Cancellation Policy
Terms and conditions Contract
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Once a booking is made and a deposit paid, your £500 deposit becomes non-refundable, you have officially entered into a contract with Escorted-Motorhome-Tours. This contract is subject to our Terms and Conditions, which you agree to by paying your deposit. The person making the booking must be at least 18 years old. It’s their duty to adhere to these Terms and Conditions.
Deposit/Balance
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On receipt of your £500 deposit, your place on the tour is secured. The remaining balance of your tour (including any single traveller supplements,) is required to be settled 15 weeks prior to the tour date. Failure to complete the payment by the deadline grants us the right to cancel your booking, with the deposit being non-refundable. In cases where the tour is booked within 15 weeks of its start date, the entire tour cost is due immediately at booking stage.
Booking
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After making the booking with your deposit, we will send you an email confirming your reservation and any further details. If you notice any inaccuracies in your or your party’s details, inform us within 7 days of receiving your confirmation. Please note that the contract with Escorted-Motorhome-Tours is established with the ‘lead’ name specified on the booking, and all communication should come from the lead person.
Tour Cost
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The tour itinerary outlines all components included in the tour cost. Expenses such as fuel, tolls, insurance, optional excursions, meals and drinks are not covered. This is a non-exhaustive list of exclusions. We retain the right to amend the price listed for each tour on our website. If there are any alterations to the published price, we will notify you upon inquiry or booking. Once the booking is confirmed and the deposit is paid, the price will remain the same.
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Itinerary and Your Responsibilities
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Our main goal is to adhere to the printed itinerary; on the odd occasions where changes are necessary, possibly at short notice. These changes could arise from various factors, including and not limited to, last-minute cancellations by our suppliers for excursions, or destinations, as well as adverse weather conditions affecting the planned itinerary. We will do our utmost to keep you informed of any alterations as they occur.
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It is crucial that you and all members of the tour adhere to the itinerary to ensure punctuality for all scheduled arrivals. Please note that refunds cannot be made on missed events.
We undertake to secure the most appropriate campsites at each destination, typically equipped with electric. However, there may be rare instances where electric is unavailable. Many campsites offer Wi-Fi, additional charges may apply, and we cannot guarantee the speed or reliability of the server. Additionally, please be aware that some campsite pitches may have trees, potentially affecting satellite reception. On occasion, we may utilize a motorhome rest area without facilities, which will be clearly stated in the itinerary, providing an opportunity to maximize your motorhome experience.
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The mileage to destinations and the total tour mileage, as mentioned on our website and tour itinerary, are approximate figures intended as a rough guide. Factors such as closures or repairs may necessitate alternative routes, resulting in additional mileage.
Throughout the tour, it is your responsibility to conduct yourself appropriately and show consideration for fellow tour partakers. Should your behaviour be deemed unacceptable at any point, you may be required to rectify the situation or leave the tour. No refunds will be issued for any uncompleted portion of the tour. While we will make every effort to accommodate your needs, we cannot be held liable if a supplier fails to fulfil specific requests.
If you cancel the tour
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The primary person, identified as the ‘lead’ name on the booking, must notify us in writing if cancellation of the booking becomes necessary. Upon receipt of the cancellation request, we will proceed accordingly to cancel the booking and confirm the action to you.
Please note the following cancellation charges:
Loss of deposit: 15 or more weeks before the tour start date
50% refund due: between 15 and 6 weeks before the tour start date
No refund due: Within 6 weeks of the tour start date
In the event of cancellation, your Travel Insurance policy, not included in your booking, provided by others, may provide cancellation cover within the terms of your policy.
If we cancel
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While we don’t anticipate to cancel the tour, a situation could arise, we will notify you within a minimum of 15 days’ notice. Should this occur, you’ll have the option to receive a full refund or transfer to another tour. If the alternative tour differs in cost, we’ll refund you the difference if it’s less than the cancelled tour, or you request a balance payment if the cost is higher. In the unfortunate circumstance of your booked tour being cancelled, we will solely refund or redistribute the funds paid for the tour itself.
