Booking Conditions. Go West (Leicester) Ltd. Terms and Conditions of Business.

THE COMPANY

These Booking Conditions apply to all bookings made with Go West (Leicester) Ltd ,  Weston House, 18-22 Church Street, Lutterworth, Leicestershire, LE17 4AW, United Kingdom, herein referred to as  ‘Go West’, by other parties herein referred to as ‘the Agent’ or ‘you’.

GENERAL

By following these guidelines, you will help us to provide the best possible service to you and your passengers. Unless otherwise stated in writing the information on this sheet applies to all Go West quotations and bookings, in conjunction with the Go West Booking Conditions (which can be viewed at www.gowest.co.uk). Any questions about the content of quotations, the information in this sheet or the Go West Booking Conditions should be raised with us at the time of making an enquiry.

ACCURACY OF INFORMATION

At the time of writing all information on the Go West website and in other published material is considered accurate. Whilst we will endeavour to amend and advise of any changes, we cannot be held responsible for inaccuracies in descriptions of any services. If at any time you wish us to re-check a description, please ask and we will be happy to oblige.

PRICES

All prices quoted are subject to availability. If numbers fall below the minimum stated by Go West in the quotation, any price increases will be borne by you. Go West reserves the right to review prices due to exchange rate fluctuations or governmental action bringing about price increases (such as a change in VAT, taxes or increases in petrol prices etc.). All prices quoted include service charges and VAT if applicable. In some cities, local city taxes are payable directly to the hotel on arrival. In such cases this will be advised in our quotation.

BOOKING PROCEDURES

All bookings must be requested in writing by letter or email to one of the Go West offices. Go West will reply with a written quotation. When full payment for the booking has been received by Go West, final confirmation is made in writing by the issue of vouchers for the services confirmed as booked. All bookings are subject to availability until vouchers have been issued. 

SPECIAL REQUIREMENTS

Any special requirements should be requested at the time of booking. Please note that provision of special requirements cannot be guaranteed but Go West will make every effort to ensure that the supply of services provide for such special requirements wherever possible.

ACCOMMODATION BOOKINGS

1.      OPTIONS AND RELEASE DATES

Accommodation listed as held on ‘option’ will be held until the ‘option release date’ stated. If the booking has not been confirmed by you in writing by the option release date shown in our offer, the accommodation will be released back to the provider and Go West may not be able to obtain the same price and /or accommodation on subsequent confirmation.

2.      ROOMING LISTS

Whenever possible please forward details of rooming lists to Go West upon confirmation of a booking. Please show clearly which passengers are sharing rooms and the room type they require (e.g. twin, double, child/children in room with extra bed, on separate bed). Final rooming lists are required as soon as possible and no later than 2 weeks prior to travel. If a group has specific room requirements these must be advised at the time of confirmation of the booking. Once a rooming list is sent to Go West, any additional bookings and changes should be on a “request” basis and cannot be guaranteed. Please specify any dietary requirements or allergies of individual passengers on the rooming list.

3.     ITEMS NOT INCLUDED

Our tours do not include items of a personal nature such as laundry, room service, telephone charges or other hotel extras. All passengers are responsible for settling any such costs incurred before checking out of each hotel.

CHANGES AND AMENDMENTS TO BOOKINGS

1.    CHANGES BEFORE THE TOUR

We understand that sometimes changes will need to be made to a booking after payment has been made due to unforeseen circumstances, and we will always do our utmost to ensure these are fulfilled. In our experience making some changes can be time-consuming, so at our discretion we reserve the right to levy the following charges:

• From 35 to 14 days before arrival: after payment for the booking has been made, any changes may be subject to an administration charge of £50 per booking / change plus supplier charges for any further costs incurred as a result of the change.
• Changes within 14 days of arrival date:  GBP 100 / booking /change may be surcharged, plus any supplier charges, or no changes can be made depending on service booked.

2.      CHANGES DURING THE TOUR

All changes or additions must be notified in writing to us by you with as much prior notice as possible. We will not accept any changes made by a Tour Leader or any member of the group via a phone call. Where changes/additions incur an extra charge, you must agree in writing to pay the additional charge before Go West will proceed with any amendments.

CANCELLATIONS BY YOU                                                                                                             

1.      FIT & SMALL GROUP ( 1 to 9 pax )

Cancellation can normally be made up to 7 days prior to arrival. However, some hotels require earlier notification of cancellation and in these cases, you will be advised of cancellation terms when we confirm your booking to you. Cancellations made within the cancellation deadline will incur a minimum 1-night cancellation charge subject to our agreements with the suppliers in question.

2.      GROUPS (10+ pax)

Up to and including 31 days before arrival; no charge applicable unless a non-refundable deposit has been paid or one or more services (e.g. football tickets or tickets for a show/special event) have been confirmed as booked. In these cases, the deposit and /or any cancellation charges due to the supplier(s) will be payable by the Agent.

30 to 8 days before arrival; the Agent is liable for any cancellation fees payable by Go West to its suppliers, plus a discretionary administration charge advised at the time of, or shortly after, cancellation. Go West will always strive to avoid cancellation charges from suppliers wherever possible.

