References to “Travel Arrangement(s)” in these Booking Conditions are to the accommodation, flights, transport, and other services we feature on our website. References to “Supplier/Principal” means the third party supplier of the Travel Arrangements including but not limited to accommodation providers, transfer providers, car hire companies, and airlines.
By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that he/she:
When making your booking we will arrange for you to enter into a contract with the applicable Supplier/Principal of the Travel Arrangements, as specified on your confirmation invoice. All Suppliers and Principals we deal with are members of ATOL and ABTA. Accordingly, your money will be protected by the financial protection scheme offered by these organisations.
Your booking with us is subject to these Booking Conditions and the specific terms and conditions of the relevant Supplier/Principal(s) you contract with and we advise you to read both carefully prior to booking. The Supplier/Principal’s terms and conditions may limit and/or exclude the Supplier/Principal's liability to you.
All bookings are subject to availability at the time of booking. We do not guarantee that any of the Travel Arrangements we advertise will still be available at the time of booking. We will inform you as soon as possible after placing an order if, for any reason, the Travel Arrangements you have sought to book with us are not available.
Unless you are paying for your holiday Travel Arrangements in cash, in which case see the paragraph below will apply, by clicking to book and entering your personal and payment details on our website/App, you are requesting us to make an offer to the Supplier/Principal to purchase the Travel Arrangements on your behalf. At this point we immediately re-contact the Supplier/Principal. Each Supplier/Principal will still require a short period of time to confirm that your chosen Travel Arrangements are still available. The order summary email sent to you is NOT contractual acceptance of the Travel Supplier's ability to provide these Travel Arrangements, it is an acknowledgement that we have received your offer, and should the Travel Arrangements be available as detailed on our website/App then, once you have a received your order confirmation, you have entered into a legally binding agreement to purchase these Travel Arrangements subject to the Supplier/Principal’s terms and conditions, and these Booking Conditions.
If you are paying for your Travel Arrangements in cash, by clicking to book, entering your personal details and requesting the “pay by cash” option on our website, you are requesting that we generate a barcode which will allow you to make a payment to us in relation to the Travel Arrangements you have selected. When we receive confirmation that you have made your cash payment, we will make an offer to the Supplier/Principal, as detailed in the paragraph above
Your booking is confirmed and a contract between you and the Supplier/Principal will exist when we send you a booking confirmation email with a booking reference number.
As an agent we accept no responsibility for the acts or omissions of the Supplier/Principal or for the Travel Arrangements provided by the Supplier/Principal.
When you make a booking, you will have the opportunity to review/confirm all the details of the booking before making payment. Once you have reviewed and confirmed these details and made payment of the appropriate sum, we will proceed to make the booking with the Supplier/Principal.
Group Bookings: If larger groups want to be sure of sufficient availability for any Travel Arrangements they should call our contact centre. If two parts of the same group book online on two separate bookings and availability expires between the two bookings we regret therefore that we are unable to cancel the first booking without applying cancellation charges (see clause 11 below).
In resort transfers: unless you have reserved a transfer separately during the booking process or subsequently, no flight or hotel booking includes a transfer. Please ensure that the hotel you have selected is accessible from the airport you have chosen to fly to. At times the hotel suppliers or airlines involved in your booking may offer a free of complimentary resort transfer. We will pass on this offer to you however the provision, delivery and services standards of this transfer are the responsibility of the hotel/airline provider and the third party involved in their delivery.
In order to book your chosen Travel Arrangements, you must make payment as outlined in this clause, or otherwise requested by the Supplier/Principal of the Travel Arrangements. You must also pay all applicable insurance premiums and booking fees.
Payment on booking
You are required to make full payment at the time of booking in the following circumstances:
- when you make any booking within 14 days of your departure date; and
- when you book for Travel Arrangements with a non-refundable hotel.
For all other bookings, you are required to pay a non-refundable deposit at the time of booking.
You can pay for your Travel Arrangements in instalments. We will tell you when you book with us how many instalments will be involved, the amount of each instalment and the payment due dates. This will be confirmed in your booking paperwork. Our administration fee of £4.95 (which covers our administration costs for managing multiple payments) will be payable in relation to each instalment and is clearly displayed when you make your booking.