Please note that we are not responsible for any additional expenses incurred by you, such as ferries, extra excursions or campsite fees. It’s important to recognize that a tour may be cancelled with less than 15 days’ notice in situations beyond our control.
These circumstances take into account, but are not restricted to, advisories from the Foreign Office against travel to a country included in the tour e.g., due to pandemic outbreaks, adverse weather conditions, terrorist activity or attacks, war or the threat of war, earthquakes or other natural disasters, industrial disputes, and demonstrations. In such cases, you will be offered a full refund or the option to transfer to another tour. If the alternative tour has a different cost, we will refund you the difference if it’s less than the cancelled tour, or require a balance payment if the cost is higher.
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For each tour to proceed, there must be a minimum number of booked motorhomes. In the unlikely event that this requirement is not met, you will be notified no less than 1 month in advance and given the choice of a full refund or the opportunity to switch to another tour. Similar reimbursement terms apply regarding any cost differences between the cancelled tour and the alternative option.
Travel insurances
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Travel insurance covering you and others in your party for the entirety of the tour is mandatory. We advise that your policy includes coverage for cancellation charges in the event you need to cancel your booking.
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Vehicle Insurance
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Ensure that your vehicle is appropriately insured for the country your visiting on the tour, this is your responsibility. Certain countries may necessitate the acquisition of ’emissions stickers,’ they are typically straight forward and inexpensive to obtain. Additionally, some countries may require motorway/toll stickers or toll tags. While we’re always available to offer guidance regarding tolls and necessary requirements, it remains the responsibility of the motorhome driver/owner to ensure they have the correct toll registration and payment method in place.
Breakdown
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We strongly advise securing breakdown insurance to provide cover in the event of a breakdown. While we are able to offer assistance to the best of our ability in the event of a breakdown, please note that we cannot delay the tour on account of this. If you are unable to continue with the tour or miss any part of it due to a breakdown, no refunds will be provided.
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Vehicle Documents and Equipment
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You will need to bring along your Driving Licence, Passport, V5C certificate, and MOT certificate where applicable. Additionally, ensure you have your Vehicle Insurance Documents, including a ‘Green Card’, as well as your Personal Travel Insurance documents. Safety items such as a warning triangle, reflective safety vests, and beam deflectors are also required.
If any other items, visas, or documents are necessary for specific countries visited on the tour, we will outline these in the tour information. It is your responsibility to ensure that your vehicle complies with the legal requirements of all countries visited on the tour and that you have hard copies of the correct documents and or equipment for each country. Please note that we will not be held responsible if you fail to have the necessary documents and equipment, and we are not able to make refunds should you be unable to continue with the tour as a result.
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Photos & Video
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Throughout the tour, we may capture photographs/video footage. Some of these photo’s and videos may be used for our marketing and promotional purposes. If you or any persons traveling with you prefer not to appear in any marketing or promotional materials, kindly notify us either before the tour commences or on the first day of the tour. Your privacy preferences will be respected accordingly.
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Data Protection
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The information you provide us is securely stored and used solely for booking purposes or for sending you details about upcoming tours or additional services we provide. Some personal information may be shared with third-party companies, such as campsites, who require the names of all members in the tour group to facilitate the booking process and ensure the necessary itinerary for the tour.
Rest assured, these companies have their own data protection policies in place to safeguard your information.
Complaints
If you have any concerns or complaints, please notify us promptly so that we can address them and we will strive for a satisfactory resolution. If you remain unsatisfied, we kindly request that you email us within 10 days following the conclusion of the tour. Please note that you must demonstrate that reasonable care and attention was not taken, as we work with various suppliers, and their actions are beyond our control.
Pets
Pets are welcome with you on a tour, If you choose to bring your pet, you are responsible for ensuring all necessary documentation for your pet to travel. It’s important to note that although pets may be allowed on the tour, not all aspects of the tour—such as certain excursions maybe pet-friendly. In such cases, refunds cannot be guaranteed if you are unable to participate. Additionally, please ensure that your pet remains under control at all times, and be mindful of other tour clients, as not everyone are comfortable around pets.
Please note: No trailers are allowed on the tour.