Terms & Conditions
These terms and conditions, together with the terms set out in the Travel Registration Form and any further terms and conditions notified to you by us prior to your entering into a contract with us, including any terms and conditions in our brochures or on our website which are relevant to your booking and any other terms which we both otherwise agree will be binding on Booked & Ready Travel and you once a contract is made between us (Our Terms). A contract will exist between us once you have made your booking with us, and/or have paid your deposit (or such other fee as may be appropriate, for example where you are making a 'late booking') with us. Our contract with you is also subject to any air carriers' terms and conditions of carriage which you agree will be deemed incorporated in our contract. You should read these terms and conditions carefully. You should note in particular the content of paragraph 5: 'our liability to you', which contains certain limitations and exclusions. If any part of Our Terms is found to be invalid or unenforceable, then the remainder will not be affected and will remain valid and enforceable.
We reserve the right, at our sole discretion, to change or modify portions of these Terms of Service at any time. When we do this, we will post the revised Terms of Service on this page and will indicate the date of such revision.
Your continued use of the Services after the date of any such changes constitutes your acceptance of the new Terms of Service. To the extent allowed by law, the English version of these Terms of Service is binding and other translations are for convenience only. If you do not wish to accept the new Terms of Service, you may discontinue your use of the Services.
Packages
A 'package' is a pre-arranged combination of at least two of the following, booked by you through us at an inclusive price, and where the combination lasts for a period of more than 24 hours or involves overnight accommodation: (a) transport; (b) accommodation; (c) other services not ancillary to transport or accommodation and a significant part of the booking.
Where the arrangements which you make with us for your travel do not amount to a 'package' (as defined above) our obligation is limited to using reasonable skill and care in selecting a suitable supplier for the component you have booked e.g. accommodation and your contract will be with the supplier and not us, who will act as an agent.
Booking Conditions
All travel is subject to availability. When you make a booking with us you are making an offer to us to buy advertised services. We reserve the right to refuse to accept and/or not to proceed with any booking at any time in our sole discretion. Once the contract is made between us we will use reasonable skill and care to perform our obligations to you in accordance with our Terms & Conditions.
All bookings must be made by a person aged eighteen years or over. Where your booking is for more than one person, the first-named person in your party aged eighteen years or over will be treated by us as the 'lead name' for your booking. The lead name will be responsible for making all payments due in accordance with our contract.
Completion and submission by you of our Travel Registration Form will be treated by us as confirmation that you have read, understood and accepted all our Terms & Conditions.
It is important that you accurately complete our Travel Registration form as all documents, notices and other information relating to your travel will be sent to the address entered on the Travel Registration form. It is your responsibility to ensure that the details that you supply to us are correct.
1. Payment
You will be notified at the time of booking of the price of your trip. You will be required at the time of booking to pay a non-refundable deposit, 20% of the quoted price unless otherwise stated, and the full price of a booking should be made at least 60 days prior to departure. In certain circumstances (depending on the nature of the booking) we will require a non-refundable deposit in excess of the usual 20%. On occasions, our suppliers require additional amounts up to full payment in advance (for example for Christmas bookings). On these occasions we will require additional payment in advance. Unless you are making a late booking, the balance owing must be paid to us no later than 60 days before your date of departure. If we do not receive the balance by this time, then we will treat the booking as cancelled by you and you will be liable to pay our cancellation charges (see paragraph 3.2).
We accept Checks, Credit or Debit card. Electronic payments may be subject to processing fees. If your booking is made so close to the departure date that it is necessary to issue your documents on departure or send them to you by special delivery, there will be an administration charge payable by you of $25 per booking. An administration charge also applies to any changes carried out by us at your request (see paragraph 3.1). Late payments are subject to late fees as detailed in paragraph 3.4
2. Prices
Rates are Per Person, based on Double Occupancy (unless otherwise stated) Subject to availability at the time of booking and may increase without notice. Non-Discountable fees (Port charges) are included in pricing unless otherwise stated. See your agent for details. Information and pricing is subject to change without notice. In the event of a pricing error, or any other misrepresentation or omission, we reserve the right to adjust the pricing or make any other corrections.
The prices quoted in our brochures, on our website, or in our publicity and promotions are correct at the time of publication. In the event of any change in our prices to those stated we will notify you prior to accepting your booking. All our prices are quoted in US Dollars.
(a) Packages
We guarantee the price of your travel package stated in our booking confirmation. We may however pass on to you certain additional charges resulting from increased transportation costs (including the cost of fuel), dues, taxes, landing taxes or embarkation or disembarkation fees at ports and airports or fluctuations in the exchange rate. We will not pass on any such charges occurring within 30 days of your scheduled date of departure nor which would result in an increase of less than 2% in the total cost of your package.
(b) Other holiday arrangements
We reserve the right to pass on any charges levied on us from time to time by our suppliers in respect of any other holiday arrangements made by us on your behalf:
• Return transportation costs including luggage allowance as confirmed
• Overseas transfers/transportation
• Accommodation, meals
• The services of a representative, concierge, tour guide or an appointed local agent, including a 24-hour emergency contact (except cruises)
• All departure taxes, fees and passenger charges
• Any applicable overseas port charges
• Child discounts
Our holiday price does not normally include:
• Visa fees, overseas airport departure charges payable locally, porterage, personal expenditure, hotel extras, fuel and extras for car hire
• Taxes or compulsory charges introduced by Governments, regulatory bodies or airlines after you have booked
• Security charges introduced or increased after you have booked relating to transportation costs
• Travel Insurance
The price payable by you and what this price includes will be confirmed to you at the time of booking and set out in our booking confirmation.
(c) Group bookings and discounts
Some bookings or prices are dependent on the number of participants or occupants. If group minimums apply to your travel arrangements you will be notified by us at the time of booking. We reserve the right to make further charges where numbers fall below those required to qualify for the discount offered or price otherwise appropriate. We also reserve the right to cancel such a booking in the event that numbers fall below the required number at any time up to 30 days prior to your date of departure
3. Changes or Cancellation by You
3.1. Changes
(a) Transfers
Where you or any member of your party is prevented from traveling for any reason (including death, illness or jury service) we will transfer your booking to any other person satisfying all the requirements relating to your travel, as notified to us by you in writing a reasonable time prior to your due date of departure.
