BOOKING CONDITIONS
The puchaser of services hereafter referred as the ‘Client’ entrusts Caribbean Select Travel Ltd hereafter referred to as the ‘Operator’ with the fulfilment of travel and tour arrangements at the destination where the Client will be offered services such as hotel accommodation, food and beverages, transportation, excursions, activities and other services hereafter referred to as the Arrangements in accordance with these booking terms and conditions.
Making Bookings
Bookings can be made by the Client by email, fax or on our website(s). A booking request by telephone or by personal visit to our offices should be confirmed in writing. The Operator will acknowledge receipt of the booking request followed by notifying the Client of availability, prices and terms of payment which may be in the form of a Programme Itinerary and Cost Schedule. Should the Client wish to proceed with the booking the Operator will issue a Proforma Invoice.
Client Numbers, Days and Services
The total amount of Clients who will participate in the Arrangements as well as the number of days and nights and other services within the Arrangements will be established in the Programme Itinerary and Cost Schedule with the total price in the Proforma Invoice.
Price of Arrangements and Terms of Payment
The prices which are notified by the Operator to the Client are payable to the Operator in advance of the Clients’ arrival. In the event of any additional payments due that occur at the destination, that are not included in the final Proforma Invoice, it remains the responsibility of the Client to settle those payments in cash at the destination.
The provision of the Arrangements will be subject to payments being received in the Operator’s designated bank account following the receipt by the Client of the Operator’s Proforma Invoice. If the Client has not paid the required payments as specified by the prescribed dates, the Operator reserves itself the right to cancel the Arrangements without any chance of reverting the situation. In applicable, the Operator will apply the Cancellation and Alteration conditions.
The prices indicated are established in relation to the existing economic conditions. Any alterations of the economic conditions particularly the cost of fuel, taxes and fees, exchange rates, and the like; relative to the services offered in respect of the Arrangements will naturally lead to an alteration of the prices.
Prices expressed and the currency for transfers will be in the currency of the Clients’ country of origin where possible. All bank transfer charges and bank commissions should be paid by the Client. A copy of the bank transfer document should be faxed to the Operator, or scanned and emailed to the Operator within 24 hrs of sending the transfer. Payments are to be made by bank to bank electronic transfer, details of the Operators banks will be sent together with the Proforma Invoice.
Different deposit and payment schedules may apply to group bookings and these will be advised by the Operator to the Client by way of separate notifications.
Client Details (Rooming List)
The Client’s details (also known as Rooming List) should be sent to the Operator and must contain the Clients’ full names, nationalities and passport numbers including any special needs or dietary requirements. In the case of children their dates of birth should also be sent to the Operator. The final list of the Clients must be communicated to the Operator no later than the date as specified by the Operator.
Arrangement Exclusions
The services included in the Arrangements are only those as specified in the Programme Itinerary, and any other notifications as provided to the Client by the Operator. In principle, The Operator will not make refunds if the Client chooses not to use any of the services within the Arrangements.
The following items are not included in the Arrangements unless specified otherwise:
- International flights.
- Airport Departure Tax.
- Services at the airport(s) that are not mentioned as included in the Arrangements.
- Laundry, telephone charges, additional meals and drinks, and any other expenses of a personal nature.
- Food and beverages that are not mentioned as included in the Arrangements.
- Tourist Visa Card (tourist visa).
- Travel and Medical Insurance.
- Personal expenses.
- Gratuities.
- Independent activities for reasons of the Clients’ own choosing.
- Additional charges for hotel extentions such as late check-out or extra nights, upgraded hotels
or class of room, changing from a plan where meals are not included to a plan with additional meals.
- Extra staff and tour guide hours not contracted in the Arrangements.
- Any additional services not contracted in the Arrangements.
Accommodation
In the event of the facility overselling its accommodation, the Operator will endeavour to negociate with the third party supplier that the Client’s booking be honoured, otherwise the third party supplier will be expected to relocate the Client to different accommodation of equal standard or superior standard.
If any foreseen construction work becomes necessary at the accommodation, following being advised by the third party supplier the Operator will advise the Client, quantifying the disruption to the Clients and the third party supplier will be responsible for any additional costs incurred to ensure that the Clients experience is not affected (including relocating to accommodation of equal standard or superior standard).
Transportation
In case the schedules imposed by the international air carrier or international marine carriers result in shortening or prolonging the Arrangements the Client will be responsible for any extra costs for alterations to the Arrangements and any cancellation and alteration penalties. The alteration of airports or seaports by the international air carrier or international marine carrier does not allow room for reimbursement. The costs that derive from transferring, taking taxis, coaches and the like are to be paid by the Client.
