Terms and Conditions
1. Your holiday contract
When you make a booking with Girls Run the World, you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. A contract will exist as soon as we issue our confirmation invoice.
If you had not seen these terms and conditions when you made your booking and you are not happy to proceed with the booking now that you have seen them, please inform us with written notice within 7 days of the booking date. Your booking will be cancelled and your monies will be returned in full, provided you have not commenced your travel. This clause does not apply if your booking was made within 12 weeks of travel.
Girls Run the World has no control over the event and whether it takes place. If the event were to be cancelled, this does not affect the remainder of the holiday continuing as planned and does not allow the client to cancel the remainder of the holiday.
ITEMS NOT INCLUDED IN YOUR HOLIDAY UNLESS STATED (not exhaustive)
• Travel insurance. It is a condition or travelling with GRTW that you take out suitable insurance to cover yourself for all foreign tours.
• Insurance cover for any of your possessions, including without limitation sports equipment and bicycles.
• Any flight, meal, room or apartment supplements except those specified in the individual tour itinerary.
• Any other items listed as optional extras e.g. excursions.
• Any additional expenses incurred such as unforeseen travel or medical expenses which are not anticipated in the itinerary.
• Cost of visas and passports – where required
Please state at the time of booking whether extra assistance is required for Disability or if there are any special requests. Please note special requests, such as low floor, sea views, etc cannot be guaranteed unless you have been able to book the actual rooms in question.
2. Your Holiday Price
We reserve the right to alter the prices of any of the holidays. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed. When you make your booking you must pay a deposit as stated in the prices for that event, together with any other items which we require to be paid in advance – these will be clearly stated at the time of booking.
The balance of the price of your travel arrangements must be paid by the date outlined in our booking form and/or marketing unless otherwise noted. If the deposit and/or balance is not paid in time, we shall cancel your travel arrangements. If the balance is not paid in time we shall retain your deposit. The price of your travel arrangements was calculated using exchange rates quoted in www.ukforex.co.uk.
The final balance of your payment will be calculated as per this currency conversion for final payment and may be different according to VAT, currently 8% in Turkey.
3. If You Change Your Booking
If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen arrival or departure date , we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking.
You will be charged an administration charge of £50 per booking for any changes, in addtion to any further cost we incur in making this alteration. *This may include having to pay for the cost of your room and/or the increase in the price for a room mate if the change results in the party size being changed to single rooms. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.
If the number of people on a booking changes, the holiday price will be recalculated on the basis of the amended party size.
4. If You Cancel Your Holiday
You, or any member of your party, may cancel your travel arrangements up to 10 weeks before departure.
10 weeks or less, 75% of the cost of the holiday will be retained plus your deposit.
0-6 weeks, 100% will be charged plus deposit. Your deposit is non-refundable.
*If the number of persons booked changes, the holiday costs will be recalculated on the basis of the amended party size and you will need to pay any difference in the holiday price. Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
5. If We Change or Cancel Your Holiday
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you at the earliest possible date. Occasionally some facilities at a hotel or venue may become unavailable at very short notice – we will try and advise you as soon as we possibly can. It is hoped that the hotel in questions will have or make alternative provisions for you to continue to enjoy your trip.
We also reserve the right in any circumstances to cancel your travel arrangements, for example, if the minimum number of clients required for a particular travel arrangement is not reached by the balance due date. However, we will not cancel your travel arrangements less than 4 weeks before your departure date, except for reasons of force or failure by you to pay the final balance.
6. Force majeure
“Force majeure” means any event which we or the service provider in question could not reasonably foresee or avoid. These may include actual or threatened war, civil strife, terrorist activity, industrial dispute, natural disaster, adverse weather conditions, fire and all similar events outside our control. Where we are unable to fulfil our obligations to you as a result of “force majeure” we regret that we cannot accept liability for or pay any compensation.
If flights are included, these will be booked and reconfirmed by ourselves or travel partners, unless otherwise agreed with you. It is your responsibility, however, to ensure that you are on time for your flight departure. Any change to the operating carriers after your booking has been confirmed will be notified to you as soon as possible.
If the carrier with whom you have a confirmed reservation is unable to offer you your booked flight or a suitable alternative which would subsequently result in a significant change to your tour, the provisions of Clause 10 “Cancellation and changes” will apply. At the time of booking we are not always in a position to confirm the flight timings for your flight and you should treat the flight timings given on your confirmation invoice as guidance only. Specific instructions relating to departure and travel arrangements will be sent with your air or other travel tickets approximately two weeks before departure.
You must check your tickets carefully immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact you as soon as possible if this occurs. Any change in the identity of the carrier, flight timings, and/or aircraft type will not entitle you to cancel or change other arrangements without paying our normal charges except where specified in these conditions.
7. Transport Timings and Delays
All timings we provide both for air and road travel may be subject to change, sometimes at very short notice. It is your responsibility to check all relevant travel information as soon as you receive it. Delays may also occur over which we have no control. You must ensure that you are in the right place at the right time for all ground arrangements we have arranged for you. We cannot accept any liability if you are not in the right place at the right time for all ground arrangements we have arranged for you. Please note that we are not in a position to offer you any help at your outward or homeward point of departure with any delay in your international flight.
8. Passports, visas and health requirements
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassy or Consulate in your own country. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
9. Travel Insurance
It is a condition of travelling with us to countries outside of Europe that you should take out adequate travel insurance for your tour and that your insurance cover is appropriate for your particular needs. We will ask you to send us a copy of your travel insurance when settling your balance with us which must be done no less than ten weeks before the date of travel.
Your travel insurance must cover death, personal injury, medical expenses, rescue and repatriation including the flying doctor service in the event of death or needing medical treatment, cancellation or curtailment of the tour. It should also include adequate cover for loss or damage to personal belongings (including valuable items such as photographic equipment).
It is your responsibility to read your policy details carefully and to take them with you on tour.
Hotel Check In/Check Out
The standard international practice is to let rooms from mid afternoon on the day of arrival until mid morning of the day of departure. Occasionally when you arrive at your accommodation, you may have to wait a short while until your room is ready. Similarly, if you are leaving the destination on a flight later in the day, you may be required to check out of your hotel room earlier in the day. In some cases, you may be able to extend you stay in your room or have access to facilities at the accommodation to change and refresh yourself in, but we cannot guarantee this, and this should be arranged with the accommodation management.
If you are travelling alone and do not wish to pay the applicable supplement for a single room, we will, if you wish and subject to availability, match you up with someone of the same sex on a "twin to share" or 'triple to share' basis wherever possible.
If you select a room sold on this "twin to share" basis you will be sharing with another participant on the tour and not have sole use of the room. In such cases we are not allowed to give any details regarding the name, address or phone contact of the parties requesting sharing arrangements. Please note, you must inform us in advance of any medical conditions or personal issues that may negatively impact on someone else’s enjoyment of the trip, for example, snoring – if you do not inform us, then we reserve the right to change your booking to a single room and for you to pay the balance.
Please note that where a room has been booked for one person only, whether it be a single room or the sole occupancy of a larger room, no other person is permitted to stay in that room, even if there is physically space for that person.