Reservation Procedure
Bookings can be made directly by emailing colin@abovethearctic.com or by calling 01277 824200.
Bookings will be confirmed in writing. Our written confirmation includes an invoice for the 30% deposit, (which must be checked carefully), along with the completed booking form. All members of your party (including infants) should be included on the Booking Form and the person signing it is doing so with the consent and on behalf of all those named upon it. The person who signs the Booking Form guarantees payment to us of the total cost of the holiday booked on behalf of all persons for whom the Booking Form is completed. Upon receipt of your signed booking form and 30% deposit, we will forward requests to our respective suppliers.
Prices and Surcharges
We reserve the right to change our prices at any time. .
If changes in price increase to over 10% of the holiday price, you will be entitled to cancel your holiday with a full refund of all monies paid with the exception of any premiums paid to us for holiday insurance and amendment charges. If you wish to make a cancellation for this reason you must exercise your right to do so within 14 days of the issue date printed on the surcharge invoice.
What is included in the price
Our holidays shown on our website and our brochure clearly state what is included in the packages offered. Prices also include any accommodation or sales tax.
Not Included:
- Transfers between your home and departure airport
- Transfer of persons and luggage to and from hotels,apartments and cabins
etc., except where stated.
- Tour Conductor, apart from where specified, holidays offered are for independent travelers and no guide or tour conductor will be provided.
- Fully comprehensive travel insurance
- Meals, beverages, sightseeing programmes, unless specified.
- Visa fees
Payment
Outstanding balances must be paid no later than 8 weeks before departure. Bookings made within 8 weeks of departure must be paid in full at the time of reservation. If the outstanding balance remains unpaid, no further reminders will be issued and we reserve the right to cancel your booking and to make cancellation charges at the rates shown below. No tickets or travel documents will be issued until your balance has been paid in full.
All cheques should be made payable to Mr Colin Brunt
Visa and Passports
A valid 10-year passport is required for travel to all countries featured. Children will need their own passports.
Visas are not required for entry of any countries listed by British or Irish passport owners. For all other passport holders it remains your responsibility to check your entry requirements and comply with all rules and regulations governing entry.
Changes made by you
If you wish to change details of your booking, write to us as soon as possible. If we can accept the change, there will be an administration charge of not less than £10 per person dependent on the work involved. Changing dates, number traveling or holiday type are major changes which we may have to treat as cancellations, and will be subject to the cancellation charges as set out below. In the event of a name change, we will allow this providing no documents have been issued or at least 1 month prior to departure. In this case our administration charge will apply as stated above. On holidays where we have already entered into a contract with overseas tour operators no changes can be made without incurring cancellation charges.
Changes or cancellations by Above the Arctic
Our package arrangements are made many months ahead of schedule, and whilst we make every effort to adhere to our advertised holiday programs, occasionally we have to alter the tour as advertised.
We reserve absolute discretion to make these amendments when deemed necessary. In the rare event that we have to make a major change or cancel your holiday, we will inform you as soon as possible. In that event you have the following options:
a) if a change, accept the change.
b) to cancel, and receive a full refund of all moneys paid (except insurance premiums).
c) choose an alternative holiday, subject to availability.
If the reason for change or cancellation is completely outside our control, or that of our suppliers, i.e. force majeure, caused by such events as war or threat of war, riots or civil strife, natural or nuclear disasters, fire or adverse weather conditions, then the options above are the limit of our liability. Should it be necessary to cancel or make material alterations for reasons other than force majeure within 8 weeks of departure, the options above shall apply and reasonable compensation made increasing the nearer to date of departure.
Cancellations
Cancellations must be made in writing by the person who completed the booking form and sent to:
Above the Arctic
The Old Barn
Stubbers Farm
Mountnessing Road
Blackmore
Ingatestone
Essex CM4 ONX
The cancellation will be effective when this written confirmation is received. A cancellation fee will be
charged dependent on the period before departure date in which your letter is received. It is expressed as a percentage of the total holiday cost. This compensates us for the cost of processing your booking, advertising your holiday for sale, and reflects the risk that the holiday may remain unsold.
Days prior to departure % of total written cancellation received price forfeit
up to 60 days before arrival 0%
59-45 days prior to arrival 25%
44-30 days prior to arrival 50%
29-1 day prior to arrival 100%
Departure day or after 100%
We reserve the right to terminate the holiday arrangements of any client whose behaviour is such that we believe it is likely to cause danger, distress and damage to employees, and property of Above the Arctic Ltd, or any third parties.
Liability
The accommodation and transport are provided by independent contractors. We do not exclude or limit our liability to you for any loss or damage sustained by you as a result of the acts and/or omissions of our employees or sub-contractors. We also accept responsibility should the services we are obliged to provide prove deficient or are not of a reasonable standard. If negligence on the part of our staff, suppliers, or their employees result in illness, injury or death of you or any of your party we accept full liability. The exceptions are airlines that are subject to international conventions which limit liability.
Complaints
If you wish to make a complaint during your holiday, you must inform our local agent or supplier to ensure that appropriate measures are taken to alleviate any problems. If the complaint cannot be resolved there, a report must be completed together with comments and signature from that agent or supplier. Should you wish to follow up a complaint a copy of this report should be sent to us no later than 28 days after your holiday has ended, along with a covering letter stating how you wish the matter to be resolved. |
