Booking and Cancellation Conditions

As we do not book flights we recommend you book with an authorised seller of flights that have IATA and if in Europe an ATOL bonded flight company, this ensures that your flights are financially protected. All monies paid to the company will enter a trust account, in compliance with the Package Travel, Package Holidays and Package Tours Regulations 1992 (SI 1992 No 3288), which is supervised by an independent trustee. Because you need to know what you can expect of us, and we need to know what we can expect of you, please take a few minutes to read our terms and conditions. It is essential that you take out travel insurance, as with any holiday. 

All the experiences on this company website are operated by Scott Calvin Vacations (hereinafter called 'the Company' or 'we', and are sold subject to the following conditions: 

1. Booking

To make a booking you must be over 18. The person making the booking (the “lead name”) accepts these booking conditions on behalf of everyone in their party. If we accept your booking, we will issue a confirmation email and you will have access to your account details online under your profile membership. A contract will exist between us from the date we issue the confirmation.

2. Payment

Payment for all monies due, including any surcharge, must be paid to us as instructed. If you do not pay the balance at the time of booking you will forfeit your experience reservation. Travel documents will be sent to you approximately 2 weeks before the date of the experience begins. Travel documents will not be issued unless final payment has been received and any cheque have cleared. If you miss any arrangements getting to your experience or suffer any disruption as a result of not following our instructions, we will have no liability to you. All payments to Scott Calvin Vacations are held with in a trust bank account for the financial security of the customer and Scott Calvin Vacations suppliers. All monies paid to Scott Calvin Ltd will enter a trust account, which is supervised by an independent trustee; administered by J. Baker (Magistrate). Your funds are held in this account and will not be released until you have returned from your holiday. In the unlikely event of the company becoming insolvent, your payment is protected by the company's trust account, so your peace of mind is guaranteed. This means that your money will be refunded in the event of our insolvency.

3. If you change your booking

If, after our confirmation has been issued, you
(i) make a change to your existing booking, we will charge an amendment fee per booking for each change or
(ii) wish to change to another of our experiences or change the date of the experience, we will try to make the changes, provided that notification is received in writing in a reasonable time. Any alteration, whether a change to an existing booking or a change to another experience or departure date, will be subject to payment by you of any costs imposed by any of our suppliers providing the component parts of the experience.

4. If you cancel your experience

You or any member of your party may cancel your experience at any time providing that the cancellation is made by the lead name in writing.

5. Complaint Procedure

If you have any complaint during your holiday, you must inform both your experience supplier immediately. If you are not happy with their action in response to your complaint, you should notify our office on your return, and we shall endeavour to resolve the problem promptly.

6. Claims against third parties

If you, or any member of your party, suffer death, illness or injury whilst arising out of an experience which does not form part of your package experience arrangements, we shall at our discretion, offer advice, guidance and assistance to help you in resolving any claim you may have against a third party, provided we are advised of the incident within 90 days of its occurrence. The experience supplier themselves and not Scott Calvin are liable for all standards of delivery.

7. Surcharges

Prices quoted for this programme are based on the exchange rates published by Reuters at the time of booking. The price of your experience may be subject to surcharges on the following items:
(i) transportation costs, including the costs of fuel.
(ii) dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports or
(iii) the exchange rates applied to the particular package.
Since these costs are beyond our control, we reserve the right to increase the amount of this charge at any time. We will of course inform you of any such
change should that become necessary. In view of the current volatility of world oil prices, a fuel supplement may be added to the price of your holiday at the time of booking. The ‘Local Payment’ on some trips can fluctuate occasionally - if this increases significantly we will advise you in advance.

8. Changes to your trip

Before you enter into a contract with us, we reserve the right to change any of the facilities, services or prices described on our website. If a change occurs you will be advised.

9. If we cancel your experience

Sometimes it may be necessary to cancel your experience and we reserve the right to cancel your experience in any circumstances. However, in no circumstances will we cancel your experience less than 48 hours before the scheduled experience date except for reasons of force Majeure or failure on your part to pay the balance. In case of a cancelled experience departure we strongly advise you not to book any connecting travel that is non-refundable or no changeable or incurs penalties. We will not be liable to refund any incidental costs incurred for visas, vaccinations or other travel arrangements.

10. Compensation or Liability

Our obligations, and those of our suppliers providing any service or facility included in your experience, are to take reasonable skill and care to arrange for the provision of such services and facilities and, where we or our supplier who is actually providing the service or facility, to provide them and to do so with reasonable skill and care. You must show that reasonable skill and care has not been used if you wish to make any claim.

If we have liability, we will pay you reasonable compensation. We shall have no liability where the cause of the failure to provide, or failure in, your experience or any death or personal injury you may suffer is not due to any fault on our part or that of our servants, agents or suppliers, because it is either attributable to you, or attributable to someone unconnected with your experience and is unforeseeable or unavoidable, or is due to unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which neither we, nor our servants, agents or suppliers could have foreseen or forestalled. Any other international conventions applicable to your experience. Other than a set out above, and as is detailed elsewhere in these booking conditions, we shall have no legal liability whatsoever to you for any loss or damage.

11. Independent arrangements/excursions

If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and at your own risk.

12. Health requirements

We are able to advise on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice.

13. Your contractual requirements

Once a contract exists between us you agree to accept the authority and decisions of our employees, group leaders, agents and suppliers while on the experience. If, in the opinion of any of these, your health or conduct appears likely to endanger the progress of an experience you may be excluded from the whole of, or a part of, the experience. In the case of ill-health we may make such arrangements as we deem necessary and recover the costs thereof from you. If you commit
an illegal act we shall cease to have responsibility to or for you.

14. Alterations to booking conditions

No employee or Supplier or Agent of Scott Calvin Vacations may vary these conditions or offer any refund or discount on the published price without the written consent of a director of Scott Calvin Vacations.

15. Website Photography

Any likeness or image of you secured or taken on any of our experiences may be used by the company without charge in all media (whether now existing or in the future invented) for bonafide promotional or marketing purposes, including without limitation promotional materials of any kind, such as brochures, slides, video shows and the internet.

Scott Calvin Vacations Experience

Before booking with us, take a moment to consider the challenging nature of an Experience. Travel arrangements of this kind often require a substantial amount of flexibility from you during the journey. The itineraries outlined in the brochures and on our website must be seen as an indication of our intention, rather than a contractual obligation on our part. Unforeseen local conditions or events may sometimes necessitate changes to the itinerary, accommodation or means of transport. We accept your booking on the understanding that you realize the potential hazards involved in this kind of experience, including injury, disease or loss/damage to personal property, inconvenience and discomfort. Refunds will not be given for unused services or where weather conditions did not permit your experience to take place.

Customer Sevice Contact Telephone: +44 1227 750221
Email Customer Service: ashleyspencer@scottcalvinvacations.com

Company Office Address: Scott Calvin Ltd, 1st Floor, Boughton Golf Club, Brickfield Lane, Boughton, Kent. ME13 9AJ, United Kingdom
Company Registered Address: Scott Calvin Ltd, 1st Floor, Boughton Golf Club, Brickfield Lane, Boughton, Kent. ME13 9AJ, United Kingdom
Company Registration Number: 06207320