Should you wish to pay for your Travel Arrangements in full at the time of making your booking you are entitled to do so and may be entitled to a discount for doing so.
Payments of instalments due must be received by IH no later than the payment due date confirmed on your booking paperwork. Where you fail to pay us of your own accord, the last card added to the system will be automatically debited for the amount due. If this card fails and we hold other cards against your order we will also attempt to debit the outstanding amounts from those cards. If you wish us to debit an alternative card then please contact our customer service department or log on to manage your booking and make payment with the alternative card BEFORE the payment due date.
To increase security around payment collections, when you make a payment we store tokens (created from your card details so that we do not hold your card information) to make any subsequent instalment collections automatically. We will always attempt to collect money from the last card you used first.
The local authorities in certain countries may impose additional taxes (tourist tax, etc), which have to be paid locally (e.g. at the hotel). You are exclusively responsible for paying such additional taxes.
Failure to make payment
Should we be unable to collect all outstanding instalments from you before the date on which you are due to fly we reserve the right to cancel the booking made on your behalf and you will forfeit all monies paid by you for such booking. In addition, if for any reason we do not receive payment, we may be required to notify the other Supplier/Principals who may take the decision to cancel your booking and charge the cancellation fees set out in their terms and conditions. In these circumstances you will be liable of a loss of all monies previously paid.
Rejected Orders booked within 3-7 days of departure: Because of standard banking procedures, once you have submitted an Order that you are paying for by credit or debit card and your payment has been authorised, your bank or card issuer will "ring-fence" the full amount of your Order. If your Order is subsequently rejected by our system or cancelled for any other reason, your bank or card issuer will not transfer the funds for the Order to us, and will instead release the relevant amount back into your available balance. However, this may take between 3 to 5 working days (or longer, depending on your bank or card issuer). You acknowledge and agree that we will not be responsible or liable to you in relation to this delay by your bank or card issuer in the release of funds back into your account.
We endeavour to ensure that all the information and prices both on our website and in any advertising material that we publish are accurate, however, occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the Travel Arrangements that you wish to book before you make your booking. Where the Travel Service or price has been listed incorrectly and the booking has already been confirmed, we reserve the right to cancel the booking and refund all monies paid to you.
We reserve the right to amend advertised prices at any time. We also reserve the right to correct errors in both advertised and confirmed prices. Special note: changes and errors sometimes occur. You must check the price of your chosen Travel Arrangements at the time of booking.
Many Supplier/Principals require you to take out travel insurance as a condition of booking with them. In any event, we strongly advise that you take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses, as well as ensuring you have cover for any activities you have booked, including additional cover for skiing/extreme sports/adventure travel and all other activities you have booked.
If you choose to travel without adequate insurance cover, neither the Supplier/Principal nor we will be liable to you for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing but we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the Supplier/Principal is not confirmation that the request will be met.
Fitness to Travel and Medical Conditions
We are not a specialist disabled holiday company but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your trip, please provide us with full details before we confirm your booking so that we can try to advise you as to the suitability of your chosen Travel Arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate in your chosen tour.
Acting reasonably, if the Supplier/Principal is unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking on the Supplier/Principal’s behalf or, if you did not give us full details at the time of booking, we will inform the Supplier/Principal who may cancel it and impose applicable cancellation charges, when we become aware of these details.
