The following booking conditions, together with the information set out on the relevant Tour page of the Citylife UK website will form the contract between you and us for your holiday with us.
In this contract a reference to “you” and “your” include the lead-named person on the confirmation invoice (who must be at least 18 years old at the time of booking) and all persons on whose behalf a booking is made.
We are Citylife Nottingham Ltd, The Ingenuity Lab, Triumph Road, The Ingenuity Centre, Nottingham, England, NG7 2TU, who will be referred to as “we”, “us” and “our” (if referring to a trip).
In this agreement, the following definitions apply unless the context requires otherwise:
“Event” means any activity or day/night event which does not include accommodation.
“Meeting Point” means the place specified by us in the Tour Pack as the place we will meet and start your holiday.
“Start Date” means the date on which we meet to start your holiday.
“Tour” means a holiday or trip organised by Citylife Nottingham Ltd (us).
“Tour Pack” means whatever documents we send to you in hard or soft copy to provide information about your Tour.
2. What is in the holiday or trip
2.1.The following items are included:
2.1.1 travel from the Meeting Point to your return to the departure point (which is likely to be the same unless otherwise stated in the itinerary);
2.1.2 accommodation and meals (unless otherwise stated in the itinerary);
2.1.3 services of one or more leaders;
2.2. The following items are not included
2.2.1 return flights to the Tour destination or meeting point;
2.2.2 all other costs incurred before you board transport at the Meeting Point and after you return to the departure point;
2.2.3 travel insurance or any other insurance personal to you;
2.2.4 passport and visa costs;
2.2.5 vaccinations and medication, before, during and after the Tour;
2.2.6 food and drink over and above what we include in the Tour;
2.2.7 gratuities you choose to give, in addition to any we give on your behalf where we consider appropriate.
3. Booking your holiday or trip
3.1. You can book at any time. The contract between us comes into existence at the time of booking. You undertake to pay for the trip or holiday you have booked and we undertake to provide you with the trip or holiday we describe in the description.
3.2. 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 the contract on the basis of these booking conditions and that you and they have agreed to be jointly and severally liable to us.
3.3. If we are unable to accept your booking, we will of course return your payment to you immediately.
3.4. Where the cost to us of any part of the tour increases, we reserve the right to pass on that increase to you and to change the price of unsold holidays. We will return to you the balance if our costs change significantly in your favour.
4.1.You can pay online on our website by giving credit or debit card or Paypal details.
4.2. Alternatively, payment may be made by electronic transfer or Cash payment for which full information will be provided if requested.
4.3.If you do not pay us before the last date for payment, we reserve the right to treat your booking as cancelled.
5. Surcharges and refunds
5.1. A minimum number of participants are required in order for a Tour to be viable. In the unusual event that we cancel a tour, we shall return the full amount of your deposit or other payment.
6. Changes and cancellations by you
6.1. We will try to accommodate any change you are compelled to make, but we cannot promise to do so.
6.2. Only the person who made a booking may cancel. The cancellation takes effect from the date at which a written notification reaches our office. If you cancel.
6.3. Tickets for day trips cannot be cancelled, but may be sold to someone. Cancellation charges for weekend trips and international holidays as shown below.
6.4. We shall charge an additional sum related to the time remaining before the date of departure of weekend trips and international holidays, as follows:
Up to 56 days: Deposit plus invoiced flight cost, if any
55- 41 days: 35% of tour cost
40 – 29 days: 55% of tour cost
28 – 8 days: 75% of tour cost
7 – 3 days: 90% of tour cost
48 hours: 100% of tour cost
6.5. If circumstances force you to leave the Tour early, you will have to bear any additional costs yourself.
6.6. In any circumstances giving rise to cancellation, we will consider allowing you to transfer the money you have paid, to some other of our tours or this booking to some other person. That person must meet any conditions which may apply to the booking and you, must ask for the transfer not less than 7 days prior to the Tour Start Date.
7. Changes and cancellations by us
7.1. We reserve the right to change travel and tour arrangements. This is necessary because many of our tours involve variables which are outside our control. These include, weather, political issues, currency problems, flights and accommodation issues.
7.2. We shall tell you about small changes before departure. If we think a necessary change is important, we will tell you about it as soon as we can and give you the opportunity to either accept the change, or take an alternative holiday (paying or receiving a refund / credit in respect of any price difference), or cancel and accept a full refund.
7.3. If such problems occur during a tour, we will make alternative arrangements so as to comply as closely as possible to the description of the tour in our itinerary.
7.4. If a problem occurs which is so serious that we have to cancel a tour before the date of departure, you may choose to accept either an alternative holiday (paying or receiving a refund/credit in respect of any price difference) or a full refund of all money paid.