The Operator cannot be held responsible for any delays of any transportation within the destination which derives in the non-presentation of the Client at the designated arrival or departure time or day. If alternative transportation has to be arranged as a result of the aforementioned the Client will be responsible for paying any extra costs involved for alterations to the Arrangements and any cancellation and alteration penalties.
The responsibility of the land and marine carriers in the destination enrolled in the Arrangements proposed by the Operator as well as that of their third party suppliers, their representatives and their employees is limited exclusively to: compensations, complaints or reclamations of every nature in accordance with what is stated in their conditions of transport.
In the case whereby the Clients chooses to make their own private transportation arrangements in the destination the Operator assumes no responsibility of any kind for those arrangements.
Where the third party supplier provides transportation services, the third party supplier will ensure that it conforms to the minimum requirements of the country’s regulations, including safety regulations.
Excursions and Activities
It could happen that for a number of reasons the excursions and/or activities provided in the Arrangements could be altered, without altering the essence of the Arrangements. The Client will be notified with anticipation every time possible; and will be offered a service within the same category as the one previously proposed or of a higher standard.
Food and Beverages
Where food and beverages are included in the Arrangements those food and beverages maybe subject to alteration due to seasonal variations and availability of products and the Operator or third party suppliers cannot be held responsible for such alterations. The Client must advise the Operator of any special diets no later than 7 (seven) working days prior to the arrival of the Client at the destination.The Operator will endeavour to arrange such special diets with the third party suppliers but cannot be held responsible where such special diets are not available.
Tour Guides
Arrangements which specify the language to be spoken by tour guides, this service will be provided as a general rule and subject to availability. The tour guides shall ensure the safety of the Client and the smooth operation of the Arrangements and the Client shall follow the instructions of the tour guides. Hours during which the tour guide renders services shall, in principle, be from 08:00 to 22:00 or where the Arrangements include extention of these hours. Any additional hours not agreed with the Operator will be subject to the availabilty of tour guides and the extra cost of such will be charged to the Client.
Tour guides shall not accompany Clients on personal individual activities unless arranged by the Operator. Clients joining such activities will be responsible for procuring the desired services after being provided with any necessary documentation by the Operator. The Client, shall pay the cost incurred when he/she asks for the personal accompaniment of a tour guide or other staff for such purposes as guiding, shopping, general assistance or similar, and such arising from Client injury or illness, the return of the Clients’ lost baggage or articles left behind owing to personal negligence, as well as alterations incurred by the Clients’ independent activity. Such personal accompaniment to be agreed by the Operator and subject to the availability of a tour guide or staff member. Clients shall accept all responsibility for decisions regarding individual purchases at souvenir shops or other types of shops even when said shops are introduced by the Operator or tour guides.
Identification, management and care of luggage and valuables
The Client should ensure that all luggage is properly labelled for easy identification to include Clients’ name, destination country and accommodation name prior to the Client arriving at the destination.The safekeeping of luggage will be the responsibility of the Client and to make any necessary claims for lost, delayed or damaged luggage and personal items directly with the service provider.Normally no charge will be made for the storage of property at accommodation facilities. Should facilities charge for storage it will be the responsibility of the Client to pay such charges. It is agreed that the facilities shall not be liable for loss or damage to stored property, caused by negligence of the hotel or it’s employees or by water damage, fire, theft or any other cause.Valuables have to be placed in the in-room safes or in the safes of the reception.
Untoward Occurrences
The performance of the Arrangements are subject to the following occurrences as specified below which may make it inadvisable, illegal, or impossible to conduct all or part of the Arrangements. It is provided that all or part of the Arrangements may be terminated or altered for any one of such occurrences. In no event shall the Operator be liable for consequential damages of any nature or for any reason whatsoever.
- Case of force majeure: natural or nuclear disaster, industrial disputes, adverse weather conditions, flood, fire, terrorist activity, civil strife, war or threat of war, riot, seismic activity, epidemics, governmental orders and the like.
- Delay of land, sea or air carriers.
- Alteration of times at airports, train stations, bus stations or seaports.
- Failure of Clients to arrive at the destination as specified in the Arrangements.
The Operator, where possible, will notify the Client of any National festivities, civil or religious events or hazards that might affect the Arrangements and what has been described to the Client constitutes the rule; however, the Clients might have to endure certain exceptions and may alter the Arrangements. The Operator will inform the Client as soon as these events are known and will make every endeavour to make alterations to the Arrangements accordingly. The Operator will not be called upon or held liable in anyway in these cases.
If the Operator is obliged by reason of force majeure or for any other reason outside the Operator’s reasonable control to alter any component of a Client’s Programme Itinerary the OPERATOR shall inform the affected Client of the alteration and explain the reason for it at the earliest possible opportunity.