Changes and Cancellations by You
Any cancellation or amendment request must be sent to us by accessing your booking online and will be processed by our Amendments Team. Please ensure that you have received written confirmation of any changes to your booking prior to travel. Whilst we will try to assist, we cannot guarantee that the Supplier/Principal will meet such requests. Amendments and cancellations can only be accepted in accordance with the terms and conditions of the Supplier/Principal of your Travel Arrangements. The Supplier/Principal may charge the cancellation or amendment charges shown in their terms and conditions (which may be as much as 100% of the cost of the Travel Arrangements and will normally increase closer to the date of departure). In addition, you must pay us an administration fee as set out in the table below. We will notify you of the exact charges at the time of amendment or cancellation.
|In flight extra requests after booking confirmation e.g. pre booking seats or adding hold baggage
|Supplier/Principal’s Charge + £30.00 administration fee per booking to IH
|Change of hotel
|Cancellation of original hotel + cost of new hotel + £80.00 administration fee to IH
|Change of dates
|Cancellation of original holiday + cost of new holiday + £80.00 administration fee to IH
|Change of title, initial, first name or surname after booking confirmation
|Supplier/Principal’s Charge + £30.00 administration fee per person to IH
|Add Passengers to the booking
|Supplier/Principal’s Charge + £50.00 administration fee per person to IH
|Remove Passengers from the booking
|Supplier/Principal’s Charge + £30.00 administration fee per person to IH
- Some Supplier/Principals do not allow changes and therefore full cancellation charges will apply;
- Administration fees are non-refundable in the event you cancel your booking.
Changes and Cancellations by the Supplier/Principal
We will inform you as soon as reasonably possible if the Supplier/Principal needs to make a significant change to your confirmed Travel Arrangements or to cancel them. We will also liaise between you and the Supplier/Principal in relation to any alternative travel arrangements offered by the Supplier/Principal but we will have no further liability to you.
As the contract for your Travel Arrangements is between you and the Supplier/Principal, any queries or concerns about your Travel Arrangements should be addressed to them in the first instance. If you have a problem with your Travel Arrangements whilst using them, this must be reported to the Supplier/Principal immediately. If you fail to follow this procedure there will be less opportunity for the Supplier/Principal to investigate and rectify your complaint. The amount of compensation you may be entitled to may therefore be reduced or extinguished as a result.
Important: claims/complaints about injuries or illness
In the unfortunate event that you suffer an injury or an illness while you are on holiday, and you believe this is the fault of one of the Supplier/Principals, it is very important that you notify the Supplier/Principal while you are on holiday.
Accommodation providers will not accept claims for illness or injury unless the issue is reported to the hotelier at the time whilst in the hotel. You will often be asked to sign a document agreeing to a specific claims process when you arrive at a hotel. This is as a result of an increasing number of fraudulent claims being received.
Since 2013, there has been more than a 500% increase in the number of compensation claims for holiday sickness with tens of thousands of claims in the past year. Evidence suggests many of these claims may be exaggerated or fraudulent. As a result, Travel Concierge are backing the ABTA “Stop Sickness Scams” campaign. If we believe any claim to be fraudulent then action may be taken in the hope of protecting those with genuine claims.
If you remain unsatisfied, you can inform us, in writing by emailing SITEEMAIL immediately on return to the UK and, in any event, within 28 days of your return whereby we will endeavour to assist in our capacity as an agent by liaising with the Supplier/Principal on your behalf.
You can also access the European Commission Online Dispute (ODR) Resolution platform at http://ec.europa.eu/consumers/odr/. This ODR platform is a means of registering your complaint with us; it will not determine how your complaint should be resolved.
Our Responsibility for your Booking
Your contract is with the Supplier/Principal and its booking conditions apply. As agent, we accept no responsibility for the actual provision of the Travel Arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the Travel Arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to twice the cost of the commission we earn on your booking (or the appropriate proportion of this if not everyone on the booking is affected).
We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.
Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport, air traffic control strikes, flight cancellations and all similar events outside our or the supplier(s) concerned control.
Brexit Implications: please note that certain Travel Arrangements may be affected as a result of the United Kingdom’s decision to leave the European Union. This could include an unavailability of certain flight routes, access to certain ports and airports and changes to the visa requirements of British citizens travelling to, within or through the EU. Please rest assured that this is something we will continue to monitor and will advise our customers as soon as possible if we become aware of any confirmed bookings that will be affected. However, since this is something which is completely unprecedented and outside our control, we would treat any such changes as Force Majeure, and whilst we will endeavour to provide suitable alternative arrangements or refunds where possible, we will not be liable to pay you any compensation.
