Important Information for Tour Participants
By booking and taking part in tour package organized by Beyond Vennila, you confirm that you have read, understood, and agreed to the following terms and conditions.
1. Responsibility & Liability
Beyond Vennila acts solely as an agent for the participants in arranging transportation, accommodations, meals, and other services related to the tour. While we strive to partner with reputable service providers, we are not responsible for any injury, loss, damage, delay, or inconvenience caused by third-party providers, acts of God, natural disasters, political unrest, strikes, accidents, or any other circumstances beyond our control.
2. Itinerary Changes
The tour itinerary is subject to change based on local conditions, weather, transportation schedules, or unforeseen circumstances. Beyond Vennila reserves the right to modify or cancel any part of the tour without prior notice to ensure the safety, comfort, and overall experience of the group.
3. Travel Documents & Compliance
Participants are solely responsible for ensuring they possess valid passports, visas, travel insurance, and any other required documents. Beyond Vennila is not liable for any consequences resulting from failure to comply with immigration, customs, or health regulations.
4. Personal Belongings & Health
Each participant is responsible for their personal belongings throughout the tour. Beyond Vennila is not liable for any loss, theft, or damage. Participants are expected to disclose any medical conditions that may affect their participation and to carry any necessary medications. Travel insurance with medical coverage is strongly recommended.
5. Conduct & Safety
Participants are expected to behave respectfully and follow the instructions of the tour leader and local guides to ensure the safety and harmony of the group. Beyond Vennila reserves the right to remove any individual from the tour without refund if their behavior is deemed disruptive, unsafe, or harmful to the group.
6. Insurance
Beyond Vennila strongly advises all travellers to obtain comprehensive travel insurance covering health, trip cancellation, personal liability, and loss of personal belongings. It is the traveller’s responsibility to arrange this prior to departure.
7. Force Majeure
Beyond Vennila shall not be held liable for delays, changes, or cancellations caused by force majeure events including, but not limited to, natural disasters, epidemics, government actions, or airline/transport disruption.
8. Exclusions & Additional Costs
Unless specifically included in your quote, the tour price does not include the following:
9. Room Allocation and Occupancy
Prices are based on two or three adults sharing a room, with a maximum occupancy of three adults per room (infants are excluded). We reserve the right to allocate rooms differently if necessary, including the use of split rooms. While three-person accommodation is guaranteed, specific bed configurations for triple rooms cannot be assured. Please be aware that triple rooms in the UK and Europe are typically smaller in size.
Single travellers will be required to pay a single traveller supplement.
10. Child Car Seats:
Children under 11 years old or shorter than 150 cm must use an appropriate child car seat. It is the responsibility of the traveller to provide this car seat. Failure to do so may result in denial of boarding, in compliance with the laws of the countries visited.
11. Seating Arrangements
(a) Seat Allocation
We reserve the right to assign or reassign seating at our discretion at any time, including after boarding. Seat preferences cannot be guaranteed or requested.
(b) Front Seats
Front seats may be offered for purchase on selected tours but are sold only in pairs and subject to availability. Single travellers and children are not eligible for front seat booking. If unavailable due to a tour reschedule, the additional fee will be refunded; no other compensation will be provided.
12. Baggage Policy
Each passenger is permitted one standard bag weighing up to 23 kg (maximum dimensions: 90 x 75 x 43 cm). An additional bag up to 10 kg may be carried at a charge of £10 per day. No further baggage will be accepted beyond this allowance.
13. Suppliers’ Terms & Conditions
Services provided by third-party suppliers such as accommodations and transportation are subject to their own terms and conditions. These may limit or exclude the suppliers’ liability and apply to all or part of your travel arrangements.
14. Payment Schedule
Upon confirming your tour, the outstanding balance must be paid according to the schedule below. All payments must be fully received in our account by the specified due dates. Please note that the initial deposit is calculated based on the total tour price before any discounts or promotional offers:
Coach Tours - Deposit 25% of total holiday cost - Balance due 4 weeks prior to departure
One Day Tours - Deposit 100% of total holiday cost at the time of booking
Flight Tours & FIT Tours- Deposit 40% of total holiday cost - Balance 6 weeks prior to departure
15. Breakdown of Costs
Please note that we are under no obligation to provide a detailed itemized breakdown of the individual components included in your holiday package.
16. Refund Policy for Cancelled or Restricted Excursions
If an excursion is cancelled or restricted, such as during national or public holidays, a refund will be issued based on the ticket value at our contracted rate. Please note that refunds may not be applicable for infants and children in certain cases, depending on supplier terms.
17. Booking Requirements
(a) Deposit All deposits paid at the time of booking are strictly non-refundable.
(b) Minors Children under 18 years of age must be accompanied by an adult (18+) or legal guardian throughout the tour. If a minor is travelling without a parent but with a guardian or other family member, a Child Travel Consent Letter is required and must be carried for the duration of the trip.
(c) Payment for Late Bookings or Imminent Departures
For tours departing within 14 days of booking or where the balance due date has passed, payment must be made by credit/debit card or cash. Bank transfers and cheques will not be accepted for these bookings.
18. Formation of Contract
A legally binding contract is established upon your booking with Beyond Vennila or when you use any of our services.
By confirming your booking, you acknowledge that you have read, understood, and accepted this disclaimer.
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