Optima Associates Limited Booking Terms and Conditions
1. Booking Confirmation
All bookings are confirmed upon receipt of a fully completed and signed Booking Form together with payment of the necessary deposit and insurance premiums or for bookings made less than six weeks before departure, payment in full.
2. Insurance, Passports and Visas
All those travelling must carry valid passports and be covered by comprehensive Travel Insurance, provided by ourselves or an insurer of their choice. In the latter case it is the client’s responsibility to ensure it provides adequate cover. Visas are not required by UK citizens travelling to France. Those travelling with other passports should ensure that they carry any visa necessary.
In addition to insurance, UK citizens should carry a valid European Health Insurance Card. This can be obtained from your local Post Office.
3. Tour Details
We have made every endeavour to ensure the accuracy of the information which forms the basis of each tour description. However, because we are providing a very individual and specialised holiday, we reserve the right to vary the itinerary, especially if we feel it will add to our clients’ enjoyment of the holiday.
4. Accommodation
All hotels have been personally inspected and will be the equivalent of 3* British hotels. If not already specified in our tour descriptions, details of accommodation will be made available prior to departure.
5. Group Size
We will be using coaches driven by fully qualified and experienced drivers. The maximum group on any tour will be 30 passengers and the size of coach may reflect the number travelling.
6. Cancellation
a) By Yourself
You may cancel the booking at any time, subject to the following cancellation charges:
Period Before Departure |
Cancellation Scale (%) |
More than 56 days |
Total deposit paid |
28 - 56 days |
50 |
0 - 28 days |
100 |
b) By Ourselves
We reserve the right to cancel or make amendments to any holiday for valid operational reasons and will endeavour to advise clients of any such change as soon as we are aware of the requirement to make changes. Should you not be happy with the revised arrangements, you will have the opportunity to cancel the holiday booked or transfer to an alternative tour at no extra cost.
c) Force Majeur
We cannot accept responsibility for or consequences of events which could not reasonably have been anticipated and which are beyond our control e.g. War or civil unrest, riots, industrial disputes, natural disasters etc. In such circumstances, we cannot pay compensation but will return all amounts paid (excluding insurance premiums).
7. Changes to the Booking by the Client
If, for any reason, after a booking has been confirmed, you wish to amend your original booking, we will make every endeavour to accommodate the change requested but reserve the right to make an administration charge of 50€.
8. Invoicing and Ticketing
An invoice will be issued approximately eight weeks before departure and this should be paid within fourteen days. Tickets will not be issued to those who have not paid in full by the thirtieth day before the holiday is due to commence and we will, at that point cancel the booking and the client will forfeit all monies paid.
It is the client’s responsibility to settle the final invoice promptly as reminder letters will not be sent.
9. Personal Injury
In the event that, during your holiday, you suffer personal injury or be the victim of crime whilst taking part in activities or excursions not provided by ourselves we will make every attempt to provide assistance in dealing with the relevant authorities.
10. Cost of Holiday
Whilst we hope that it will not be necessary to alter the price quoted, we reserve the right to make a surcharge if currency fluctuations or subcontractors’ charges increase overall cost by more than 5%. Once the final invoice has been issued there will be no change to the cost of the holiday.
Holiday prices do not include gratuities, which may be given at the clients’ discretion.
11. Age and Mobility of Guests
By their nature, these holidays are not suitable for children and those of restricted mobility. We regret we can only accept bookings for those over 18 years of age.
12. Disputes
We would hope to settle any dispute amicably but if this is not possible they will be dealt with under English Law.