Visa, Passport and Health Requirements
It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Office on 0870 5210410 or visit https://www.gov.uk/browse/citizenship/passports. Special conditions apply for travel to the USA, and all passengers must have individual machine readable passports. Please check https://uk.usembassy.gov. For European holidays you should obtain a completed and issued form EHIC prior to departure.
Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit https://www.gov.uk/travelaware.
Non British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.
We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.
Law and Jurisdiction
These Booking Conditions are governed by English law and we both agree that the courts of England and Wales have exclusive jurisdiction over any dispute, claim or other matter which may arise between us (unless you live in Scotland or Northern Ireland, in which case you can bring proceedings in your local court under Scottish or Northern Irish law, as applicable).
Accommodation Ratings and Standards
All ratings are as provided by the relevant Supplier/Principal or are IH’s own average ratings based on our industry knowledge and customer feedback. Our own ratings are clearly marked and are intended to give a guide to the services and facilities you should expect from your accommodation. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given. We have made reasonable efforts to establish the official rating of the accommodation and include this within the description of the accommodation on our website.
Documentation & Information
All descriptions and content on our website or otherwise issued by us is done so on behalf of the Supplier/Principal in question are intended to present a general idea of the services provided by the Supplier/Principal. Not all details of the relevant services can be included on our website. All services shown are subject to availability. If you require any further details, in respect of any Travel Arrangements or any other services please contact us.
Foreign Office Advice
You are responsible for making yourself aware of Foreign Office advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure (see clause 14).
You are expected to conduct yourself in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in the Supplier/Principal’s opinion or in the opinion of any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any other customers or any third party, or damage to property, or to cause a delay or diversion to transportation, the Supplier/Principal reserves the right to terminate your booking immediately with no further liability to you. You and/or your party may also be required to pay for loss and/or damage caused by your actions and you and each member of your party will be jointly and individually liable for any damage or losses caused. Full payment for any such damage or losses must be paid directly to the Supplier/Principal prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us because of your actions together with all costs we incur in pursuing any claim against you.
We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
Flight times and tickets
Flight times shown are provisional and may be subject to change, as per the booking conditions. You should ensure that you have your flight reference number which will be required for check-in. The flight reference and check-in procedures are included in the booking confirmation email we send to you. Some flight providers will require this check-in procedure to be carried out online. Failure to check-in online will result in check-in fees at the airport which you will be liable to pay for.
The flight information advertised comes from all the major airlines. The data is regularly updated. Seat availability and pricing is at the operator's discretion and is subject to availability. Please be aware that prices can fluctuate.
Luggage and other flight extras
Certain airlines consider hold luggage to be an optional extra. When you are booking with an airline that does make a charge for luggage it is not included or displayed in our head line prices and the option to add this extra facility will be offered to you at the time of booking. The luggage allowance will be dictated by the airline in question and can again vary. Should you choose not to take any hold luggage on your trip then you will receive the standard hand luggage allowance as detailed in the airlines booking conditions. This will normally be between 5 and 10kgs. Bags must be no larger than the dimensions allowed by the airline in question for carry-on luggage. For further information please refer to the airline booking conditions.
All airlines have a standard hand luggage allowance which is included in our online prices. Allowances differ significantly from airline to airline. The allowance you are entitled to will be shown in the booking conditions of your airline which are displayed at the bottom of your documentation. Where you require additional luggage allowance this can be added to the booking prior to checkout and paid for.
Our online prices do not include in-flight meals.
Please note where flight extras (such as bags and meals) are added at or after the time of booking they cannot be removed, cancelled or refunded.
Please note, generally airlines have a policy that bookings are non-refundable.
We will purchase the flight seats on your behalf directly from the airline. In the case of some airlines, we will use the payment details you provide to purchase the flight seats on your behalf and you agree that we can use the payment details you provide to do so. Where this is the case, you will see two separate transactions on your card statement; one will be for the cost of your flights with the airline and the remainder will be your payment to IH including our service fees.