(b) Other changes
If you wish to make any other change to your booking at any time after our booking confirmation has been issued, we will try but cannot guarantee to meet your request. On some occasions, if members of a group booking withdraw, there are fixed costs which mean the remaining traveling party must pay more per person. We require your authority in writing before we can make any change. In the event that any change is requested in relation to a group booking we require the authority in writing of the lead name before we can make the change.
(c) Administration fee
In each of the above circumstances, Booked & Ready charges no administration charge where your request is received by us 60 days or more prior to your date of departure, and $30 per person where the request is received less than 60 days prior to your date of departure. This charge is non-refundable. if an air ticket has already been issued and the flight cannot be changed to another name then the full cost of that ticket will be due.
(d) Treatment of changes by our suppliers
Many of our suppliers, particularly airlines, cruise companies and safari operators, do not permit us to change names or travel dates and impose full cancellation charges. We will pass these on to you in addition to our administration charge, where applicable.
3.2. Cancellations
If you wish to cancel your booking or any part of it relating to any person (in the case of a group booking), following the issue of our booking confirmation, we will require your authority in writing or (in the case of a group booking) the authority in writing of the lead name to do so.
Our cancellation charges will apply (see the table 'cancellation charges' below). These are calculated with reference to the date on which we receive your authority in writing. In the event of cancellation by you, we will not refund to you any deposits, administration charges, or insurance premiums related to your travel.
We incur costs from the time you make your booking and you agree that if you cancel your booking you will compensate us for our losses and expenses, as per the table below. Our cancellation charges increase the nearer the cancellation is made to your departure date as we may not be able to resell your travel without making significant price reductions, or at all.
We strongly recommend that you take out insurance coverage for cancellation. The cost of travel protection can be added to your booking and your trip will be 100% refundable in the event of cancellation for any reason. For further details please refer to paragraph 8.
3.3. Cancellation Charges
Number of days left before your date of departure when your authority in writing is received by us. Cancellation charge (expressed as a percentage of the total travel price) Does not apply to cancellation for Non-Payment
121 days or more - Deposit and any applicable fees and service charges
91 - 120 days 50 % and any applicable fees and service charges
31 - 90 days 75 % and any applicable fees and service charges
30 days or less 100 % and any applicable fees and service charges
In cases where specific program cancellation policy has been established, it shall prevail and govern cancellation charges and policy for the specified program.
3.4 Late Payments
Installment payments are due on the 15th of each month (unless otherwise stated in booking confirmation and/or credit card authorization). A seven ( 7) calendar day grace period is allowed. One week after stated due date, late fee in the amount of $12, or 1.9% of remaining balance, whichever is greater, will be assessed. Payments 30 or more calendar days in arrears may be cancelled without notification. No refunds will be granted in the event of cancellation for non payment.
4. If We Have to Change or Cancel Your Travel
We will take reasonable care to deliver the travel that we are contracted to provide to you. As we put in place the arrangements necessary to enable us to offer our range of holidays many months in advance, we may occasionally have to make changes and reserve the right to do so at any time.
(a) Packages
Our obligation to you depends on whether the changes are considered 'minor' or 'major'. A 'major' change is one which results in a significant alteration to the essential terms of the contract between us.
'Major' changes include:
• price
• departure airport
• your city/resort/place of destination
• your accommodation (except on tours/safaris) to a lower star grading
• your scheduled departure time from the US or the duration of your holiday by more than 12 hours (excluding delays outside of our control following check-in).
Minor changes:
A minor change is any other change which is not a major change. We will make every attempt notify you as soon as reasonably possible prior to your departure date about any minor changes, although we are not obliged to do so. We are not obliged to compensate you for any 'minor' changes made.
Major changes:
If we have to make a 'major' change we will notify you as soon as possible and you will have one of the following options:
• to agree the changes and accept their impact (including any on price)
• to transfer to another of our trip offerings (subject to availability) of equivalent or superior quality
• to transfer to another of our trip offerings (subject to availability) of lower quality and receive a refund for any difference in price
• to cancel your travel and receive a refund of all monies paid by you to us (including all deposits and administration charges)
(c) Circumstances beyond our control
We will not pay compensation or accept any liability where any change is due to circumstances outside of our reasonable control, including (without limitation) any strikes, lock-outs or other industrial action; labour disputes; acts of God; war; riot; civil commotion; malicious damage; compliance with any law or governmental order, rule regulation or direction; impossibility of the use of any means of public or private transport or any action of any government or regulatory body; accident; break-down of plant and machinery; fire; flood or storm; other adverse weather conditions (including heavy rainfall, hail, snow, fog or frost) affecting any airport, port or any other transport link, embarkation or disembarkation point and their operation; flight delays; other matters affecting air traffic control (including failure of equipment, systems and software); siege; acts of terrorism; police or security alerts or precautionary measures taken.
