Registered Office is California Building Deals Gateway London SE13 7SB. Company Number: 4369991 (England & Wales) VAT No: 799 1638 64
These booking conditions which form the basis of your contract with City & Village Tours come into effect when we have received your initial deposit and issue our confirmation invoice or you have paid for the holiday in full and we issue a confirmation and receipt.
Your SleepOver (by which we mean a holiday or short break of one or more nights’ duration) is operated by City & Village Tours Ltd and all accommodation and/or all other arrangements of whatever nature are made by City & Village Tours on behalf of you our client. The terms “operator”, “us”, “our” or “we” means City & Village Tours Ltd.
By making a booking, the first named person on the booking is the tour organiser (“you” “customer”, “your”) who accepts these booking terms and conditions on behalf of all persons detailed on the booking and who will participate in the SleepOver holiday.
100% Passenger Payment Protection
City & Village Tours is a company trading since 1988. We are committed to customer satisfaction and consumer financial protection. At no extra cost to you and in accordance with The Package Travel, Package Tours Regulations 1992 all passengers booking holidays with City & Village Tours are fully insured for the initial deposits and subsequently the balance of monies detailed in your booking confirmation. The policy also includes repatriation if required arising from the cancellation or curtailment of your travel arrangements due to the insolvency of City & Village Tours Limited. This insurance has been arranged by Towergate Chapman Stevens through HCCI International Insurance Company PLC.
Group Travel Organisers Liability
Every group organiser booking a SleepOver holiday package with City & Village Tours Ltd benefits from free Group Travel Organisers Liability insurance arranged by Towergate Chapman Stevens through ETI International Travel Protection which indemnifies the person who is identified to City & Village Tours Ltd as the Group Travel Organiser who arranged the SleepOver holiday and is responsible for its administration and operation directly with City & Village Tours Ltd. A full copy of the terms and conditions of this insurance cover will be provided upon booking.
Booking Deposits & Holiday Payments
1. Group Reservation Deposit: If you book more than 120 days before the departure date you can make an initial group reservation with a £100 deposit which will remain refundable
in full from the date of confirmation and receipt until 120 days before the departure date.
If you do not wish to proceed with the booking please inform us in writing and your initial group reservation deposit will be refunded in full.
2. 120 Days Before Departure Payment of Individual Deposits: 120 days before the departure date to proceed with the booking we ask for one completed booking form and deposits of £50 per person for SleepOvers up to £300 per person in value and £100 per person for SleepOvers over £300 per person. If any individual cancels between now and 60 days before the holiday when the balance falls due we will refund the deposit less an admin charge of £5pp so long as 25 people remain on the booking.
3. 60 Days Before Departure -
5. Cancellations less Than 7 Days Before Departure Date: No refunds are available.
6. If accommodation (a room or cabin) has been booked for occupancy by two people and as a result of the cancellation of one person before departure becomes occupied by just one person a single supplement may be charged unless you have not used all the allocation of rooms for single occupation without supplement that are advertised as part of your package. If we do not receive the deposits or payments in cleared funds as detailed at the appropriate stages above your booking will not be accepted. If the final balance of payment is not received in cleared funds by 60 days before the departure date we reserve the right to treat your booking as cancelled and to apply the appropriate cancellation charges as detailed above.
Rooming Lists & Final Names
The rooming list will be required with final payment but names and tour payments are transferable between individuals right up to the date of departure subject to an admin fee of £25 per amendment.
How You Can Pay For Your SleepOver
We will accept payment by cheque, credit card and debit card. Payments by credit card will be subject to a charge of 3%. There is no charge for payment by debit card, cheque or for BACS payment.
SleepOver Pricing Policy
We reserve the right to increase or decrease prices that are listed in our brochures, mini-
Special Requests: e.g. for accessible rooms, ground or low floor rooms, or adjoining rooms etc must be made in writing and are subject to availability with the hotel and cannot be guaranteed. We cannot be held responsible if these special requests cannot be met. We reserve the right to decline any booking if we feel unable to accommodate the needs of any particular client or where we believe that the medical condition or disability of a particular client is likely to have a significant adverse effect on other customers booked for the same holiday. We further reserve the right to cancel any holiday and impose cancellation charges if we are not fully advised of any relevant disability or medical condition at the time the booking is made. This does not affect your statutory rights.
