TERMS & CONDITIONS FOR SOCIETY TRIPS                                                                      Version 9   22/05/2024
Hertfordshire Constabulary Great War Society (The Society) is a member Society of the Hertfordshire Constabulary Sports and Social Club. Trips organised by The Society are done so on behalf of its members and authorised guests. The Society are not members of any travel association, such as ABTA, so individuals should protect themselves with insurance. The Society is run on a 'not for profit' basis and any surplus made from trips is put back into Society funds.

1. At the time of asking for a booking to be made on your behalf you must complete and sign a booking form agreeing to accept these Terms and Conditions. The person making the booking accepts full responsibility for paying for all persons named on the booking. Your booking is binding on receipt of the booking form received either via email or post or your deposit. We reserve the right not to proceed with any booking at any time.
2. Booking forms. You must provide accurate data on the booking form, any inaccuracies are your responsibility, and later amendments which incur charges from suppliers will be passed on to you. Passengers must have current passports which are valid for dates shown on booking form .
3. Deposits and payment. No booking can be accepted unless accompanied by a deposit, as advised by The Society, per person travelling. Payment of the outstanding balance is due by the balance due date notified to you at the time of booking.  If the final balance is not made by the due date The Society reserves the right to treat your booking as cancelled and you will be liable to pay full charges unless a suitable replacement can be found *Please note all deposits are non-refundable* unless otherwise stated on the booking form.
4. Price change. Prices set at time of booking may be subject to variation due to matters outside our control. The Society will do all it can to avoid passing any increases on to you.
5. Changing a booking. If you need to alter any of your travel arrangements specified on your booking form after paying a deposit or full amount, we will do all we can to accommodate your needs. Any other fees we may incur making the alterations will be charged to you.
6. Cancellation. If you wish to cancel after your booking has been confirmed you must inform The Society in writing as soon as possible. The Society reserves the right to charge you a cancellation fee set by The Society. Please note, as at point 3, deposits are non-refundable. No refunds for cancellations made on or after departure date can be given. You may be able to claim under your travel insurance and should apply to them direct.
7. Insurance. It is a condition of travel that adequate personal travel insurance is held by all travellers. Proof of Insurance cover is required by The Society by the date specified on the booking form. Failure to notify The Society of Insurance details by this date WILL mean cancellation of your booking, WITH NO REFUND. An EHIC should also be carried but is not an alternative to Travel Insurance. The nature of the places we visit will mean that there will be steps, rough ground, ladders and other obstacles to mobility. Every member and guest are responsible for their own personal safety throughout the trip and the Society will not be held liable for any injury or illness. Members and guests with disability or infirmity are welcomed on trips and reasonable adjustments will be made to accommodate them.  Any additional requirements for care or costs for this must be agreed, prior to booking, by the Society Committee. Members should ensure their travel insurance provides adequate Covid cover.
8. Your responsibilities. It is your responsibility to ensure you and your party meet all specific Visa, Passport, Covid and any other entry requirements for any country you travel to while on a Society trip. We accept no responsibility if you or a member of your party are delayed or cannot travel because you have not complied with any such Passport, Visa, Covid and any other entry requirement. We are not liable for any cost incurred by failing to meet these requirements and no refunds will be given. You are responsible for the behaviour of yourself and anyone in your party. We reserve the right to remove you or any of the party from a tour at any stage if your / their behaviour or demeanour is disruptive, dangerous or annoying to other travellers or The Society. It is your responsibility to ensure you meet all group rendezvous points, our guides will take reasonable steps to find you should you not appear at a rendezvous, but after a reasonable time of waiting, they will leave without you. No refund or payments of any costs to you will be made under these circumstances.
9. Your Trip. We will arrange various aspects of your trip as confirmed to you. Included items will be as per the Itinerary, which may change until the date of departure. Unless stated this will include travel from an agreed pick-up point, hotels on a notified board basis, tour guide, and scheduled museum fees, as notified.
10. Changes to the trip. It is unlikely that we have to change trip details but sometimes changes are unavoidable. Minor changes within the itinerary may be made at our discretion for administrative reasons or in the interest of other passengers. If the change is major (e.g., involves a delay in departure of more than 24 hours or a change to a lesser standard hotel) you will have the choice of accept the changes or cancelling with a refund, but this refund will not include any deposit already paid.
11. Force Majeure - (This includes Riots, War, Terrorist activity, industrial action, fire, adverse weather, pandemic and epidemic diseases and technical problems with transport) This means we will not pay any compensation if we cancel or change your trip due to unforeseen unusual circumstances beyond our control, which could not have been avoided.
12. Minimum numbers. If the number of bookings received does not meet the minimum required to operate the trip 6 weeks before the journey The Society will inform you of the cancellation and give you a full refund, less any costs incurred by The Society.
13. Travel Timings. Channel crossings, flight details and other timings are given as a guide only and are subject to change by the carriers’ procedure’s, often at the last minute. The Society are not liable for any such changes or any costs incurred.