5. Our Liability to You
(a) Packages
i. We will take reasonable skill and care in performing our contractual obligations and if we fail to use reasonable skill and care or are negligent and you are able to prove we have caused you loss or damage, we may, subject to these Terms & Conditions, accept responsibility for compensating you. Booked & Ready Travel is not responsible for negligence on the part of suppliers, carriers, operators or third party vendors.
ii. If you feel that any part of your contracted travel arrangements is not provided as promised, you must, as soon as possible, notify our supplier and either our appointed local representative (where one is appointed) or our offices (where a local representative is not appointed) as soon as possible. You must provide us with details in writing at the earliest opportunity.
iii. Where, as a result of our failure to properly perform our obligations, we have failed to provide you with a significant proportion of the services which you have contracted with us to provide, if you are still on travel through us we will (where possible and appropriate to the circumstances), endeavor to organize suitable alternative arrangements at no extra cost to you and may pay you an amount in compensation. Where, as a result of our improper performance, we have failed to provide you with a significant proportion of the services which you have contracted with us to provide and suitable alternative arrangements are not available or are unacceptable to you for good reasons (per our discretion) then (where appropriate) we will make arrangements for you (and where other members of your party are affected, those members of your party) to return to your place of departure at no extra cost to you. In all other cases (i.e. where we have not failed to provide you with a significant proportion of the services which you have contracted with us to provide) our obligation following your notification to us is to investigate matters and (where appropriate) make prompt efforts to find appropriate solutions.
iv. Our liability in all cases shall be limited to a maximum of 2x the total cost of your holiday (including deposits and administration charges). We do not accept responsibility for the acts and/or omissions of any third parties acting outside of our authority, instructions or control of parties with whom you may have made any bookings or arrangements direct or any cause which we could not reasonably prevent.
v. We are not liable to you where our failure or the improper performance of any of our obligations to you is due to:
• any fault or failure of you or of any member of your party
• any fault or failure of any third party unconnected with us and the provision of the services for which you have contracted with us to provide which are unforeseeable or unavoidable
• circumstances beyond our reasonable control (which circumstances are without limitation described in paragraph 4(c)) although we will endeavor, following notification, to provide you with our prompt assistance where our failure or improper performance results from circumstances not due to any fault or failure of you or any member of your party.
vii. In respect of travel by air, sea and rail and the provision of accommodation, our liability is additionally limited in the manner provided by the relevant International Conventions (see paragraph headed 'application of other terms and conditions') which you agree are incorporated into these Terms & Conditions.
viii. You should note that any acceptance of liability on our part is subject in all cases to set off or reduction of the amount of any claim made against us to take into account any amount paid to you or any member of your party at any time arising from the same cause or circumstances by any of our suppliers or pursuant to a policy of insurance.
ix. Our suppliers and our local representatives are instructed not to act as our agents in booking any alternative activities other than those approved and offered by us and which you have purchased directly from us. Any assistance they may offer at your request in relation to such activities does not imply they have acted as our agent or with our authority or approval. We are not responsible for such activities and have no liability to you in respect of any of them.
(b) Special requirements
If you have any special requirements (dietary or otherwise) you must inform us of these at the time of booking so that we can pass these onto our suppliers. We will endeavor to implement, but cannot guarantee that your requirements will be met, and we are not liable to you in the event that your wishes are not met.
6. Your Responsibility
(a) It is your responsibility to ensure that you and everyone travelling with you have valid passports, appropriate visas and vaccinations. Some countries (particularly in Southern Africa) require your passport to have two blank pages for a visa stamp. As a result, if you are travelling in more than one country that requires this you will need to have more blank pages - for example, if you visit South Africa and Namibia, both of which require two free pages, and re-enter South Africa to fly home, you would need six blank pages. If you have any doubts about the number of pages required, we advise erring on the side of caution, even if this means applying for a new passport. Please ask us for clarification. Women 28 weeks or more into pregnancy at the time of return travel must have a doctor's certificate confirming that they are fit to travel (note airlines normally require certification at 32 weeks). We are not liable for any costs, delays or illness resulting from your failure to meet requirements.
(b) You are responsible for ensuring that any existing medical conditions or disabilities which may require assistance are declared to us before you book your travel or, if newly diagnosed, before your date of departure so that we can pass these details on to our suppliers in good time. We are not in any circumstances liable if any carrier refuses you or any member of your party as a passenger as a result of any medical condition or disability.
(c) You are responsible for your behavior and that of your party. We and our suppliers reserve the right to refuse your booking or the right to board or the right to travel and to remove you and/or any member of your party from any transport, accommodation or any part of travel if you or any member of your party is excessively (per our discretion) impaired or under the influence of drink or drugs; if you are, or we reasonably believe that you are, in unlawful possession of drugs; or are behaving violently, disruptively, dangerously or irresponsibly or in any manner whatsoever which presents a risk to others or are causing a nuisance or annoyance to others. No refund will be given, or compensation paid, and no costs or expenses for which you become liable or which are incurred by you will be made by us or be recoverable by you from us in such circumstances. You may also become the subject of police inquiry or security measures or investigation and liable in the event that any offence is committed to criminal prosecution and penalties whether in the US or in any other country having jurisdiction in respect of the alleged activity. You must fully cooperate with and follow any safety procedures and instructions given by any organization facilitating activities while traveling. It is possible that such organizations will require you to sign a waiver form in respect of the activity being carried out.
(d) Despite our best endeavors to ensure your travel runs as smoothly as possible, problems can occur. If you do experience difficulties that cannot be dealt with at the time by the hotel, lodge or camp, then please contact (where applicable) our local representatives. If they cannot be reached, please contact us at the 24-hour emergency number provided in your booking confirmation. Please remember that we will be unable to help if you only mention the issue on your return from travel. If you have a medical emergency, you must notify your travel insurance providers on their 24-hour emergency telephone number (which should be visible on the cover note). If you cannot make contact, please call us and we will attempt to reach them.
(e) Many of our trips take place in destinations where local conditions vary enormously, and the people we deal with on the ground may be less time-conscious or meticulous in planning than ourselves, and while we will do our best to ensure that your travel goes according to plan, we ask that those who travel with us do so with a spirit of adventure, in a positive frame of mind, and in good humor.
7. Lodging Formal Complaints
If you have a problem during your travels, please immediately inform the relevant supplier whose service is involved (e.g. your hotelier) and our local representative (or if none, Booked & Ready Travel), who will endeavor to resolve any issues. It is unreasonable and in breach of your contractual obligations to us to take no action while on travel, and wait until you return to lodge a complaint. If the problem cannot be resolved locally and you wish to lodge a complaint, full details must be sent to Booked & Ready Travel in writing, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. It is strongly recommended that you communicate any complaint to the supplier of the services, as well as to our representative, without delay and complete a report form while on travel. If you fail to follow this procedure we will have been deprived of the opportunity to investigate and rectify your complaint while you were on travel and this may affect your rights under this contract resulting in reduced or no compensation if any was merited.