The Operator reserves itself the right to cancel any Arrangements, revise or alter its contents and services in the event of untoward occurences.
Alterations of Clients Arrangements
Where the Operator is obliged to alter Arrangements outside the Operator’s reasonable control the Operator will use its best endeavours to ensure that the alteration causes the least possible disruption to the Clients’ enjoyment of his/her Arrangements. To this end, the Operatot consider and implement alternative and less disruptive alterations and advise the Client accordingly.
The OPERATOR reserves the right to take necessary measures for the safety and smooth operations of the Arrangments where certain services are deemed impossible, or when there is valid reason to believe that the Arrangements cannot continue. In such cases, the Operator will explain in a timely manner its inability to function under the circumstances. However, said explanation may be made after revisions are made when conditions demand.
The Client must inform the Operator of any revisions, alterations or cancellations regardless of its causes.
Liability, Accountability and Responsibility
The Operator acts as an intermediatary between the Client and the third party suppliers for the purposes of negotiating, contracting and acquisition of services with third party suppliers. The Operator does not own, operate or provide in anyway any land, air or marine transportation, hotels, restaurants and the like, or any services related to those services. The Operator’s liabity is limited only to claims as to services in respect of the management, supervision and administration of the Arrangements.
The Operator shall have public liability insurance cover suitable to the nature of their business and/or services and will indemnify Clients in accordance with the insurance conditions.
After the start of the Arrangements, if the Client should find that any of the Arrangements provided is different from that specified, the Client should report the discrepancy to the Operator immediately.
Arrangements cannot be reimbursed if any of the Clients do not show up on time in the place required at the set time for whatever reasons (independently of his/her will) and will be subject to the Cancellation and Alteration conditions.
If the Client does not produce the necessary documents for the Arrangements (passport, visas, vaccination certificates and the like) he /she will may not be able to participate in the Arrangements, and/or should the Client not be permitted to enter the destination or have to leave the destination any costs involved will be the responsibility for the Client to pay and no reimbursement will be allowed.
No reimbursement will be granted in case the Client decides to alter the nature of the Arrangements at the destination and will be subject to the Cancellation and Alteration conditions.
The Operator may refuse the participation in any or all of the Arrangements of Clients if it determines that he/she acts in a manner that inconveniences or interferes with the activities of other Clients and/or the Operator’s staff or the third party supplier’s staff and the smooth operation of the Arrangements.
The Clients must abide by the laws and regulations of the destination. Any acts by the Clients which contravene these laws and regulations will be the liabity of the Clients and the Operator wiil not be held accountable in any way for those acts. The Operator will endeavour to provide necessary assistance for the Clients from the authorities and the Clients national embassy in these cases. Any cost involved in such assistance by the Operator, any penalties imposed by the authorities or charges made by the Clients national embassy will be the responsibility of the Client to pay, discharge or otherwise deal with.
The Client shall indemnify the Operator for losses sustained owing to the Client’s willful negligence, illegal acts, conduct against public order and the like , or breach of the Booking Terms and Conditions.
The Client is required to make every effort to utilize information acquired from the Operator and to understand the details of the Clients’ rights and responsibilities as well as the details of the Arrangements and the Booking Terms and Conditions
Health Control Standards, Medical Care and Mobility
The Operator is not to be held responsible in case the Client is not capable of meeting the health control standards established by the destination authorities. It is the obligation of the Client to inform themselves of these formalities.
Clients who require special attention from the Operator during the Arrangements for reason of ill-health or disability shall advise the Operator of this when applying to join the Arrangements. The Operator shall comply with such requests to the extent deemed feasible and reasonable. In such cases, the Operator may require the Client to present a medical certificate or other supporting documentation. The Operator may refuse a Client's application if conditions at the destination and facilities are such that safe, smooth operation cannot be guaranteed, or require the Client to be accompanied by an escort.
If it is determined that any Client needs medical diagnosis or treatment by a medical professional owing to illness, functional disease or other reasons during the Arrangements, the Operator shall take measures necessary to assist the Client and at the sametime maintain the smooth operation of the Arrangements. All costs resulting from such measures shall be borne by the Client.
Should the Client require the use of wheelchairs at the airport or seaport, the Client must notify the Operator at least 72 (seventy two) hours in advance of the Clients’ arrival and departure. In the case whereby a Client requires a mobility room at accommodation the Client needs to notify the Operator at the time of presenting the Client Details, the Ooerator will advise the Client if such rooms are available. If tour buses do not have the service to load wheelchairs into the passenger seating area, in this case the Clients will be assisted to seat in the bus and the wheelchair will be stowed in the luggage compartment providing the wheelchair is collapsable.