7.5. In certain cases we may pay compensation too, at our discretion.
7.6. We are not liable to you in any circumstances for loss or damage or loss of your holiday when:
unusual and unforeseeable circumstances arise which are beyond our control, the consequences of which we could not have avoided even with all due care; or
the change is not significant. We are not liable to pay you any additional travel or any other costs, expenses or losses which you incur as a result of any change or cancellation by us, such as changes to times of connecting flights or other travel arrangements.
7.7. We reserve the right to cancel any Tour, for which there are not enough bookings, not less than four weeks prior to departure. In the event of our cancellation, your deposit (and any other paym
ent you may have made to us) will be refunded in full, or, if you prefer, transferred to an alternative Citylife trip or holiday.
You agree that all these provisions are reasonable.
8. Payment Protection
In order to comply with the Package Travel, Package Holidays and Package Tours Regulations 1992, all payments received by us will be held in a trust account until the completion of the Tour.
9.1. We are not providing you with a travel insurance. We highly recommend you to book a personal travel insurance. We cannot approve the cover you have bought and are not responsible if it is inadequate.
9.2. Cover should be obtained not only against normal travel risks, but against additional risks appropriate to the destination country.
9.3. We advise that you should also check that any valuable optical equipment is covered either in your travel policy or your home contents policy.
10. Passport, Visa and Health Requirements
Please note carefully if travelling abroad with us:
10.1. to be absolutely safe, it is a good idea to make sure your passport is valid for at least six months after the date of return of your tour;
10.2. remember to apply for any necessary visa in good time;
10.3. check with your GP what vaccinations and medication you may require and allow time to obtain them. Details are also available from the National Travel Health Network and Centre www.nathnac.org.
10.4. If you are a national of an EC country and are taking a European tour, you should take your European Health Insurance Card (EHIC) available from main Post Offices or online. It is your responsibility to ensure that you obtain all necessary inoculations, take all necessary medication and follow all medical advice in relation to your holiday. Remember to bring certificates and confirmations with you in your hand luggage.
10.5. If you need professional medical care whilst on a tour, we will try to obtain it and inform your travel insurers as quickly as practically possible. Please ensure that you provide us with your next of kin details so that we can make arrangements for them to be contacted in an emergency.
10.6. You agree to repay to us all costs we incur in providing this assistance, including payment for any transport and telephone calls must be reimbursed to the company. We will give you a receipt on your return, for you to pass to your travel insurers.
11. Tour Information
A few days before the Start Date, we shall send you information by email relating to your Tour. This information will include:
11.1. location of Meeting Point;
11.2. climate and clothing recommendations;
11.3. any important details relevant to a particular site that we may visit;
On all our overnight trips, we will arrange accommodation as close as reasonably possible to the sites we visit. Accommodation will be in good quality hotels or hostels as stated in the trip description. Occasionally it may be necessary to use bed and breakfast accommodation. En-suite facilities will be provided wherever possible. We will discuss your exact accommodation requirements when you have made a booking, but please note:
12.1. we reserve the right to change accommodation to that stated on our website itineraries – (see below “changes of itinerary”).
12.2. single rooms are normally available at an extra cost. However, if you so wish, it may be possible for you to share a room.
12.3. accommodation in some countries will be of a lower standard than comparable accommodation in the UK.
13. Changes of Itinerary
13.1.Despite careful planning, it is possible that a site may become inaccessible due to matters outside our control, for example through natural disaster or political turmoil.
13.2. We may therefore decide to make changes to the itinerary to accommodate either of the above possibilities. We will tell you of any such change as soon as we decide to make it. If that happens, you may transfer to an alternative holiday. If your chosen alternative is of a lower price we will refund the difference. If it is of a higher price, you must pay the difference.
14. Baggage restrictions
We have to work within the restrictions laid down by any carrier we use. Policies vary from one carrier to another and from time to time. We will tell you the exact allowances and terms after you have made a booking with us.
If you have an unusual requirement, perhaps for medical reasons, do contact us and we will try to help you immediately.
15. Limitations on our liability
We want you to enjoy a perfect holiday with Citylife. We shall do our best to make your holiday special for you. Nonetheless, we must make clear the limitations in law. We are not liable to you for:
15.1. any event which happens before you board our transport at the Meeting Point or after you leave our transport at departure;
15.2. any problem arising from your failure to reach the Meeting Point on time, for whatever reason (though we would do our best to help you in any way we reasonably could). As such, we don’t refund a ticket for failure to reach the meeting point on time;
15.3. any aspect of goods or services you buy or accept other than those arranged by us;
15.4. medical problems or physical difficulties, even if you have told us about them in advance;
15.5. medical emergencies;
15.6. your own carelessness or negligence in any aspect of your behaviour whilst with us;
15.7. changes we reasonably make to an itinerary or to accommodation or any other aspect of the management of a Tour;
15.8. problems or issues which we could have resolved whilst on a Tour but which you raise only after your return.