8. Insurance
We highly recommend that you be fully insured for your travel and make sure that all of the activities which you will be carrying out are covered by such insurance. This insurance must include adequate cancellation insurance to the value of your travel, emergency evacuation and repatriation costs in respect of all of your activities. Please note that the travel insurance provided by some credit card providers often only offers the minimum coverage and, whoever your insurer, you should always check for any exclusion of activities that you might be undertaking. In response to public concern, some insurers now offer specific insurance against cancellation, delay and abandonment due to volcanic ash disruption. This can be taken out as an add-on to some travel insurance policies or as stand-alone cover. Booked and Ready Travel can assist you in obtaining travel insurance, but does not provide said insurance and is not responsible for claims and representations made by insurance carriers.
9. Concierge Service
Booked & Ready Concierge services are not available in every country we offer. During the inquiry process your consultant will tell you whether the service is available in the destination(s) you plan to visit.
10. Data Protection
The protection of your personal information or data is extremely important to us. In order to respond to an inquiry, process and fulfill your booking, or send you a brochure or other promotional material, we need to collect personal data from you. We will only process your personal data in accordance with our Privacy Policy for, or in connection with, the purpose for which you have provided it (for example, arranging your travel) or as you have consented to our using it (for example, to send you marketing material) or as permitted by data protection laws. You may ask us what personal data of yours is being held or processed, for what purpose and to whom it may be or has been disclosed. You may also withdraw your consent to receiving marketing material or other communications from us at any time by contacting us. Please also let us know if you believe the personal data we are holding is inaccurate, out of date or incomplete. You may contact us by e- mail [email protected], telephone +1 310 684 3080 or by mail to Data Controller, Booked & Ready Travel Travel, PO Box 8001, Los Angeles, CA 90045.
11. E-Sign Consent
Booked & Ready Travel and its affiliates and third party service providers (“Booked & Ready”) may need to provide you with certain communications, notices, agreements, billing statements, or disclosures in writing (“Communications”) regarding our Services. Your agreement to this E-sign Consent confirms your ability and consent to receive Communications electronically from Booked & Ready, its affiliates, and its third party service providers, rather than in paper form, and to the use of electronic signatures in our relationship with you (“Consent”). If you choose not to agree to this Consent or you withdraw your consent, you may be restricted from using the Services.
12. Electronic Delivery of Communications and Use of Electronic Signatures
Under this Consent, Booked & Ready may provide all Communications electronically by email, by text message, or by making them accessible via Booked & Ready websites or applications. Communications include, but are not limited to, (1) agreements and policies required to use the Services (e.g. this Consent, the Booked & Ready Privacy Notice, the Booked & Ready Seller Agreement, the Booked & Ready Commercial Entity Agreement, and the Booked & Ready Cash Agreement), (2) payment authorizations and transaction receipts or confirmations, (3) account statements and history, (4) and all federal and state tax statements and documents. We may also use electronic signatures and obtain them from you.
13. Brochure and Website Content
We take reasonable care to ensure the accuracy of the information contained in our brochures and on our website. However, content is subject to change, often due to the actions of our suppliers (e.g. airlines, hotels, activity providers, car hire companies etc). We will endeavor to notify you of any change known to us and affecting your travel prior to issuing you with our booking confirmation and after that, as soon as we are notified by our Suppliers. We are not responsible for the content, policies and services of any sites linked to or accessible via our website.
14. Photography/Video Booked & Ready Travel reserves the right to take still photos and video footage and to use all traveler's images and or likeness in connection with any still photograph, live or recorded video or other transmission or reproduction of the event, in whole or in part. These images may be used for advertising websites videos and promotion by Booked & Ready Travel. Travelers consent to their image being used for these purposes. Consent may be withdrawn, in writing prior to departure.
15. General Limitation of Liability
In no event shall Booked & Ready Travel, including it's owners, representatives, affiliates or providers (collectively, "The Covered Parties") be liable for any injury, death, loss, claim, damage, act of God, accident, delay or any special, exemplary, punitive, incidental, or consequential damages of any kind, whether based in contract, tort or otherwise, which arise out of, or are in any way connected with, any use of this site or with any delay or inability to use the site, or for any information software or products or services obtained through the site, even if Booked & Ready Travel has been advised of the possibility of such damages.
Further, Booked & Ready Travel, it's partners, assigns and directors accept no responsibilities for any damage and/or delay due to provider cancellations, shortages, sickness, pilferage, labor disputes, machinery breakdown, quarantine, government restraints, weather or causes beyond the covered parties' control. No responsibility is accepted for any additional expense omissions, delays, re-routing or acts of any governmental authority. No covered party shall be responsible for any provider's breach of any warranty, including but not limited to implied warranties of fitness for a particular purpose or merchantability. Nor shall any covered party be responsible for any other wrongdoing of a provider (including any liability in tort), as to any products and or services available through the site. No covered party shall be responsible for any provider's failure to comply with applicable federal, state and local law, including without limitation, laws governing the sale, warranty and return of perishables. If, not withstanding the above, a covered party is found liable for any loss or damage relating to the use of this site, user agrees the liability of any such party shall in no event exceed the fee or charge to the user assessed by Booked & Ready Travel for making a purchase.
16. Updates
Our Terms & Conditions are updated from time to time. The terms & conditions which will apply to your travel are those on our website at the time of booking. There may be additional terms & conditions which apply to our special offers, promotions and discounts from time to time. These will be notified to you at the time of booking should you inform us that you would like to take advantage of them.
17. Copies
A copy of our latest terms & conditions can be viewed on our website www.bookedandreadytravel.com/terms, where you can print off a copy for your records. By proceeding with any booking, you confirm you have read and agreed to our Terms & Conditions.
BOOKED & READY TRAVEL ®. All rights reserved.
