Terms & conditions
Making Your Booking
Please complete the booking form and forward it to Nikolai Travel, together with your non-refundable deposit of 30% of the total holiday cost. On occasion some tours and trips may require a higher deposit, in which case you will be advised at the time of invoice. If you are booking less than 8 weeks prior to departure, the full cost of the trip must be paid within 10 days of the invoice date we reserve the the right to treat the booking as invalid and apply the cancellation conditions as set below.
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
Nikolai Travel. 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. Nikolai Travel can provide a service to obtain/renew passports and visas. Advice on health requirements may be obtained from your doctor, or from the Department of Health.
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 refund of the money 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 issued 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 Nikolai Travels’ 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 60 days 50% of booking total charged
- More than 15 days 75% of booking total charged
- 14 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 taking that trip, but we will retain your deposit to cover the administration cost for the transfer.
Alterations by Nikolai Travel
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 €100 per booking charge will be levied together with any communications costs incurred.
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 Dutch law and all proceedings shall be within the exclusive domain of the Dutch 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 Nathan Boomsma, 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.
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 also be made free of charge by debit card but will attract a fee of 2% of the value of the relevant payment if made by 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 Nikolai Travel and the tour leader.
Data Protection Statement
Please be assured that we have measures in place to protect the personal booking information held by us. This information will be passed on to the principal and to the relevant suppliers of your travel arrangements. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law. Certain information may also be passed on to security or credit checking companies. If you travel outside the European Economic Area, controls on data protection may not be as strong as the legal requirements in this country. We will only pass your information on to persons responsible for your travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary/religious requirements. (If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we will be unable to provide your booking. In making this booking, you consent to this information being passed on to the relevant persons.) Full details of our data protection policy may be found in our Privacy Poliy.