Multiple airlines, triangular flights and 2 x one-way flights
Where we book a multiple airline, triangular flight (different UK airports for outbound and inbound e.g. fly out of Manchester and fly in to Liverpool) and or 2 x one-way flights on your behalf we will be making two separate flight bookings with two separate flight suppliers or at times the same flight supplier. In certain cases in order to ensure our prices are as competitive as possible for all customers, we will book a return flight (same airline, same route) as 2 one-way flights - one booking will be for the outbound leg of your flights and another for the inbound leg of your flights. When making a multiple airline or triangular flight booking the different UK airports will be displayed throughout the booking process and a multiple airline logo will be shown.
You will see two flight vouchers displayed on your paperwork, two flight references and at times two separate flight suppliers booking conditions. This does not affect your travel arrangements in any way and you simply use the correct voucher to check-in for each leg of your journey.
Our website/App offers scheduled flights from all the major airlines. Please note that in certain cases these flights may be indirect and fly via other airports. The flight display will show the take- off time from the departure airport and the landing time into the destination airport correctly. Where an in-direct flight is offered full details of any flight stopovers will be made clear to you at the time of booking. Please note many scheduled flights are non-amendable and non-refundable once booked.
Ryanair Seating Reservations
Ryanair have introduced a policy of mandatory seat reservations for parties travelling with one or more children under the age of 12 on the date of travel. This means that for every four children (or less) on a booking, one adult MUST have a reserved seat at a cost of £4. The children will then also be allocated a reserved seat at no additional cost.
Travel Concierge will implementthis policy by booking a single seat reservation on the flight for ONE adult in a party and up to four children. Parties with more than four children will have an additional adult seat reservation made for a further £4.
Hotel Booking Procedure
Unless otherwise requested at the time of booking, standard internationally accepted practice dictates that your accommodation will be booked from the day that you depart the UK for the required duration. The dates and times of your accommodation booking will be included on your accommodation voucher (please check this carefully). After registration, on arrival at your accommodation, you will be allocated a room. When travelling on flights departing the UK after midnight, your room will be reserved from the previous day. You must normally check-out of your room by 12 noon on the day before a night flight home or on the departure date for an evening flight. We will request a late check-out for the room, however this is not guaranteed. If we were not to book the hotel until the day that you land (for flights landing in the early hours of the morning), you would not be able to access your room for several hours after your arrival in the hotel. Your flight details are included in the booking details we pass to hotels so hotel staff should be aware of your flight timings. They will also be notified on your booking that you require a late check-out. Most hotels provide this late checkout facility. This will usually incur a small charge payable on the spot (it is impossible for us to prepay this charge) and should be requested at the start of your stay so as to avoid disappointment.
"Kids Included" Policy
Our "Kids Included" policy applies to selected hotels only, which are subject to availability. Prices for adults may change according to the number of adults booked per room. Where there is only one adult per booking, you may be liable to pay a single occupancy supplement for the room you choose. This supplement may range from 10 to 100% of the standard room rate, meaning that the price for the room may be the same as if there were 2 adults per booking. In addition, prices may vary according to the board basis of the booking and/or the ages of the children included in the booking.
IH's pricing policy means that the price you see displayed on the hotel page is the price you pay per adult for the whole room. Children are included in this price so there are no additional room costs to pay for them. Some Supplier/Principals may impose a limit on the number of children that can stay in each room. This is not controlled by IH in any way.
If you book a non- refundable room you will not be able to cancel nor amend your booking and no refund will be available. Deposit payment options are not available on bookings which include non- refundable rooms. Full payment is required at the time of the booking.
Before you travel on holiday you are required to complete your 'Holiday Checklist' which can be found in the 'My Bookings' area of our website. The Holiday Checklist is available for completion at least 2 weeks before you travel. We will send you an email notifying you when your Holiday Checklist is available for completion.
We will send you regular reminders that your Holiday Checklist needs to be completed in the period before your departure. You must have completed your Holiday Checklist at least one week before you depart.
If you have not completed your Holiday Checklist one week before your departure we will contact you by telephone. If we complete the Holiday Checklist for you over the telephone this may incur an administrative charge of up to £5.00 per booking.