Revision 1. 3 01 August 2021 © 2018 BOOKED & READY TRAVEL | WEB DESIGN BY CREATIVE SPARK
These terms and conditions, together with the terms set out in the Travel Registration Form and any further terms and conditions notified to you by us prior to your entering into a contract with us, including any terms and conditions in our brochures or on our website which are relevant to your booking and any other terms which we both otherwise agree will be binding on Booked & Ready Travel and you once a contract is made between us (Our Terms). A contract will exist between us once you have made your booking with us, and/or have paid your deposit (or such other fee as may be appropriate, for example where you are making a 'late booking') with us. Our contract with you is also subject to any air carriers' terms and conditions of carriage which you agree will be deemed incorporated in our contract. You should read these terms and conditions carefully. You should note in particular the content of paragraph 5: 'our liability to you', which contains certain limitations and exclusions. If any part of Our Terms is found to be invalid or unenforceable, then the remainder will not be affected and will remain valid and enforceable.
We reserve the right, at our sole discretion, to change or modify portions of these Terms of Service at any time. When we do this, we will post the revised Terms of Service on this page and will indicate the date of such revision.
Your continued use of the Services after the date of any such changes constitutes your acceptance of the new Terms of Service. To the extent allowed by law, the English version of these Terms of Service is binding and other translations are for convenience only. If you do not wish to accept the new Terms of Service, you may discontinue your use of the Services.
Packages
A 'package' is a pre-arranged combination of at least two of the following, booked by you through us at an inclusive price, and where the combination lasts for a period of more than 24 hours or involves overnight accommodation: (a) transport; (b) accommodation; (c) other services not ancillary to transport or accommodation and a significant part of the booking.
Where the arrangements which you make with us for your travel do not amount to a 'package' (as defined above) our obligation is limited to using reasonable skill and care in selecting a suitable supplier for the component you have booked e.g. accommodation and your contract will be with the supplier and not us, who will act as an agent.
Booking Conditions
All travel is subject to availability. When you make a booking with us you are making an offer to us to buy advertised services. We reserve the right to refuse to accept and/or not to proceed with any booking at any time in our sole discretion. Once the contract is made between us we will use reasonable skill and care to perform our obligations to you in accordance with our Terms & Conditions.
All bookings must be made by a person aged eighteen years or over. Where your booking is for more than one person, the first-named person in your party aged eighteen years or over will be treated by us as the 'lead name' for your booking. The lead name will be responsible for making all payments due in accordance with our contract.
Completion and submission by you of our Travel Registration Form will be treated by us as confirmation that you have read, understood and accepted all our Terms & Conditions.
It is important that you accurately complete our Travel Registration form as all documents, notices and other information relating to your travel will be sent to the address entered on the Travel Registration form. It is your responsibility to ensure that the details that you supply to us are correct.
1. Payment
You will be notified at the time of booking of the price of your trip. You will be required at the time of booking to pay a non-refundable deposit, 20% of the quoted price unless otherwise stated, and the full price of a booking should be made at least 60 days prior to departure. In certain circumstances (depending on the nature of the booking) we will require a non-refundable deposit in excess of the usual 20%. On occasions, our suppliers require additional amounts up to full payment in advance (for example for Christmas bookings). On these occasions we will require additional payment in advance. Unless you are making a late booking, the balance owing must be paid to us no later than 60 days before your date of departure. If we do not receive the balance by this time, then we will treat the booking as cancelled by you and you will be liable to pay our cancellation charges (see paragraph 3.2).
We accept Checks, Credit or Debit card. Electronic payments may be subject to processing fees. If your booking is made so close to the departure date that it is necessary to issue your documents on departure or send them to you by special delivery, there will be an administration charge payable by you of $25 per booking. An administration charge also applies to any changes carried out by us at your request (see paragraph 3.1). Late payments are subject to late fees as detailed in paragraph 3.4
2. Prices
Rates are Per Person, based on Double Occupancy (unless otherwise stated) Subject to availability at the time of booking and may increase without notice. Non-Discountable fees (Port charges) are included in pricing unless otherwise stated. See your agent for details. Information and pricing is subject to change without notice. In the event of a pricing error, or any other misrepresentation or omission, we reserve the right to adjust the pricing or make any other corrections.
The prices quoted in our brochures, on our website, or in our publicity and promotions are correct at the time of publication. In the event of any change in our prices to those stated we will notify you prior to accepting your booking. All our prices are quoted in US Dollars.
(a) Packages
We guarantee the price of your travel package stated in our booking confirmation. We may however pass on to you certain additional charges resulting from increased transportation costs (including the cost of fuel), dues, taxes, landing taxes or embarkation or disembarkation fees at ports and airports or fluctuations in the exchange rate. We will not pass on any such charges occurring within 30 days of your scheduled date of departure nor which would result in an increase of less than 2% in the total cost of your package.
(b) Other holiday arrangements
We reserve the right to pass on any charges levied on us from time to time by our suppliers in respect of any other holiday arrangements made by us on your behalf:
• Return transportation costs including luggage allowance as confirmed
• Overseas transfers/transportation
• Accommodation, meals
• The services of a representative, concierge, tour guide or an appointed local agent, including a 24-hour emergency contact (except cruises)
• All departure taxes, fees and passenger charges
• Any applicable overseas port charges
• Child discounts
Our holiday price does not normally include:
• Visa fees, overseas airport departure charges payable locally, porterage, personal expenditure, hotel extras, fuel and extras for car hire
• Taxes or compulsory charges introduced by Governments, regulatory bodies or airlines after you have booked
• Security charges introduced or increased after you have booked relating to transportation costs
• Travel Insurance
The price payable by you and what this price includes will be confirmed to you at the time of booking and set out in our booking confirmation.
