Package Holiday
Terms and Conditions
It is essential that before you commit to one of our courses you read and agree to our terms and conditions. If you have any questions, contact our office by mail or phone.
We are Basecamp Adventures Ltd, Company Number 13225068, our Registered Office is 2-4, Protection House, Albion Road, North Shields, Tyne And Wear, United Kingdom, NE30 2RH. Our postal address is Suite C4, Town Hall Chambers, High Street, Wallsend, NE28 7AT and Our Agreement sets out what we can expect from each other when you buy a package holiday from us.
Basecamp Adventures Ltd is referred to as ‘Basecamp’ in these terms and conditions.
BOOKING YOUR HOLIDAY
When you book your holiday you are accepting Our Agreement on behalf of everyone travelling with you. We will only deal with you, the lead name, and you must be an adult when you book. Anyone aged under 18 on your holiday must have written authorisation to travel from a parent or guardian and have written confirmation from Basecamp with an acceptance to travel.
When we say “you” and “your” we mean you, as the lead name traveller.
Our Agreement along with the relevant details in the booking confirmation is the entire agreement between us for your holiday.
Our Agreement is made under the laws of England and Wales. You submit to the exclusive jurisdiction of those courts. You can choose the law and jurisdiction of Scotland or Northern Ireland but only if you live there.
Providing Information
You must ensure all information you give is correct. We’ll use the personal data you give us in line with our Privacy Policy. You must pass on any information we give you to everyone travelling.
You must comply with all passport, visa and other immigration requirements. Your passport and travel documents must be in good condition – you may be refused travel if they are damaged.
If you are not self-reliant or have reduced mobility (that prevent you from taking part in our programs) you must tell us before you book, and if this changes tell us at least 48 hours before your holiday.
The Price You Pay
When you book your holiday, you must pay a deposit. We’ll tell you the price of your holiday and the deposit before you book. At least 8 weeks before you go you must pay the full balance. If you don’t, we can cancel your holiday and charge you a termination fee.
When you book your holiday, we’ll send your booking confirmation within 14 days. Mistakes can happen, so if any price on your booking confirmation, our website or our booking systems is obviously wrong, a booking made based on that price won’t be valid, we can cancel it and refund you unless you want to pay the correct price.
If your holiday price changes because of movement in the relevant exchange rates, taxes or fees charged by someone else including tourist or landing taxes, port or airport fees or the cost of transport fuel or other power sources we can charge you that increase or refund to you a decrease (less our administrative expenses) providing it doesn’t happen within 20 days before the start of your holiday. If we need to do this, we’ll forward an amended invoice to you showing the changes made along with a detailed explanation.
We’ll absorb any increase of 2% or less of your holiday price, so we won’t pass on any increase below that level.
If the increase is more than 10% of the holiday price, you may cancel your holiday within 14 days of us telling you about the increase and we’ll refund your holiday price except any amendment charges; and the increase will be considered a major change, see below.
BEFORE YOUR HOLIDAY
Sometimes you can make changes to your holiday. The table below shows the amendment fee that we charge. Where we treat your change as a cancellation, you will pay a termination fee instead of an amendment fee. If the new holiday is more expensive you will need to pay the fee and the difference in price.Airlines or other transport providers can charge a fee for a change and sometimes treat a change as a cancellation. Fees can be up to 100% of the price for that part of your holiday. You must pay those fees as well as the amendment fee shown below.When making changes, the price of your new travel arrangements will be based on the price that applies on the day you make the change. Please note there won’t be any reduction in the price you pay, even if your new travel arrangements are cheaper than your original booking.Some elements of your holiday, such as excursions, transfers, activities, flight or accommodation options and room/board upgrades may be non-refundable.
You may not transfer your holiday to someone else without express permission from us.
If You Cancel Your Holiday
To cancel your holiday you must tell us as soon as possible. If you booked using a third party agent, that agent must tell us. When your holiday has been cancelled you will receive a cancellation invoice.You must pay a termination fee which covers our administration costs and compensates us for the risk that we do not resell your holiday. The fee is based upon how long before your holiday you tell us you want to cancel and is a percentage of the total price of your holiday.
| Termination Fees | |
| How long before your holiday you cancel | Percentage Of Your Holiday Price |
| 60 days or more | Loss of deposit & instalment payment |
| 59 – 29 days | 90% |
| 28 – 0 days | 100% |
Your deposit is non-refundable, even if the termination fee is lower than the deposit. We may not be able to refund elements of your holiday if they are added extras.
If We Cancel Your Holiday
If we cancel your holiday, except where it’s because you haven’t paid or you have been disruptive, you can have a refund or accept a replacement holiday from us of a similar standard and price if we can offer you one. We’ll also pay the compensation shown below (unless we have cancelled because of one of the reasons listed in ‘Events Beyond Our Control’ or where you haven’t paid) and we’ll refund the difference if the replacement holiday is of a lower price.
If We Change Your Holiday
We aim to give you what we promise but, as we plan our holidays a long time in advance, sometimes things can change. We can make a change at any time but will let you know before your holiday if there’s time.
Occasionally, we may have to make a major change to your holiday such as a change of destination or a change of accommodation.
If we tell you about a major change after you book your holiday, you can accept the new arrangements offered by us; or accept a replacement holiday from us of the same or similar standard and price at the date of the change, if we are able to offer you one; or cancel your holiday with us and receive a full refund.
