or other cause of disability

 

INSURANCE

We consider comprehensive travel insurance essential for all tours (UK and abroad), including cover for medical expenses, infectious diseases, repatriation and personal liability, as well as cancelled, delayed and missed departure and loss or damage to personal possessions. Whilst accidental damage is a rare occurrence, your insurance should also cover any damage or loss caused by you and cover any resultant claims made against you or us. For overseas tours, you must give us details in writing of your insurance, preferably on your booking form but in any case no later than before the departure date of your tour. If you fail to do so, we reserve the right to cancel your booking.

We recommend that insurance premiums are paid as soon as possible as cover (in particular cancellation cover) will not be effective until you have done so. Please read your policy details carefully and take them with you on holiday. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.

We cannot accept responsibility for any services which do not form part of this contract, for example, any additional services or facilities that you agree directly with a local hotel or other supplier. Please make sure you have adequate insurance to cover such services and the acts of other third parties.

 

CONSIDERATION FOR FELLOW TRAVELLERS

One of the great pleasures of ACE tours is meeting other people with shared interests and making new friends. This has always depended on mutual consideration for your fellow travellers. We therefore reserve the right that in the unlikely event you cause danger, upset or distress to any third party, we are entitled, without prior notice, to terminate your tour without liability for any expenses or costs incurred as a result of the termination.

 

PASSPORTS & VISAS

Whilst we will provide guidance for each individual tour and help where we can, your specific passport, visa and other immigration requirements are your responsibility and you should confirm these with the relevant embassy or consulate. In particular, if you are not a British Citizen or hold a non-British passport, you must check the requirements for all countries to or through which you are intending to travel. Requirements may change and you must check the up to date position in good time before departure.

For some tours and destinations we will require a copy of the picture page of your passport.

 

ISSUES

If you are unhappy with any element of your tour or the arrangements, please let us know as soon as possible so that we can attempt to resolve the issue. If you are on tour you should speak directly to your tour manager or tour director and not wait until you return home, when it may be impossible for us to help. In the unlikely event that we cannot agree a satisfactory outcome between us, we will ask AITO’s Independent Dispute Settlement Service to find an amicable solution.

Our contract with you is subject to English law (and no other) and the jurisdiction of the Courts of England and Wales only.

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