(c) Group bookings and discounts
Some bookings or prices are dependent on the number of participants or occupants. If group minimums apply to your travel arrangements you will be notified by us at the time of booking. We reserve the right to make further charges where numbers fall below those required to qualify for the discount offered or price otherwise appropriate. We also reserve the right to cancel such a booking in the event that numbers fall below the required number at any time up to 30 days prior to your date of departure
3. Changes or Cancellation by You
3.1. Changes
(a) Transfers
Where you or any member of your party is prevented from traveling for any reason (including death, illness or jury service) we will transfer your booking to any other person satisfying all the requirements relating to your travel, as notified to us by you in writing a reasonable time prior to your due date of departure.
(b) Other changes
If you wish to make any other change to your booking at any time after our booking confirmation has been issued, we will try but cannot guarantee to meet your request. On some occasions, if members of a group booking withdraw, there are fixed costs which mean the remaining traveling party must pay more per person. We require your authority in writing before we can make any change. In the event that any change is requested in relation to a group booking we require the authority in writing of the lead name before we can make the change.
(c) Administration fee
In each of the above circumstances, Booked & Ready charges no administration charge where your request is received by us 60 days or more prior to your date of departure, and $30 per person where the request is received less than 60 days prior to your date of departure. This charge is non-refundable. if an air ticket has already been issued and the flight cannot be changed to another name then the full cost of that ticket will be due.
(d) Treatment of changes by our suppliers
Many of our suppliers, particularly airlines, cruise companies and safari operators, do not permit us to change names or travel dates and impose full cancellation charges. We will pass these on to you in addition to our administration charge, where applicable.
3.2. Cancellations
If you wish to cancel your booking or any part of it relating to any person (in the case of a group booking), following the issue of our booking confirmation, we will require your authority in writing or (in the case of a group booking) the authority in writing of the lead name to do so.
Our cancellation charges will apply (see the table 'cancellation charges' below). These are calculated with reference to the date on which we receive your authority in writing. In the event of cancellation by you, we will not refund to you any deposits, administration charges, or insurance premiums related to your travel.
We incur costs from the time you make your booking and you agree that if you cancel your booking you will compensate us for our losses and expenses, as per the table below. Our cancellation charges increase the nearer the cancellation is made to your departure date as we may not be able to resell your travel without making significant price reductions, or at all.
We strongly recommend that you take out insurance coverage for cancellation. The cost of travel protection can be added to your booking and your trip will be 100% refundable in the event of cancellation for any reason. For further details please refer to paragraph 8.
3.3. Cancellation Charges
Number of days left before your date of departure when your authority in writing is received by us. Cancellation charge (expressed as a percentage of the total travel price) Does not apply to cancellation for Non-Payment
121 days or more - Deposit and any applicable fees and service charges
91 - 120 days 50 % and any applicable fees and service charges
31 - 90 days 75 % and any applicable fees and service charges
30 days or less 100 % and any applicable fees and service charges
In cases where specific program cancellation policy has been established, it shall prevail and govern cancellation charges and policy for the specified program.
3.4 Late Payments
Installment payments are due on the 15th of each month (unless otherwise stated in booking confirmation and/or credit card authorization). A seven ( 7) calendar day grace period is allowed. One week after stated due date, late fee in the amount of $12, or 1.9% of remaining balance, whichever is greater, will be assessed. Payments 30 or more calendar days in arrears may be cancelled without notification. No refunds will be granted in the event of cancellation for non payment.
4. If We Have to Change or Cancel Your Travel
We will take reasonable care to deliver the travel that we are contracted to provide to you. As we put in place the arrangements necessary to enable us to offer our range of holidays many months in advance, we may occasionally have to make changes and reserve the right to do so at any time.
(a) Packages
Our obligation to you depends on whether the changes are considered 'minor' or 'major'. A 'major' change is one which results in a significant alteration to the essential terms of the contract between us.
'Major' changes include:
• price
• departure airport
• your city/resort/place of destination
• your accommodation (except on tours/safaris) to a lower star grading
• your scheduled departure time from the US or the duration of your holiday by more than 12 hours (excluding delays outside of our control following check-in).
Minor changes:
A minor change is any other change which is not a major change. We will make every attempt notify you as soon as reasonably possible prior to your departure date about any minor changes, although we are not obliged to do so. We are not obliged to compensate you for any 'minor' changes made.
Major changes:
If we have to make a 'major' change we will notify you as soon as possible and you will have one of the following options:
• to agree the changes and accept their impact (including any on price)
• to transfer to another of our trip offerings (subject to availability) of equivalent or superior quality
• to transfer to another of our trip offerings (subject to availability) of lower quality and receive a refund for any difference in price
• to cancel your travel and receive a refund of all monies paid by you to us (including all deposits and administration charges)
(c) Circumstances beyond our control
We will not pay compensation or accept any liability where any change is due to circumstances outside of our reasonable control, including (without limitation) any strikes, lock-outs or other industrial action; labour disputes; acts of God; war; riot; civil commotion; malicious damage; compliance with any law or governmental order, rule regulation or direction; impossibility of the use of any means of public or private transport or any action of any government or regulatory body; accident; break-down of plant and machinery; fire; flood or storm; other adverse weather conditions (including heavy rainfall, hail, snow, fog or frost) affecting any airport, port or any other transport link, embarkation or disembarkation point and their operation; flight delays; other matters affecting air traffic control (including failure of equipment, systems and software); siege; acts of terrorism; police or security alerts or precautionary measures taken.
