Booking Terms & Conditions

TERMS OF BUSINESS Except where otherwise specified, we Tradefairs.co.uk act as a booking agent in respect of all bookings we take and/or make on your behalf. We accept no liability in relation to any contract you enter into or for any services or arrangements you purchase (“arrangements”) or for the acts or omissions of any supplier(s) or other person(s) or party(ies) connected with any arrangements.   For all arrangements, your contract will be with the supplier of the arrangements in question (the ‘supplier(s)’).When making your booking we will arrange for you to enter into a contract with the applicable supplier(s) of the arrangements. Your booking with us is subject to these Agency Terms and Conditions and the specific booking conditions of the relevant supplier(s) you contract with and you are advised to read both carefully prior to booking. The supplier’s terms and conditions may limit and/or exclude the supplier's liability to you.  Copies of applicable conditions are available on request from us.You may decide to make one or more bookings with us at the same time. The price charged in total for more than one booking will always equal the prices charged separately for each individual booking. All arrangements are available to be purchased separately at the same price as they are when more than one booking is made. This means that any multiple bookings do not constitute a package as defined in the Package Travel, Package Holidays and Package Tours Regulations 1992 nor the Civil Aviation (Air Travel Organisers’ Licensing) Regulations 1995, Amended 2003. By entering into this contract you agree that:-a.     you have read the terms and conditions set out in this document and agree to be bound by these terms and conditions; b.     you consent to our use of your information in accordance with our Privacy Policy; c.     you consent to the use of tracking technology as disclosed to you in our Privacy Policy; and d.     you are over 18 years of age and resident in the United Kingdom and where placing an order for services with age restrictions you declare that you and all members of your party are of the appropriate age to purchase those services.

1. Booking and payment  

When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party these booking conditions. In order to confirm your chosen arrangements, you must pay a deposit or full balance, as required by the supplier of the arrangements in question. You must also pay all applicable booking fees. Your booking is confirmed and a contract between you and the supplier will exist when we send you confirmation on their behalf Please check your confirmation carefully and report any incorrect or incomplete information to us immediately. Please ensure that names are exactly as stated in the relevant passport. As we act only as booking agent, we have no responsibility for any errors in any documentation except where an error is made by us. If you have paid a deposit, you must pay the full balance by the balance due date notified to you. If full payment is not received by the balance due date, we will notify the supplier who may cancel your booking and charge the cancellation fees set out in their booking conditions.Payment may be made by any of the following methods (i) with a credit or debit card, by cheque, (please allow 5 working days for clearance); or (iii) by direct payment to our bank account (details available upon request).Credit Card fees equal to 2.00% of the total transaction costs are payable on all bookings made through us. (American Express 3%)  Except where otherwise advised or stated in the booking conditions of the supplier concerned, all monies you pay to us for arrangements will be held on behalf of the supplier(s) concerned. 

2.  Prices  

We reserve the right to amend advertised prices at any time.  We also reserve the right to correct errors in both advertised and confirmed prices. Special note: changes and errors sometimes occur.  You must check the price of your chosen arrangements at the time of booking. 

3. Currency  Exchange Rates 

Exchange rates notified at the time of booking are guaranteed for fluctuations within a range of 5% of the quoted rate. If the currency fluctuates more than 5 % in either direction, after the booking date and before final balance is paid, we reserve the right to amend prices accordingly. 

4. Insurance  

You are strongly recommended to take out personal travel insurance for all members of your party. Some suppliers require that you do so. It is your responsibility to ensure that the insurance you purchase is adequate and appropriate for your particular needs.

5. Special requests  

If you have any special requests (for example twin room, dietary requirements, cots or room location), please let us know at the time of booking. We will pass on all such requests to the supplier, but we can't guarantee that they will be met and we will have no liability to you if they are not.  

