Booking Terms and Conditions
In the following terms & conditions, “HN”, “we”, “our” and “us” refers to Impact Leisure Ltd. (Hen Nation’s parent company). The words “you” and “your” refers to the person making the booking and “group” refers to you and all the people travelling with you. It is assumed that you are the main contact for the group and that all correspondence will take place between you and us.
When making a booking with us, you must send us details of your group numbers, dates and activities and pay the required deposit. Your contract with HN shall not come into existence until we issue you with our confirmation e-mail or invoice that confirms the receipt of your deposit. By making a booking with us, it is assumed that acceptance of these terms & conditions is understood. As the person making the booking, it is your responsibility for making all parties in your group aware of these conditions.
A deposit of 25% of the total cost of the booking or 200 GBP is required, whichever is less. Reservations cannot be confirmed until receipt of this deposit. If the deposit is not paid in time it may not be possible to proceed with your selected itinerary. For certain packages, you may be required to give a credit card guarantee to the hotel, against cancellation. To make the deposit we will send you a credit card authorisation form which you need to fill out and fax back to us on this number: 0036 1 346 0187. Once we have confirmed the booking to you and we have either received full payment or payment of a deposit, confirmation of reservation will be forwarded to you. Once bookings have been confirmed, we charge a cancellation fee equal to the 25% deposit or 200 GBP for each person cancelling. Payment can only be made by the person making the booking, or someone nominated as group leader. Individual payments cannot be accepted.
The deposit that you have paid secures your booking, and guarantees price and availability.
The remaining balance is due in cash on the day of arrival in your chosen destination, and is to be paid to your guide. This is paid in GBP/English Sterling, though if you prefer to pay in Euros or local currency we can accommodate this too.
The balance may be paid by bank transfer and/or credit or Visa Debit card. A surcharge of 3.5% is incurred on all payments made other than the deposit. To make any balance payments before your arrival, please call us on 0845 686 0619. This must be paid no later than 7 days prior to arrival.
We will quote the price for your selected itinerary at the time you make your reservation. Once you have paid your deposit and received our confirmation, the price of your itinerary arrangements is fully guaranteed and will not be subject to any surcharge, except in the case of major currency fluctuations. We reserve the right however to lower or raise our prices at any time before the booking is accepted.
MAKING CHANGES TO THE BOOKING
Changes are free until confirmation of payment and of deposit. Please note: after the changes are applied to your booking, your quoted price will be recalculated based on the current prices on our website on the date your changes are confirmed. If, after our confirmation invoice has been issued, you wish to alter your itinerary arrangements in any way we will do our best to help, providing that we receive written notification from the person who made the booking no less than 45 days before the original date of departure. Please note that if the number of persons in a booking changes, the travel prices will be recalculated on the basis of the amended party size. Also note: if your activities change, your total price will be recalculated based on current prices on our website on the date your changes are confirmed.
CANCELLATION POLICY – Changes made by you
You may cancel your booking at any time. Written notification from the person who made the booking must be received by us. Since we incur administrative costs in cancelling your booking, you will be required to pay the applicable cancellation fees:
– Cancellations are free until confirmation of payment of deposit.
– Your deposit is non-refundable
– Cancellations made within one month and up to 15 days before your arrival – a cancellation fee of 50% of the total cost will be charged
– Cancellations made within 14 before your arrival – a cancellation charge of 100% of total cost will be charged
– Your credit card will be charged in the event that you fail to arrive or fail to pay in full
Your credit card will also be charged in the event you fail to show up or refuse to pay for any pre-booked activities or weekend packages during your stay.
CHANGES MADE BY US
We may be planning your itinerary arrangements many months in advance, and although it is very unlikely, it may sometimes be necessary for us to make amendments to your booking. We reserve the right to change any supplier at any moment, where we believe levels of service or value are not being upheld, or for any other reason. Although we will always try to advise you of these minor changes before you depart, we face no obligation to do so. Force Majeure: Compensation will not be payable if we are forced to cancel or change your travel arrangements in any way for reasons of war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, adverse weather conditions or other circumstances relating to force majeure.
Activity suppliers reserve the right to refuse service to anyone under the influence, deemed incapable of taking part in the activity or acting in an unruly manner – no refund will be given in this case. HN guides have the right to refuse clients to board transport provided for activities if the client is too drunk and/or being unruly. No refund will be given in this case.
Accommodation suppliers reserve the right to kick you out of your rooms (i.e. pack up and leave the premises) for unruly behaviour, distruction of property, harrassment of employees or other guests. No refund will be given. Accommodation suppliers also reserve the right to involve local authorities in these cases. We are not responsible for finding you new accommodation.
Verbal or physical harrassment of our local representatives (guides) will not be tolerated. HN guides reserve the right to leave a group at any given time they feel harrassed. No refund will be given.
We accept responsibility for the acts and/or omissions of our employees, agents and suppliers EXCEPT where they lead to death, injury or illness. In all cases, you must first seek compensation from the primary supplier (Hotel or Activity provider). Our liability in all cases shall be limited to a maximum of the price of your itinerary arrangements. We accept no liability for any accident that occurs while any of your group is under the influence of drink or drugs. In some cases persons in your group may have to sign disclaimer forms before commencing certain activities.
PERSONAL INJURY UNCONNECTED WITH YOUR BOOKED ITINERARY ARRANGEMENTS
If you, or any member of you party, suffer death, illness, or injury whilst overseas arising out of an activity which does not form part of your package itinerary arrangements or an excursion arranged through us, we shall at our discretion, offer advice, guidance and assistance to help you in resolving any claim which you may have against a third party, provided we are advised of the incident within 90 days of its occurrence.