15.9. injury, illness, death, loss (including loss of enjoyment or possessions), damage, expense, cost or other sum or claim of any description whatsoever which results from either:
15.9.1 the act or omission of you or anyone in your party;
15.9.2 the act or omission of a third party not connected with the provision of your holiday.
15.10. services we have not provided. The services and features included in your Tour are those specified in our web site. If you choose to buy other goods or services during your holiday, those are not part of the package we provide, even if arranged at your request through our Tour leader. Accordingly we are not liable to you for any happening in connection with that service or those goods.
16. Local standards
16.1. Laws, standards, culture and attitudes are different in many countries from what you reasonable expect at home. We are not responsible for standards of service, safety, hygiene and behaviour which may be lower than you are used to or which you expected.
16.2. We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we or the service supplier has not exercised reasonable skill and care.
16.3 .Please also note that we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
17. Limitation of compensation by international conventions
17.1. Where we are found liable for loss of and/or damage to any luggage or personal possessions (including money) where international convention or regulation does not apply, the maximum amount of compensation we will pay you will be £300.
17.2. Other than as set out above, and as is detailed elsewhere in these booking conditions, we shall have no legal liability whatsoever to you for any loss, damage, personal injury or death which you suffer arising directly or indirectly from any aspect of your holiday.
18. Flight and other transport delays: limit of our liability
18.1. There is no guarantee that flights, trains, ferries or coaches will depart at the time specified. If they do not, we are not liable to you for any delay or cancellation or for any failure to take what you think are the best actions to have taken in particular circumstances.
18.2. In the case of air travel, the airline is responsible for providing assistance under the Denied Boarding Regulations. We will try to keep you informed throughout the period of any delay.
18.3. Our policy if a delay occurs, is to continue with our plans until the flight (or other form of transport, if relevant) is cancelled with no suitable alternative flight being offered by the airline. However, if we considered it impossible to find a reasonable alternative form of transport, we would cancel the holiday and refund you all holiday payments.
18.4. Remember that transport and other service providers have their own booking conditions or conditions of carriage or service. You will be bound by these as far as that service is concerned. Such conditions may limit or exclude liability on the part of the relevant provider and they are often also subject to international conventions.
19. Help we need from you
19.1. Most of our trips and holidays require reasonable physical fitness and appropriate footwear. You should be prepared to walk up to a couple of miles a day, sometimes on uneven, hilly or slippery surfaces.
19.2. If at any time, it is our opinion (given by any of our staff or Tour leaders) that you are acting in a way which may cause accident, injury, discomfort or extreme displeasure to any other Tour member, we may exclude you from the programme for the remainder of the Tour. You will understand that this extreme action will not be taken lightly but may be necessary to protect the health, safety or enjoyment of other clients.
20. Specifics for all Events
20.1. Some of our events include opportunities for participants to consume alcohol at their own discretion. We urges all participants to drink responsibly and cannot accept any responsibility or liability if participants drink excessively, resulting in damages, ill health, injury or death.
20.2. All participants should be aware of their own physical or mental limitations before attending any events organized by us. People with medical conditions or who are pregnant are strongly advised not to participate in our pub crawl or club night events and must inform us of the full nature of their condition before participating.
20.3. All participants must be 18 years or older. Only official identification will be accepted as proof of age and includes: Passports, driver licences, proof of age (18 plus) cards, etc. Unacceptable identification includes photocopies, student cards and other non-government issued identification. The participant will be liable for any misinformation regarding their age.
20.4. All tickets must be purchased before you may participate in our events. Tickets purchased from any distributors (hostels, accommodation providers, online sales, etc) will be redeemed for a wristband at the starting venue/meeting point stated in the event description.
20.5. We accept no liability for participant’s behaviour and reserve the right to refuse entry or remove from events anyone who is drunk, disorderly, aggressive, abusive or anti-social. In the event of refusal or removal, we will not refund ticket prices or cover any additional costs incurred by participants as a result.
20.6. All venues (including bars and clubs), attended during any of our events reserve the right to refuse entry or remove participants from venues for any reason including drunk, disorderly, aggressive, abusive or anti-social behaviour. We accept no liability in the event of refusal or removal and will not refund ticket prices in such an event.
20.7. On all outdoor trips, we soley act as agent of the bus company and therefore are not liable for any accidents in regard to any outdoor activity. We urge all participants to follow local and national news and advice in regard to weather conditions and suitability of equipment.