5. Our Liability to You
(a) Packages
i. We will take reasonable skill and care in performing our contractual obligations and if we fail to use reasonable skill and care or are negligent and you are able to prove we have caused you loss or damage, we may, subject to these Terms & Conditions, accept responsibility for compensating you. Booked & Ready Travel is not responsible for negligence on the part of suppliers, carriers, operators or third party vendors.
ii. If you feel that any part of your contracted travel arrangements is not provided as promised, you must, as soon as possible, notify our supplier and either our appointed local representative (where one is appointed) or our offices (where a local representative is not appointed) as soon as possible. You must provide us with details in writing at the earliest opportunity.
iii. Where, as a result of our failure to properly perform our obligations, we have failed to provide you with a significant proportion of the services which you have contracted with us to provide, if you are still on travel through us we will (where possible and appropriate to the circumstances), endeavor to organize suitable alternative arrangements at no extra cost to you and may pay you an amount in compensation. Where, as a result of our improper performance, we have failed to provide you with a significant proportion of the services which you have contracted with us to provide and suitable alternative arrangements are not available or are unacceptable to you for good reasons (per our discretion) then (where appropriate) we will make arrangements for you (and where other members of your party are affected, those members of your party) to return to your place of departure at no extra cost to you. In all other cases (i.e. where we have not failed to provide you with a significant proportion of the services which you have contracted with us to provide) our obligation following your notification to us is to investigate matters and (where appropriate) make prompt efforts to find appropriate solutions.
iv. Our liability in all cases shall be limited to a maximum of 2x the total cost of your holiday (including deposits and administration charges). We do not accept responsibility for the acts and/or omissions of any third parties acting outside of our authority, instructions or control of parties with whom you may have made any bookings or arrangements direct or any cause which we could not reasonably prevent.
v. We are not liable to you where our failure or the improper performance of any of our obligations to you is due to:
• any fault or failure of you or of any member of your party
• any fault or failure of any third party unconnected with us and the provision of the services for which you have contracted with us to provide which are unforeseeable or unavoidable
• circumstances beyond our reasonable control (which circumstances are without limitation described in paragraph 4(c)) although we will endeavor, following notification, to provide you with our prompt assistance where our failure or improper performance results from circumstances not due to any fault or failure of you or any member of your party.
vii. In respect of travel by air, sea and rail and the provision of accommodation, our liability is additionally limited in the manner provided by the relevant International Conventions (see paragraph headed 'application of other terms and conditions') which you agree are incorporated into these Terms & Conditions.
viii. You should note that any acceptance of liability on our part is subject in all cases to set off or reduction of the amount of any claim made against us to take into account any amount paid to you or any member of your party at any time arising from the same cause or circumstances by any of our suppliers or pursuant to a policy of insurance.
ix. Our suppliers and our local representatives are instructed not to act as our agents in booking any alternative activities other than those approved and offered by us and which you have purchased directly from us. Any assistance they may offer at your request in relation to such activities does not imply they have acted as our agent or with our authority or approval. We are not responsible for such activities and have no liability to you in respect of any of them.
(b) Special requirements
If you have any special requirements (dietary or otherwise) you must inform us of these at the time of booking so that we can pass these onto our suppliers. We will endeavor to implement, but cannot guarantee that your requirements will be met, and we are not liable to you in the event that your wishes are not met.
6. Your Responsibility
(a) It is your responsibility to ensure that you and everyone travelling with you have valid passports, appropriate visas and vaccinations. Some countries (particularly in Southern Africa) require your passport to have two blank pages for a visa stamp. As a result, if you are travelling in more than one country that requires this you will need to have more blank pages - for example, if you visit South Africa and Namibia, both of which require two free pages, and re-enter South Africa to fly home, you would need six blank pages. If you have any doubts about the number of pages required, we advise erring on the side of caution, even if this means applying for a new passport. Please ask us for clarification. Women 28 weeks or more into pregnancy at the time of return travel must have a doctor's certificate confirming that they are fit to travel (note airlines normally require certification at 32 weeks). We are not liable for any costs, delays or illness resulting from your failure to meet requirements.
(b) You are responsible for ensuring that any existing medical conditions or disabilities which may require assistance are declared to us before you book your travel or, if newly diagnosed, before your date of departure so that we can pass these details on to our suppliers in good time. We are not in any circumstances liable if any carrier refuses you or any member of your party as a passenger as a result of any medical condition or disability.
(c) You are responsible for your behavior and that of your party. We and our suppliers reserve the right to refuse your booking or the right to board or the right to travel and to remove you and/or any member of your party from any transport, accommodation or any part of travel if you or any member of your party is excessively (per our discretion) impaired or under the influence of drink or drugs; if you are, or we reasonably believe that you are, in unlawful possession of drugs; or are behaving violently, disruptively, dangerously or irresponsibly or in any manner whatsoever which presents a risk to others or are causing a nuisance or annoyance to others. No refund will be given, or compensation paid, and no costs or expenses for which you become liable or which are incurred by you will be made by us or be recoverable by you from us in such circumstances. You may also become the subject of police inquiry or security measures or investigation and liable in the event that any offence is committed to criminal prosecution and penalties whether in the US or in any other country having jurisdiction in respect of the alleged activity. You must fully cooperate with and follow any safety procedures and instructions given by any organization facilitating activities while traveling. It is possible that such organizations will require you to sign a waiver form in respect of the activity being carried out.
(d) Despite our best endeavors to ensure your travel runs as smoothly as possible, problems can occur. If you do experience difficulties that cannot be dealt with at the time by the hotel, lodge or camp, then please contact (where applicable) our local representatives. If they cannot be reached, please contact us at the 24-hour emergency number provided in your booking confirmation. Please remember that we will be unable to help if you only mention the issue on your return from travel. If you have a medical emergency, you must notify your travel insurance providers on their 24-hour emergency telephone number (which should be visible on the cover note). If you cannot make contact, please call us and we will attempt to reach them.
(e) Many of our trips take place in destinations where local conditions vary enormously, and the people we deal with on the ground may be less time-conscious or meticulous in planning than ourselves, and while we will do our best to ensure that your travel goes according to plan, we ask that those who travel with us do so with a spirit of adventure, in a positive frame of mind, and in good humor.
7. Lodging Formal Complaints
If you have a problem during your travels, please immediately inform the relevant supplier whose service is involved (e.g. your hotelier) and our local representative (or if none, Booked & Ready Travel), who will endeavor to resolve any issues. It is unreasonable and in breach of your contractual obligations to us to take no action while on travel, and wait until you return to lodge a complaint. If the problem cannot be resolved locally and you wish to lodge a complaint, full details must be sent to Booked & Ready Travel in writing, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. It is strongly recommended that you communicate any complaint to the supplier of the services, as well as to our representative, without delay and complete a report form while on travel. If you fail to follow this procedure we will have been deprived of the opportunity to investigate and rectify your complaint while you were on travel and this may affect your rights under this contract resulting in reduced or no compensation if any was merited.