If we make a major change we’ll pay the compensation shown below, unless the change is because of an event beyond our control, and we’ll always refund the difference in price if the replacement holiday is a lower price at the date of the change. Any compensation payable is based upon how many days before your holiday departure we tell you about a major change.
| How long before your holiday we tell you about a major change | Compensation per person |
| 84 days or more | 0 |
| 83 – 29 days | £20 |
| 28 – 15 days | £30 |
| 14 – 8 days | £40 |
| 7 – 0 days | £50 |
Events Beyond Our Control – Examples of events beyond our control are: war, threat of war, riots, civil disturbances, terrorist activity or its consequences, industrial disputes, pandemic, any failure to secure relevant flying rights, natural or nuclear disasters, fire, health risks, unavoidable and unforeseeable technical problems with transport, closed or congested airports or ports, actual or potential severe weather conditions, the imposition of sanctions or other Governmental action and any other similar events.
ON YOUR HOLIDAY
Only you can use your allocated accommodation. You must not let anyone else stay there. You are responsible for any damage to your accommodation or its contents during your holiday. We can refuse to accept you on your holiday or continue dealing with you if we, or someone in authority, believe your behavior (by any form of communication or in person) is disruptive.If you are disruptive on your holiday we can remove you from your accommodation and you will be responsible for your own return home. You will not be entitled to a refund and we will not provide compensation or meet any costs or expenses.If you are disruptive you will be responsible for any damages, costs and expenses (including legal expenses) incurred as a result. This can include cleaning, repairing or replacing property lost, damaged or destroyed by you. Disruptive behavior includes being threatening or abusive, damaging property, upsetting, annoying or disturbing any other traveller, our staff or agents or putting any of them in danger.Excursions
We may introduce you to suppliers of excursions or other services. If you buy one of these, you’ll be contracting with the supplier directly, we act only as an agent and have no liability for the performance of that contract. Our Agreement doesn’t apply to any contract for excursions or other services.
(2) We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:
(a) the act(s) and/or omission(s) of the person(s) affected; or
(b) the act(s) and/or omission(s) of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or
(c) unusual or unforeseeable circumstances beyond ours or our supplier(s) control, the consequences of which could not have been avoided even if all due care had been exercised; or
(d) an event which either ourselves or suppliers could not, even with all due care, have foreseen or forestalled.
(3) We limit the amount of compensation we may have to pay you if we are found liable under this clause:
(a) loss of and/or damage to any luggage or personal possessions and money,
The maximum amount we will have to pay you in respect of these claims is an amount equivalent to the excess on your insurance policy which applies to this type of loss per person in total because you are assumed to have adequate insurance in place to cover any losses of this kind.
(b) Claims not falling under (a) above and which don’t involve injury, illness or death
The maximum amount we will have to pay you in respect of these claims is twice the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking.
(c) Claims in respect of international travel by air, sea and rail, or any stay in a hotel
i) The extent of our liability will in all cases be limited as if we were carriers under the appropriate Conventions, which include The Warsaw/Montreal Convention (international travel by air); The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to hotel arrangements). You can ask for copies of these Conventions from our offices. Please contact us. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.
ii) In any circumstances in which a carrier is liable to you by virtue of the Denied Boarding Regulation 2004, any liability we may have to you under our contract with you, arising out of the same facts, is limited to the remedies provided under the Regulation as if (for this purpose only) we were a carrier.
iii) When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the transport provider or hotelier for the complaint or claim in question.
(4) It is a condition of our acceptance of liability under this clause that you notify any claim to ourselves and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions.
(5) Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.
(6) Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description: (a) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you; or (b) relate to any business.
(7) We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised in our brochure. For exampleany excursion you book whilst away, or any service or facility which your hotel or any other supplier agrees to provide for you.
IF THINGS GO WRONG ON YOUR HOLIDAY
You benefit from the rights applying to packages under The Package Travel and Linked Travel Arrangements Regulations 2018. We are responsible for all the stated travel services included in your holiday. If any of them isn’t provided as we agreed, we’ll pay you compensation, if appropriate, unless it’s due to an event beyond our control (see ‘Events Beyond Our Control’), is your fault or is caused by a third-party.
If you are in difficulty on your holiday we’ll help by providing information on health services, local authorities and consular assistance. We’ll help you make phone calls, send emails or make alternative travel arrangements. You must pay any costs we incur if the difficulty is your fault.
If You Have A Complaint
It is very rare for things to go wrong. If they do, you must tell the supplier in question (e.g. the hotel) and our resort representative straight away so they can solve the issue. If our representative isn’t available, you should contact Basecamp HQ.
Personal Injury
Your holiday is made up from services provided by suppliers who follow local standards. Overseas safety standards are generally lower than in the UK.
If anyone travelling suffers injury, illness or death because of the services provided as part of your holiday, you must tell us and the supplier involved about it and complete a report at the time.
After your holiday you can contact Basecamp HQ. It must be no more than 60 days after the incident so we can investigate properly.
PROTECTING YOUR MONEY
We provide security for the money you pay for your holiday and to bring you home if we become insolvent. We provide financial security for holidays not including flights by way of Financial Failure Protection Insurance.
Your Financial Protection
All money you pay to a travel agent for your holiday is held by that agent on behalf of and for the benefit of the Trustees of the Air Travel Trust at all times but subject to the agent’s obligation to pay it to us for so long as we do not fail. If we do fail, any money held at that time by the agent, or subsequently accepted from you by the agent, is and continues to be held by that agent on behalf of and for the benefit of the Trustees of the Air Travel Trust without any obligation to pay that money to us.
