Making Your Booking
Please complete the booking form and forward it to The Ultimate Travel Company Ltd, together with your non-refundable deposit of 20% of the total holiday cost or £250 per person (whichever is the greater) made payable to The Ultimate Travel Company Limited. On occasion some tours trips may require a higher deposit, in which case you will be advised at the time of booking. If you are booking less than 8 weeks prior to departure, the full cost of the trip is payable. On receipt of your booking form and deposit we will confirm your booking in writing, then approximately 8 weeks before departure we shall send you further information relevant to the that you have booked, together with a final invoice, which will also show any surcharges due (if applicable). You must pay the invoice within 10 days of the invoice date otherwise we reserve the right to treat the booking as cancelled and apply the cancellation conditions as set out below. Your travel documents will be dispatched about 10/14 days before the trip departs.
Airlines & Other Suppliers
The Ultimate Travel Company Limited. acts only as agents for the owners of accommodation and services provided, for all carriers by air or otherwise and for road transport proprietors, and all bookings must be accepted subject to the ticket or transport conditions and regulations of the carriers or transport proprietors, and also subject to the laws of the country in which such carriage or other facility is required.
Passport, Visas & Health
All clients are personally responsible for ensuring that they have a valid passport, relevant visa/s and conform to the health regulations required by the country/s that will be visited during the trip. The Ultimate Travel Company Limited can provide a service to obtain/renew passports and visas. Advice on health requirements may be obtained from your GP, or alternatively from the Department of Health leaflet Advice on Health for Travelers, which may be obtained from us, or the Department of Health.
Prices on this website are based upon exchange rates published in the Financial Times on Monday of each week.
The price of your travel arrangements may be varied due to changes in: transportation costs e.g. fuel, scheduled air fares and any other airline surcharges which are part of the contract between airlines (and their agents) and us, Government action such as increases in VAT or any other Government imposed increases, currency in relation to adverse exchange rate variations. In the case of any small variation, an amount equivalent to 2% of the price of your travel arrangements, which excludes any amendment charges, will be absorbed or retained. For larger variations this 2% will still be absorbed for increases but not retained from refunds. In either case there will be an administration charge of £1.00 per person together with an amount to cover agents’ commission. If this means that you have to pay an increase of more than 10% of the price of your travel arrangements, you may cancel your travel arrangements and receive a full refund of all monies paid, except for any amendment charges. Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on your final invoice. Whether you cancel or not you will also be entitled, on the terms set out in respect of major changes in the ‘Alterations by The Ultimate Travel Company Limited’ paragraph below, to accept an offer of alternative travel arrangements from us if we are able to do so and compensation as set out below. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
You or any member of your party may cancel your trip at any time providing that the cancellation is made by the person who signed the booking form and is communicated in writing. As this incurs administration costs we will retain the deposit and in addition will apply cancellation charges as shown below:
The periods before departure within which written cancellation is received and the cancellation charges, shown as a percentage of the total holiday price, which will be applied are:
More than 70 days full deposit retained
More than 42 days 50% of booking total charged
More than 21 days 75% of booking total charged
20 days or less 100% of booking total charged
If you are obliged to cancel, you may, with reasonable notice, transfer your booking to a third party who satisfies the conditions required to take the tour. However, we will retain your deposit to cover the administration costs and pass on any additional fees levied as a result of the transfer. Certain tours may attract different cancellation fees. You will be advised accordingly during the booking process.
Alterations by The Ultimate Travel Company Limited.
We will do our utmost to provide the trip arrangements that have been confirmed, but we must retain the right to modify or cancel any trip, flight schedule, accommodation or arrangement, if unforeseen circumstances amounting to ‘force majeure’ arise. In such circumstance, we will inform you as soon as possible, and, should the change be such that it alters the nature of the trip, we shall give you the choice of an alternative trip or a full refund of all money paid. In recognition we will absorb all financial loss consequent upon cancellation due to ‘force majeure’. We shall not cancel any trip for reason of political tension or natural disaster unless specifically recommended to do so by the Foreign Office.
Alterations by you
We will do our best to make any alterations you may require after confirmation has been issued, subject to availability and to the payment for any increased costs relevant to the change. Any requests for alteration to an itinerary should be made in writing and signed by the signatory of the original Booking Form. If alterations are made less than 8 weeks prior to departure, an additional £50 per booking charge will be levied together with any communications costs incurred.
The prices of tours are based on a varying minimum number of passengers travelling. If this minimum number is not reached, at least 8 weeks prior to the scheduled departure date we will either, cancel the tour and offer a refund in full, or we may propose a supplementary charge to enable said tour to operate, subject to the passenger’s agreement.