8. Insurance
We highly recommend that you be fully insured for your travel and make sure that all of the activities which you will be carrying out are covered by such insurance. This insurance must include adequate cancellation insurance to the value of your travel, emergency evacuation and repatriation costs in respect of all of your activities. Please note that the travel insurance provided by some credit card providers often only offers the minimum coverage and, whoever your insurer, you should always check for any exclusion of activities that you might be undertaking. In response to public concern, some insurers now offer specific insurance against cancellation, delay and abandonment due to volcanic ash disruption. This can be taken out as an add-on to some travel insurance policies or as stand-alone cover. Booked and Ready Travel can assist you in obtaining travel insurance, but does not provide said insurance and is not responsible for claims and representations made by insurance carriers.
9. Concierge Service
Booked & Ready Concierge services are not available in every country we offer. During the inquiry process your consultant will tell you whether the service is available in the destination(s) you plan to visit.
10. Data Protection
The protection of your personal information or data is extremely important to us. In order to respond to an inquiry, process and fulfill your booking, or send you a brochure or other promotional material, we need to collect personal data from you. We will only process your personal data in accordance with our Privacy Policy for, or in connection with, the purpose for which you have provided it (for example, arranging your travel) or as you have consented to our using it (for example, to send you marketing material) or as permitted by data protection laws. You may ask us what personal data of yours is being held or processed, for what purpose and to whom it may be or has been disclosed. You may also withdraw your consent to receiving marketing material or other communications from us at any time by contacting us. Please also let us know if you believe the personal data we are holding is inaccurate, out of date or incomplete. You may contact us by e- mail [email protected], telephone +1 310 684 3080 or by mail to Data Controller, Booked & Ready Travel Travel, PO Box 8001, Los Angeles, CA 90045.
11. E-Sign Consent
Booked & Ready Travel and its affiliates and third party service providers (“Booked & Ready”) may need to provide you with certain communications, notices, agreements, billing statements, or disclosures in writing (“Communications”) regarding our Services. Your agreement to this E-sign Consent confirms your ability and consent to receive Communications electronically from Booked & Ready, its affiliates, and its third party service providers, rather than in paper form, and to the use of electronic signatures in our relationship with you (“Consent”). If you choose not to agree to this Consent or you withdraw your consent, you may be restricted from using the Services.
12. Electronic Delivery of Communications and Use of Electronic Signatures
Under this Consent, Booked & Ready may provide all Communications electronically by email, by text message, or by making them accessible via Booked & Ready websites or applications. Communications include, but are not limited to, (1) agreements and policies required to use the Services (e.g. this Consent, the Booked & Ready Privacy Notice, the Booked & Ready Seller Agreement, the Booked & Ready Commercial Entity Agreement, and the Booked & Ready Cash Agreement), (2) payment authorizations and transaction receipts or confirmations, (3) account statements and history, (4) and all federal and state tax statements and documents. We may also use electronic signatures and obtain them from you.
13. Brochure and Website Content
We take reasonable care to ensure the accuracy of the information contained in our brochures and on our website. However, content is subject to change, often due to the actions of our suppliers (e.g. airlines, hotels, activity providers, car hire companies etc). We will endeavor to notify you of any change known to us and affecting your travel prior to issuing you with our booking confirmation and after that, as soon as we are notified by our Suppliers. We are not responsible for the content, policies and services of any sites linked to or accessible via our website.
14. Photography/Video Booked & Ready Travel reserves the right to take still photos and video footage and to use all traveler's images and or likeness in connection with any still photograph, live or recorded video or other transmission or reproduction of the event, in whole or in part. These images may be used for advertising websites videos and promotion by Booked & Ready Travel. Travelers consent to their image being used for these purposes. Consent may be withdrawn, in writing prior to departure.
15. General Limitation of Liability
In no event shall Booked & Ready Travel, including it's owners, representatives, affiliates or providers (collectively, "The Covered Parties") be liable for any injury, death, loss, claim, damage, act of God, accident, delay or any special, exemplary, punitive, incidental, or consequential damages of any kind, whether based in contract, tort or otherwise, which arise out of, or are in any way connected with, any use of this site or with any delay or inability to use the site, or for any information software or products or services obtained through the site, even if Booked & Ready Travel has been advised of the possibility of such damages.
Further, Booked & Ready Travel, it's partners, assigns and directors accept no responsibilities for any damage and/or delay due to provider cancellations, shortages, sickness, pilferage, labor disputes, machinery breakdown, quarantine, government restraints, weather or causes beyond the covered parties' control. No responsibility is accepted for any additional expense omissions, delays, re-routing or acts of any governmental authority. No covered party shall be responsible for any provider's breach of any warranty, including but not limited to implied warranties of fitness for a particular purpose or merchantability. Nor shall any covered party be responsible for any other wrongdoing of a provider (including any liability in tort), as to any products and or services available through the site. No covered party shall be responsible for any provider's failure to comply with applicable federal, state and local law, including without limitation, laws governing the sale, warranty and return of perishables. If, not withstanding the above, a covered party is found liable for any loss or damage relating to the use of this site, user agrees the liability of any such party shall in no event exceed the fee or charge to the user assessed by Booked & Ready Travel for making a purchase.
16. Updates
Our Terms & Conditions are updated from time to time. The terms & conditions which will apply to your travel are those on our website at the time of booking. There may be additional terms & conditions which apply to our special offers, promotions and discounts from time to time. These will be notified to you at the time of booking should you inform us that you would like to take advantage of them.
17. Copies
A copy of our latest terms & conditions can be viewed on our website www.bookedandreadytravel.com/terms, where you can print off a copy for your records. By proceeding with any booking, you confirm you have read and agreed to our Terms & Conditions.
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