Booking Terms & Conditions
Your contract is with Vicky’s Coach Trips. It is our wish that you will thoroughly enjoy your holiday so we would appreciate you taking the time to read the following pages which we hope you will find useful. These booking conditions and other information in our brochure form the basis of the contract between you and us. References to ‘you’ and ‘your’ means all persons named on a booking (including those added or substituted at a later date) and ‘we’, ‘us’ and ‘our’ means Vicky’s Coach Trips trading from our address at Flat 2, 69 Colwyn Avenue, Rhos on Sea, LL28 4NN Note that this address is for correspondence only, no callers please
Our brochure, Facebook page & website. The information and prices may have changed by the time you come to book your holiday or trip. Whilst every effort is made to ensure the accuracy of the information and prices at the time of printing/publication regrettably errors do occasionally occur. All timings are approximate. You will be notified of precise timings, pick up routes, hotel name and order of excursions and/or visits when you receive your tickets as they could occasionally be liable to changes for weather and/or operational reasons. Please also check the duration of your holiday, the date of departure and return. Any illustrations do not necessarily depict your destination unless specifically stated.
Booking your holiday. The person who makes the booking (party leader) confirms on behalf of all persons named on the booking that you understand and have accepted our holiday information and our Terms & Conditions. We will communicate with the party leader and they are responsible for making all payments due to us and for passing on to all party members all information and documents sent to them. You can book over the telephone, by email or by post, although if booking by any method other than telephone that you contact us first to ensure there is availability before sending payment. Please note that we do not take provisional bookings for holidays without a deposit and your holiday will not be confirmed until a deposit has been received. Once we have received all appropriate payments we will, subject to availability, confirm your holiday by issuing a confirmation invoice. Alternatively, if you pay by Debit or Credit card you can book with us straight away over the telephone. Subject to availability your booking will be confirmed at the end of the telephone call on the basis that you accept our booking terms & conditions and we will then send you a confirmation invoice. Any acknowledgement of your booking generated by our computer system is not a confirmation of it. This is provided by the confirmation invoice which we will issue as soon as your booking is processed. Please check your confirmation invoice carefully as soon as you receive it. Contact us immediately if any information on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret that we cannot accept any liability if we are not notified of any inaccuracy (for which we are responsible) in any document within 14 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so unless the mistake in question was made by us and there is a good reason why you did not tell us about it within these time limits.
Payment. In order to confirm your chosen holiday, you must pay us a deposit as set out in the brochure. The balance of your holiday must be paid in full within six weeks of departure unless otherwise stated in the brochure. If you do not pay all sums due in full and on time we are entitled to assume that you wish to cancel your booking in which case you will be liable to pay cancellation charges according to the scale set out in the CANCELLATION CHARGES policy. We reserve the right to increase or decrease our advertised price at any time prior to your booking being confirmed. For cheque payments that do not clear there will be an additional charge of £5.00 per unpaid cheque added to your booking.
Your contract. A binding contract between us comes into existence when we post or email your confirmation invoice to you or verbally confirm your booking where you book by telephone. This contract and all matters arising out of it are governed by English law and no other except as set out below. We both agree that any dispute, claim or other matter which arises out of or in connection with this contract or your holiday will be dealt with by the courts of England and Wales only. Your holiday contract is with Vicky’s Coach Trips, Flat 2, 69 Colwyn Avenue, Rhos on Sea, LL28 4NN. Our price. We reserve the right to raise or lower prices at any time before your holiday is confirmed. We will advise you of any difference and the applicable price when you book. After booking we will only increase or decrease the price of your chosen arrangement in the following circumstances; Changes to the transportation costs, including the cost of fuel and Government action such as increases in the VAT or any other Government imposed increases mean that the price of your travel arrangement may change. However, there will be no change within 30 days of your departure. Should you decide to cancel due to price changes you must do so within 14 days of notification of price change and you will receive a full refund of all money paid.
Financial security. We provide full financial protection for our package holidays by way of a trust account which complies with the Travel Trade Regulations of 1992. All money paid to us for your package holiday is paid into our trust account and will not be released to us until completion of the holiday.
