Please read these carefully as bookings with Orkney Archaeology Tours are accepted only in accordance with the conditions below. When you make a booking with us you are deemed to have accepted these conditions. In particular please note what is and is not included in your holiday with us. N. B. in the following ‘holiday’ should be read to mean ‘holiday or private tour’.
1 PAYMENTS FOR YOUR HOLIDAY: a booking must be made in writing using our booking form, and include a non-returnable deposit of £400 per person. If you are booking less than 90 days before your holiday, full payment will be necessary immediately. We will send you a confirmation of your booking, at which point the contract between us comes into existence. You have undertaken to pay for the holiday you have booked and we have undertaken to provide you with the holiday we describe in the brochure. Your contract with us shall be subject to Scottish Law. If you make a booking on behalf of others as well as yourself, we shall take it that you have the authority of each of those other people to enter into that contract and that you and they have agreed to be jointly and severally liable to us. If we are unable to accept your booking, we will return your payment to you immediately. Payment of the balance is due 90 days before arrival, and we will invoice you for this approximately one week beforehand. We reserve the right to cancel any booking for which full payment has not been received 90 days before arrival, and to levy cancellation charges as set out in clause 2 below.
2 CANCELLATION BY YOU: if you cancel your booking, we must be informed by telephone, letter or e-mail immediately. The cancellation only takes effect from the date at which the notification reaches us, and the following cancellation penalties apply:
Up to 90 days before arrival date: Loss of Deposit
89 – 69 days before arrival date: Loss of 40% of total holiday price
68 – 48 days before arrival date: Loss of 50% of total holiday price
47 – 35 days before arrival date: Loss of 60% of total holiday price
From 34 days before arrival date onwards: Loss of 100% of total holiday price
3 CHANGES: subject to availability you may change your holiday dates up to 90 days before arrival. If we do not have availability to make the change you require then you may either cancel your holiday, in which case our standard cancellation terms apply, or substitute another person to take your holiday as booked at any time up to your arrival date.
4 CANCELLATION BY US We do not operate a minimum numbers policy on our holidays and therefore will not cancel your holiday for this reason. If we have to cancel your holiday for any other reason we will refund your full payment. N.B. we are not legally responsible for any consequential loss you may suffer if we have to cancel your holiday e.g. travel expenses etc. and you should ensure you have adequate travel insurance to cover this eventuality.
5 HOLIDAY ITINERARY: We will do our very best to visit all the sites and attractions we have promised you in your holiday itinerary but we are not liable if exceptional circumstances outside of our control prevent this. Such circumstances include, but are not limited to, industrial action, technical problems with transport, unscheduled site closure, severe weather conditions etc.
6 INCLUDED IN YOUR HOLIDAY: all meals, accommodation, entry fees and travel as part of the tour are included in your holiday. Meals consist of breakfast and à la carte dinner at your hotel from your arrival night onwards, with soup, sandwiches, cakes, tea and coffee lunches whilst on tour. Bottled water is provided in the tour vehicle. All accommodation is en-suite and non-smoking.
7 NOT INCLUDED IN YOUR HOLIDAY: travel to and from Orkney and to and from your hotel on arrival and departure is not included in your holiday. Drinks except water are not included i.e. you are responsible for your own hotel bar bill. Hotel extras, such as laundry, phone calls and additional food to that detailed in clause 6 above, are not included.
8 INSURANCE: we carry tour operators’ professional indemnity and public liability insurance as required by UK law. We strongly recommend that you take out appropriate travel and holiday cancellation insurance in respect of your holiday with us.
9 COMPLAINTS: any complaints relating to your holiday must be reported to us immediately, and we will do our best to resolve the problem. If you are still dissatisfied you must put your complaint in writing to us no later than 30 days after departure.
10 DIETARY REQUIREMENTS: please inform us of your dietary requirements particularly any food allergies you may have at the time of booking. We will notify the lunch venues and hotel of your requirements but please note you must also take care to check with the hotel staff that any menu choices you make are safe for you to eat.
11 HEALTH AND FITNESS: you must be reasonably fit and healthy to take part in one of our tours, which involve some walking, sometimes over rough terrain, whilst entry to some sites entails crouching or crawling. Please refer to the detailed information in our brochure regarding health and fitness requirements. We can accept no liability for your inability to take full part in your holiday due to health or fitness issues.
12 ASSISTANCE DOGS: we welcome registered assistance dogs, please let us know on booking if you will be accompanied by yours, and if you would like suitable dog food or bedding to be available. We regret that we do not allow pet dogs on our tours.
13 PACKAGE TRAVEL AND LINKED TRAVEL REGULATIONS 2018: The combination of travel services offered to you is a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations. Therefore, you will benefit from all EU rights applying to packages. Orkney Archaeology Tours will be fully responsible for the proper performance of the package as a whole. Additionally, as required by law, Orkney Archaeology Tours has protection in place to refund your payments and, where transport is included in the package, to ensure your repatriation in the event that they become insolvent. More information on key rights under the Package Travel and Linked Travel Arrangements Regulations 2018 may be found by clicking here.
14 PRICE INCREASES: We will not increase the price of your tour due to our suppliers increasing their costs or rising fuel prices but will bear those increased costs ourselves. The price you will pay for your holiday is the price agreed on booking and detailed in your booking confirmation.