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Group holidays: Terms and Conditions

These terms and conditions are in addition to our standard terms and conditions. Please esnure you are aware of your Key Rights.

Deposit Deadline

We require a £25 per person refundable deposit at the time of booking to secure your group space.180 days prior to departure we require an additional non-refundable deposit of £300 (Europe), £500 (Worldwide) per person.

If the requested room grade is sold out at this time, the passenger will be re-accommodated into the nearest grade available. Any additional cost for room upgrades will be the passengers’ responsibility

Passenger Name Deadline

Once the group booking is accepted and re-confirmed by us, seats will be booked, and an Invoice confirmation generated to the Group Leader, please check the details carefully and inform us immediately if anything is incorrect. Names on travel documents must exactly match those in your passports. We will review space held at 180 days prior to departure. Any name amendments after this time will result in penalties. Some airlines may require name information in advance of our policy, and you will be advised at time of booking if this differs from our policy.

Balance Deadline

Failure to remit the balance payment by the relevant due date (by cleared funds) will result in the cancellation of this booking and any seats held will be released without referral. For the avoidance of doubt even if a deposit has been paid but you fail to remit the balance by the due date, cancellation would apply, and loss of deposit incurred. 180 Days prior to departure the final names list must be sent to us including customer contact whilst overseas and emergency contact in the UK.

Minimum Group Size

There is a Group Size requirement of 8 passengers.
The price quoted is based on the group meeting the minimum Group size requirement.
Single accommodations are on a request basis and typically limited to 10 percent of the passengers travelling.
For Avalon cruises triple accommodations are not available. The final number of tour participants travelling on each coach determines the final per person tour costs. Individual cancellations may necessitate an adjustment in the per person cost.

Group Rebate

8 – 9 passengers one travels at half price

10 – 19 passengers one travels free

20 – 29 passengers two travel free

30 – 39 passengers three travels free

40 – 49 passengers four travels free

50 – 59 passengers five travels free

For 60 or more passengers, providing the group does not occupy more than 55% of the total number of cabins on the ship, additional rebates may apply

The applicable rebate will be applied to your booking. Group rebate rate is based on the double occupancy rate of the majority category sold. This does not include intra-vacation air, supplements, port taxes or gratuities.

Group rebates are non-commissionable. The group rebate applies when 8 or more passengers travel. The group rebate will be finalised at final payment.

A clergy member (pastor, priest, spiritual leader) travelling with the group of 16+ passengers can be granted a single supplement waiver. Limited to one clergy member per religious group. Some destinations/ cruises are restricted.

Not Included in Tour Price

Local airport Taxes (where applicable), Excess baggage, Meals which are not included in itinerary, All items of a personal nature. Gratuities for the Tour Director, motor coach driver and local guides are not included and can be added for the entire group at your request.

Space Limitations

Some product has space limitations and therefore Group requests are kept to a minimum.
Groups of 10 may be blocked upon receiving names and non-refundable deposits, additional spaces may be requested in blocks of 10.
These restrictions affect Avalon South America, Asia, and the Galapagos sailings, and Cosmos Tours that include National Parks, Cruises or Trains.

Avalon Charters

Our cruise ships may be chartered, group sizes of greater than half the ship may request a full or partial charter. Partial charters will share the ship with other passengers. Full charters will have the entire ship. Please contact us for more information. Additional Mekong river sailing dates may be available for chartered clients.

Optional Excursions for Group Leaders

When 20 or more passengers in the group purchase an optional excursion together, the designated group leader may earn one free rebate for that optional. To earn this benefit your group leader must be identified as such, to our office no later than 65 days prior to departure. Restrictions may be applicable on destinations and excursions not operated by the Globus Family of Brands.

Insurance

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Adequate and valid travel insurance is compulsory for all Cosmos and Avalon guests and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance for your booking by the date of departure.

Welfare

Your personal safety is of paramount importance to us and therefore it is imperative that you advise us at the time of booking of any condition, medical or otherwise, that might affect your or other people's enjoyment of the trip.

Passports & Visas’

It is your responsibility to ensure everyone travelling in the group has valid passports, and visas as required.

Cancellations Policy

180 - 90 Days                                  Deposit

89 – 60 Days                                   35% of Total Price

59 – 30 Days                                   50% of Total Price

29 – 1 Days                                     80% of Total Price

Day of Departure                            100% of Total Price