Complaints: The client is obliged to make the issue known to the supplier and/or guide immediately. If the matter cannot be put right at the time you must contact City & Village Tours on the office number or the emergency contact number supplied with your final confirmation immediately or within one hour so that we have an opportunity to resolve the matter for you. Any further complaints after the tour has finished need to be submitted in writing to City & Village Tours within 72 hours of the tours completion in order for them to be addressed. Suppliers may not consider issues not raised at the time of the tour.
Insurance: Personal holiday insurance is not a requirement of booking a UK SleepOver with us and is left to individual discretion, arrangement and cost. We can, upon request, provide you with information about companies offering an insurance policy to cover the cost of cancellation by group members or the cost of assistance, including emergency repatriation, in the event of illness which the consumer may, if he wishes, take out in respect of the risk of those costs being incurred.
Theatre tickets are based on top price seats and will always be Stalls/ Dress Circle or equivalent. When booking theatre tickets, you will be sent a voucher to be exchanged at the theatre box office on the day of the performance for your tickets. It is your responsibility to arrive in good time to collect tickets. No refunds will be given for missed performances, either due to the late arrival of the customer or for any other reason. Theatre address and performance times will be printed on your voucher. In the event cancellation of a show or performance, or the non appearance of a particular artist, which has been booked as part of the package supplied by us, the holiday arrangements will still proceed. We cannot always advise you in advance of any such cancellation. This will not constitute a significant change to your holiday arrangements entitling you to cancel or change to another holiday without paying our normal charges and no compensation will be payable.
Luggage & Personal Belongings: Passengers are responsible for their own luggage and personal belongings at all times.
City & Village tours cannot be held responsible for any loss, theft or damage to any personal belongings during your tour.
Personal Behaviour: When you book a SleepOver package with us, you accept responsibility for your own conduct and that of your party and any action as a result of your conduct. We will not be held responsible for any action taken against any individuals from the group. If your actions or those of any member of your party cause damage to the accommodation or to the vehicle, train, ship or boat in which you are travelling, or cause delay or diversion to any means of transportation, or cause damage to any restaurant or visitor attraction where a meal or visit has been arranged by us, you agree to fully indemnify us against any claim (including the legal costs of all concerned) made against us by or on behalf of the owners of such accommodation or attraction/restaurant etc or the operator of such means of transportation or by any third party.
Hotel Amenities: Please note that some hotel amenities such as lifts and swimming pools require servicing or cleaning and we cannot guarantee they will always be available and therefore cannot be held responsible should they be closed or out of order.
Overnight Coach Parking: will be booked by City & Village tours and is included in the tour package and details will be passed onto your coach driver. This may not be on site and it is your coach driver’s responsibility to make his own way to and from the coach park or parking are and cover costs accordingly.
Food & Beverages Not Included: Any extras such as food and beverages not described as included in your holiday will need to be paid for by the customer at the time of consumption.
Alterations and Cancellations by us: Occasionally we may have to make minor changes to your holiday arrangements. Sometimes it may be necessary to make a significant change. We deem significant as (but not limited to) a change of accommodation to that of a lower category, a change in hotel location more than 50 miles from the original location, a change in outward departure time of more than 12 hours or an increase in price of more than 10%. If we have to make a significant change to your holiday we will notify you as soon as possible. If there is time to do so before departure you will be given the choice of the following options: • Accepting the changed arrangements • Taking a suitable alternative holiday (if available) • Receiving a full refund of all monies paid to us. Should the new holiday be more expensive than your original one there will be no extra charge Should the substitute holiday be of a lower value the price difference will be refunded. Our liability for significant changes is limited to the above and we are unable to offer any expenses, costs or losses you may incur as a result of a cancellation but we will offer compensation of 5% of the tour price. No compensation is payable for minor changes or where we cancel or make a significant change before the date the balance of your holiday cost is due or for reasons beyond our control (Force Majeure). Minor changes such as an adjustment in timings for a day trip do not entitle you to cancel or change to another holiday without paying our normal cancellation charges.
If You Wish To Change Your Booking you must request the change in writing as soon as possible. We cannot guarantee that such requests will be met and an amendment fee of £25 per person may be levied as well as any costs incurred by ourselves or our suppliers.
Force Majeure: We cannot be held responsible for any problems encountered on the tour as a result of Force Majeure, including, but not limited to: war, terrorism, epidemic, government order, weather issues, disaster, strike, civil disorder, problems with transport facilities or any other issue which may make it illegal or unsafe to provide the tours described. We are unable to make any refunds, pay compensation or meet any costs or expenses you might incur as a result of an ‘Force Majeure’