6. Changes and Cancellations by you  

Any cancellation or amendment request must be sent to us in writing, by email, fax or post, and will take effect on the day we receive it. Please ensure that you have received written confirmation of any changes to your booking prior to travel. Whilst we will try to assist, we cannot guarantee that such requests will be met. Amendments and cancellations can only be accepted in accordance with the terms and conditions of the supplier of your arrangements.  If you or any other member of your party decides to cancel, either wholly or partly, your confirmed booking, you will be responsible for cancellation charges, as advised on the confirmation/invoice at the time of booking. Part cancellations may not be possible as reservations may be  subject to minimum stay. Cancellation is understood when you cancel a room (s) for any of the nights booked. If rooms are part of a group booking and the number of rooms fall below the minimum number of rooms required, it may result in a higher room rate . In the event of part sale of the cancelled rooms by the supplier, refund will be made on pro rata basis less an administration charge 

7. Changes and Cancellations by the Supplier  

We will inform you as soon as reasonably possible if the supplier needs to make a significant change to your confirmed arrangements or to cancel them. We will also liaise between you and the supplier in relation to any alternative arrangements offered by the supplier but we will have no further liability to you.  

8. Our responsibility for your booking  

Your contract is with the supplier and its booking conditions apply. As agent, we accept no responsibility for the actual provision of the arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the arrangements that we pass on to you in good faith.

However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to twice the cost of your booking (or the appropriate proportion of this if not everyone on the booking is affected). We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment. 

9 Passport, Visa and Immigration Requirements and Health Formalities 

It is your responsibility to check and fulfill the passport, visa, health and immigration requirements applicable to your itinerary. You must check requirements for your own specific circumstances with the relevant Embassies /or Consulates and your own doctor as applicable. Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check witandh the Embassy of the country you are visiting. For further information contact the Passport Office on 0870 5210410 or visit www.passport.gov.uk. Special conditions apply for travel to the USA, and all passengers must have individual machine readable passports. Please check www.usembassy.org.uk. For travel within Europe you should obtain a completed and issued form EHIC prior to departure.  Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit www.fco.gov.uk 

10. Complaints  

Because the contract for your arrangements is between you and the supplier, any queries or concerns should be addressed to them. If you have a problem during your stay , this must be reported to the supplier or their agent immediately. If you fail to follow this procedure there will be less opportunity for the supplier to investigate and rectify your complaint. The amount of compensation you may be entitled to may therefore be reduced or extinguished as a result.  If you wish to complain when you return home, write to the supplier. You will see their name and contact details in any confirmation documents we send you. If the matter cannot be resolved and it involves us or another ABTA member then it can be referred to the arbitration scheme arranged by ABTA. See clause 10. 

11. ABTA

We are a member of ABTA, membership number:   25281. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. We can also offer you an arbitration scheme for the resolution of disputes arising out of, or in connection with this contract. Further information on the Code and arbitration can be found at http://www.abta.com/heretohelp.shtml

12. Passenger Names 

Please note that airlines require full names as per passport. If you fail to provide names as per passport, tradefairs.co.uk will not be held responsible if boarding is denied on this account or for any additional payments required by the airlines for reissue of tickets 

13. Force Majeure 

If a reservation can not be honoured due to Force Majeure, such as war, strikes, catastrophe etc. or the threat thereof, and in the case of hotelship reservations in the event of fuel failure or closure of the waterways, Tradefairs.co.uk as well as the client are entitled to withdraw from the contract without costs where the client shall not be entitled to any claim. In case of hotelship cabins and in the event of high or low water, we retain the right to change the mooring to the nearest mooring position available, situated within reasonable distance to the Trade Fair premises. If there is no such mooring available, Tradefairs.co.uk as well as the client are entitled to withdraw from the contract without costs where the client shall not be entitled to any claim 

14. Law and Jurisdiction 

These Booking Conditions and any agreement to which they apply are governed in all respects by English law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales only (if not referred to Arbitration under clause 15 above). You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live in those places and if you wish to do so.

15. Accommodation Ratings and Standards.  

All ratings are as provided by the relevant supplier. These are intended to give a guide to the services and facilities you should expect from your accommodation. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given.