Coach arrangements & special requests. We reserve the right to use feeder services (taxi or mini coach) for some pickup points to the main coach. Any special requests must be made with us at the time of booking. We do our best to fulfil these requests but cannot guarantee that they will be met. For example, we cannot guarantee that a triple bedded room will have three divans as the hotel may use a temporary or folding bed. Your seat numbers may change if there is a change to vehicle layout prior to departure. If you/your party are late for the scheduled departure of the coach it may not be possible to wait for you, we will not be held responsible for any costs incurred to you if you are late.
Late arrivals. If you are late for your pick up please contact the office or out of hours number as soon as you can. We cannot guarantee the coach will wait for you. This includes pick up at destinations once you are on tour. Any costs incurred to, including for your onward travel, will not be compensated.
Cancellation by you. A cancellation must be made by the person who has made the booking. Depending on the date we receive your cancellation the charge per person and per holiday is as follows:
Up to 42 days prior to the commencement of the Holiday the deposit or Between 42 days & 15 days before departure 50% of the cost of the holiday Between 2 days & 14 days before departure 75% of the cost of the holiday One the day or the day before departure 100% of the cost of the holiday.
In the case of day excursions, in all cases, there will be a cancellation charge of 100% of the excursion price.
Cancellations by us. In the unlikely event that we have to make any changes or cancellations of holidays, you will be informed by writing as soon as we reasonably can. You will have the choice of either accepting the change of arrangements, purchasing another holiday available for us or cancelling your holiday and receiving a full refund of all monies paid. We will not cancel your travel arrangements after the balance due by date except for reasons of force majeure or failure by you to pay the final balance. If we have to change travel arrangements because of unusual or unforeseeable circumstances beyond our control, for example war, riot, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with problems with transport and adverse road conditions closure of railway stations or roads or events beyond our control including cancellation of a show, concert or event we will endeavour to offer an alternative route/holiday/destination if possible but no compensation is to be expected.
Travel & health insurance. We do not offer travel insurance and you should purchase a policy suitable for your holiday. For example, if you are travelling into Europe you will need adequate health insurance to cover against unforeseen events that mean you require healthcare. Travel insurance can help cover you against passport loss, missed departure and other liabilities and we would recommend that you take out an adequate cover on all of our holidays. Complaints procedure. If you feel dissatisfied with any aspect of your holiday please bring this to the attention of your coach driver/tour escort at the earliest possible time. In any case please put your complaint in writing to us within 28 days of return from your holiday. If you do not let us know within this time you may hinder our ability to investigate and rectify which may affect your legal rights. Any complaint concerned with the arrangement of your holiday will be dealt with fairly by our staff.
Damage & loss. You will be liable for the cost of any damage to the coach, train or hotel (or any other transport provided) and/or its property including fixtures and fittings if the loss or damage was caused by yourself and/or any member of your party whilst travelling with us, or if you incur Vicky’s Coach Trips in any additional expense as a result of your actions. Accommodation. Unless otherwise stated our holiday prices are per person and based upon the shared occupancy of a twin or double bedded rooms. Single rooms are in limited supply and are often smaller in size than twin/double bedded rooms. Where there is a supplementary charge for a single room, details are given in the brochure. Occasionally it may be necessary to use an alternative hotel of equal standard and you will be advised at the earliest opportunity. Any such change will not be a significant change.
Our responsibility. We promise to make sure that all parts of the holiday we have agreed to arrange, perform or provide as part of our contract with you as arranged, performed or provided with reasonable skill and care. Please note that we cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities with your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised by us.
Luggage allowance. As space is limited we ask that you restrict luggage to one medium size suitcase per person, weighing a maximum of 18 kilos, plus light, compact hand luggage.
Passports, visas and health requirements. Passports should be valid for six months after the date of your return to the UK. A full British passport presently takes 3-6 weeks to obtain. If you are 16 and over and haven’t yet got a passport you should apply for one at least 6 weeks before your holiday. The UK Passport Service has to confirm your identity before issuing your first passport and will ask you to attend an interview in order to do this. If you are not a British citizen or hold a non-British passport you must check passport and visa requirements with the embassy or consulate of the country through which you are intending to travel. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery. And the National Travel Health Network and Centre. For holidays in the EU/EEA, you should obtain an EHIC (European Health Insurance Card) prior to departure from www.ehic.org.uk for access to health care in many European countries. An EHIC s not a substitute for travel insurance. We regret that we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. We would recommend that you consult the Foreign and Commonwealth Office website which publish regularly updated travel information www.gov.uk/foreign-travel-advice.