Less than 7 days before arrival; for cancellation of the whole group less than 7 days before arrival 100% cancellation charges apply.

In all cases of cancellations by you, Go West reserves the right to charge an administration fee equating to a maximum of 7.5% of the booking value where we deem that a significant and above average amount of work has been carried out in booking services on your behalf.

In the event of cancellation due to ‘force majeure’ (including but not limited to fire, earthquake, flood, bad weather, epidemic, pandemic, strikes, riot, act of terrorism, civil disturbance, war) the Agent is liable for any loss of monies paid to suppliers by Go West either during, or in advance of, services being provided to the group. Go West will always strive to recover such monies wherever possible.

CANCELLATIONS / AMENDMENTS BY GO WEST

We will do our best to provide the tour arrangements that have been confirmed, but we must retain the right to modify or cancel accommodation or any arrangement, if unforeseen circumstances amounting to ‘force majeure’ arise (included but not limited to fire, earthquake, flood, bad weather, epidemic, pandemic, strikes, riot, act of terrorism, civil disturbance, war).  In such event, Go West shall use any reasonable endeavours to provide alternative arrangements or refund any sums paid if they are refunded by Go West’s suppliers.

We shall not cancel any tours for reason of political tension or natural disaster unless specifically recommended to do so by the Foreign Office.

PAYMENT

1.      DEADLINE

Payment must be made in the currency of the invoice unless otherwise agreed in writing by Go West. Full payment must be received no later than 35 days before the commencement of services, otherwise Go West may be forced to release any held services in order to avoid cancellation charges.

Some suppliers may require an advance deposit in which case we will advise you as soon as it is brought to our attention.

2.      BANK TRANSFER PAYMENTS

If you make a payment by bank transfer a copy of the bank transfer document needs to be sent through to Go West at the time of making payment. All costs of transmitting payment to Go West must be borne by the sender.

3.      CREDIT CARD PAYMENTS

Credit card payments can only be made in GBP currency. If a booking was quoted in EUR or USD, Go West will advise a correct exchange rate at the time of the payment.

RESPONSIBILITY / LIABILITY

1.      GO WEST LIABILITY

Go West’s responsibility is limited to the actions of Go West employees only. You are responsible for providing Go West with accurate information about passengers and their desired tour arrangements and to advise passengers of any changes. If, for any reason beyond the control of Go West, a change to the programme or accommodation booked is necessary, this will be made in the best interests of the passengers. Go West will notify you accordingly and endeavour to make alternative arrangements of the same standard if this is possible. Go West cannot accept liability for the actions of any suppliers.

2.      AGENT/PASSENGER LIABILITY

The Agent will be directly liable for any damages that the passengers cause to third parties during the trip. Should any third party have any claims towards Go West for any damage caused by a

passenger during the trip, the Agent undertakes to be liable and not hold Go West accountable for any such claims and damages. Baggage & Personal Effects are the passengers’ responsibility at all times.

QUALITY OF SERVICES/COMPLAINTS

At Go West we aim to provide top quality services at all times. If, however a complaint does arise, you or the passenger or Tour Leader must advise Go West immediately so that prompt efforts can be made to resolve the situation. Please note that Go West operates a 24-hour emergency service with emergency numbers given on each voucher. Any unresolved complaints must be advised in writing to us no later than 10 days after departure for any claims to be considered. Failure to take either of these steps will prejudice the ability of Go West to resolve any problem and / or investigate it fully. This in turn means that (other than for exceptional circumstances) any right to compensation you may otherwise have had against Go West or any supplier may be substantially reduced or nullified.

TRAVEL INSURANCE

It is imperative that passengers take out adequate travel insurance. Particular care should be taken to ensure that passengers have adequate cover, in particular for cancellation and emergency repatriation in the event of medical problems. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects.

PASSPORT AND VISAS

Passengers must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which they will visit during their tour. The passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that each passenger has the correct documents; Go West will not be held responsible if any passenger is refused entry to a country due to the lack of correct documentation.

TOUR MANAGERS / TOUR LEADERS

The decision of the Tour Manager or a Tour Leader is final on all matters likely to affect the safety or well-being of any person participating in the tour.  We reserve the right that where applicable, a Tour Leader/Tour Manager has the right to disqualify any client at any time during the course of the tour, if it is considered necessary for the medical well being or safety of the individual or in the Tour Leader’s opinion, the passenger’s actions are materially affecting the enjoyment of the tour for the remainder of the group.

DATA PROTECTION

Go West takes full responsibility for ensuring that proper security measures are in place to protect your passengers’ information. We must pass the information on to the relevant suppliers of your travel arrangements such as hotels, restaurants etc. The information may also be provided to security checking companies, public authorities such as customs / immigration if required by them, or as required by law.

Go West will not however, pass any information onto any person not responsible for any part of travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary / religious requirements

COVID-19

Relevant COVID-19 information will be provided before arrival. Please read through the latest information to be fully up-to-date on the current rules and restrictions.