Minors
The parents or guardians are obliged to have in their possession the minor’s documents, in order; and it is their responsibility to inform themselves of the requirements and with the administrative authorities (all the expenses will be undertaken by the respective parents or guardians). The Operator cannot accept the inclusion of a minor to travel by himself/herself. The Operator cannot be held responsible in case, even though it is forbidden, that a minor is included in the Arrangements without the Operator’s knowledge.
Animals
For reasons of hygiene and security, animals (pets) are not allowed to be included in the Arrangements unless previously notified, agreed by all parties concerned and comply with the destinationn laws and regulations.
Cancellations and Alterations
After acceptance of the booking if the Client cancels or alters the Arrangements, or does not pay any required deposits or balances of the Arrangement costs by the prescribed time, the Operator reserves itself the right to apply cancellation or alteration fees as listed below as a percentage of the Arrangement price, unless the Operator has advised the Client of any different cancellation and alteration conditions which maybe imposed by third party suppliers.
Individual Clients – For no more than 14 (fourteen) Clients:
- More than 30 days prior to the arrival forfeit of deposit.
- Up to 15 (fifteen) days prior to arrival 50% (fifty percent).
- Up to 7 (seven) days prior to arrival 75% (seventy five percent).
- Within 7 (seven) days prior to arrival 100 % (one hundred percent).
Groups – For groups of 15 (fifteen) or more Clients:
- More than 3 (three) months prior to arrival no penalty fees.
- Up to 2 (two) months prior arrival 15% (fifteen percent)
- Up to 1 (one) month prior to arrival 35% (thirty five percent)
- Up to 14 (fourteen) prior to arrival 60% (sixty percent )
- Up to 7 days prior to arrival 85% (eighty five percent)
- Within 7 days prior to arrival 100% (one hundred percent)
The Operator will, however consider any exceptional circumstances that the Client advises the Operator of which has caused the Client to cancel or alter the Arrangements, and depending on those circumstances the Operator may amend its cancellation and/or alteration fees accordingly subject to also any third party suppliers ageeing as a measure of our goodwill. The Operator reserves itself the right to deny any claims in this respect and the Operator’s decision will be final.
In the case of yacht charters different deposit requirements, cancellation and alteration conditions apply and these will be notified separately.
Complaints
Should the Client have any complaint about the Arrangements or express any dissatisfaction whatsoever, the Client should forward such in writing with supporting evidence to the Operator to enable the Operator to fully investigate such complaints and respond accordingly. The Operator will take all possible steps to resolve such complaints amicably after the Operator has before it all the necessary supporting information and documentation. In the event that the Operator offers a Client compensation as a result of their complaint, such compensation will be accepted by the Client in full and final settlement of the Clients’ claim.
Reimbursements
To guarantee that any reimbursements, such as refunds or compensation, be regarded as admissible it must be transmitted to the Operator by the Client in writing by mail or by fax and must be accompanied by all the elements justifying such a demand within a period no longer than 30 (thirty) days after the Clients departure from the destination.
If for any given reason the Client cancels or alters any part of the Arrangements on the spot at the destination no reimbursement will be admitted.
Where deposits, cancellation, alteration and administration fees are applied the remaining payments received from the Client will be reimbursed to the Client or held in credit for payment of future Arrangements. If the payments are not enough to cover these deposits and fees, the Operator shall charge the difference separately to the Client.
Service Satisfaction
The Operator will acknowledge any new request and will communicate to the Client regarding who will be responding and when the response will be provided. Prior to submitting its response, the Operator commits to quality checking the information it is sending to ensure it is accurate, and answers all elements of the request, however the Operator cannot be held responsible for any ommissions or errors.
The Operator will have in place policies and procedures and will adopt due diliegence and best practice in the course of its business and activites which will also include the observance of local health and safety standards and the preparation of risk assessments.
The Operator will provide the Client with telephone numbers of two of their employees whom Clients may contact 24 hours each day if they experience any emergencies during their stay in the destination.
Intellectual Property
Any ideas, images, creativity, wording, theming or content put in place by the Operator remains the intellectual property of the Operator.
Settlement of Disputes
Should any disputes or discords arise on account of improper implementation or non-implementation of these Booking Terms and Conditions, the parties take whatever action is necessary to settle the matter by way of negotiations or arbitration. In the case the matter is not settled by way of negotiations or arbitration, it should be put forward to the court of the destination.
(Booking Terms & Conditions that apply to agents may vary and are available on request or are incorporated in the respective agents agreement with the Operator ).
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