We do not exclude or limit any liability to our clients which may arise from proven negligence by any person employed directly by us or by our suppliers and subcontractors, servants or agents of the same whilst acting in the course or their employment (other than air and sea carriers performing any domestic internal or international carriage of whatsoever kind) in respect of death, bodily injury or illness. Such liabilities shall be subject to English law and all proceedings shall be within the exclusive domain of the English courts. We shall endeavour to afford general assistance to our clients in the event of illness, injury or death during the period of the trip. We accept responsibility for ensuring that all parts of the trip are supplied as described and that all services shall reach a reasonable standard. These obligations and responsibilities shall be limited to where international conventions in respect of air or sea carriers apply. Naturally we cannot assume responsibility for loss or expense due to war, riots, strikes, terrorist activities or natural disaster.
It is imperative that you take out adequate travel insurance to our reasonable satisfaction. We will require you to let us have evidence of your insurance at least 8 weeks prior to departure or at the time of booking if later. We reserve the right to terminate your booking if you fail to obtain travel insurance cover. Particular care should be taken to ensure that you have adequate cover, in particular for cancellation and emergency repatriation in the event of medical problems.
Complaints & Arbitration
We will always endeavour to resolve any complaints on the spot. However, if the matter cannot be resolved, you must write to Nick Van Gruisen, Managing Director, within 14 days of the end of the trip. We will endeavour to resolve the problem as promptly as possible. In the unlikely event that the problem is not amicably resolved the case may be referred to arbitration, if the customer so wishes, under a special Scheme arranged by the Association of British Travel Agents and provided by CEDR Solve, Europe's leading commercial and workplace mediation service. The scheme provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on the customer in respect of costs. The Scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely in respect of physical injury or illness or their consequences. The Scheme can however deal with compensation claims which include an element of minor injury or illness subject to a limit of £1,000 on the amount the arbitrator can award per person in respect of this element. The application for arbitration and Statement of Claim must be received by ABTA, who will forward them to CEDR Solve, within eighteen months of the date of return from the holiday. Outside this time limit arbitration under the Scheme may still be available if the company agrees, but the ABTA Code does not require such agreement. Full details will be provided on request or can be obtained from the ABTA website (www.abta.com).
Credit Card Payments
We do have the facility to accept payment by most credit cards. Deposit payments can be made by credit or debit card free of charge. Balance payments can be made free of charge by debit or credit card.
Baggage & Personal Effects
These remain your responsibility and risk at all times.
Where applicable, a tour leader, in conjunction with the appropriate medical advice if applicable, has the right to disqualify any client at any time during the course of the tour, if considered necessary for the medical well being or safety of the individual or in the tour leader’s opinion, the client’s actions materially are affecting the enjoyment of the tour for the remainder of the group. Any decision with regard to any reimbursement for any part of the tour not completed will be decided between the Managing Director of The Ultimate Travel Company Ltd and the tour leader.
Data Protection Statement
Your Financial Protection
Book with confidence. We are a member of ABTA (ABTA No. W0745) which means you have the benefit of ABTA's assistance and Code of Conduct. We provide financial protection for your money when you buy a package holiday. If you buy other travel arrangements such as accommodation only this protection doesn't apply.
Many of the flights and flight-inclusive holidays found on this website are financially protected by the ATOL scheme. But this ATOL protection does not apply to all holiday and travel services listed on this website. Please ask us to confirm what protection may apply to your booking. If you do not receive an ATOL Certificate then the booking will not be ATOL protected. If you do receive and ATOL Certificate but all parts of your trip are not listed on it, those parts will not be ATOL protected. Please see our booking conditions for information, or for more information about financial protection and the ATOL Certificate go to www.atol.org.uk/ATOLCertificate. Relevant ATOL clauses relating to your ATOL protection have been highlighted below:
“We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).”
“If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reason of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.”
Offer Letter Terms & Conditions
- The Tailor-Made offer of £250 off per person refers to all new long-haul holiday bookings with a minimum value of £2,500 per person for two people travelling. Each additional traveller in the party will receive £125.
- Europe is not included in the Tailor-Made offer but Escorted Tours to Europe are included.
- The Escorted Tour offer of £250 per booking applies to all such tours run by The Ultimate Travel Company and does not include Wild Insights tours.
- There is an expiry date for the offer, the actual date of travel is not relevant. Please check the back of the vouchers enclosed with your letter for the book by date.
- A cheque will be sent for the total value of the discount on receipt of the booking form and deposit for the Tailor-Made offer and 6 weeks before departure for the Escorted Tours offer.
- Offer is valid for bookings made directly with The Ultimate Travel Company. Offers are not valid in conjunction with any other promotions offered by The Ultimate Travel Company.