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Guided butterfly, botanical & birdwatching holidays
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Terms & Conditions

The following Terms and Conditions form the basis of your contract with us. Please read them carefully as they set out our respective rights and obligations and by signing the booking form you will be bound by them.

Your booking

A completed and signed booking form must be sent to us, along with the deposit payments. If a booking is made within 90 days of the departure date full payment will be required.

The booking form must be signed by the authorised person making the booking on behalf of their party. He / she must be at least 18 when the booking is made. By signing the booking form the authorised person confirms themselves as party leader and assumes responsibility for making all payments to us. For any party members that are under 18 when a booking is made a signature will also be required from their parent or guardian.

On receipt of your booking form and appropriate payments we will send a booking confirmation (subject to availability) and an invoice for any outstanding payments due, to the party leader. Please ensure you check the details thoroughly and contact us as soon as possible if any information is incorrect or omitted.

The balance for the holiday must be paid at least 90 days prior to the departure date. If we do not receive all payments due by that date we reserve the right to treat your booking as cancelled by you and retain all deposits and payments paid.

Cancellations by you

If you or any member of your party wishes to cancel a booking we must be notified in writing, with a signature from the party leader who made the booking. Your cancellation will be effective from the date we receive your letter. We advise you to take out the appropriate travel insurance when you book, to protect yourself from this possibility.

We bear costs from the moment we confirm your booking, therefore the cancellation charges set out below will apply:

More than 70 days Deposit only
70 – 45 days before departure 50% of total holiday cost
44 – 30 days before departure 75% of total holiday cost
29 days or less before departure 100% of total holiday cost

Changes by you

If you wish to make any changes to your booking you must notify us in writing as soon as possible. We will do our best to assist but we cannot guarantee meeting your requests. If we can there will be a small administration fee of £50 per person will be payable, along with any costs or charges we incur from our suppliers due to the changes made.

Cancellations and changes by us

We always do our utmost to avoid any changes or cancellations. However, we must reserve the right to do so. If we have to make changes to the itinerary, leaders or accommodation, we will inform you prior to the departure date. If the change is major we will offer you the choice of:

1. Acceptance of the change

2. An alternative holiday of the same standard – If same price no charges will be made, if less we refund the difference, if more expensive you pay the difference.

3. A full refund

A major change includes a significant change in accommodation standard for either part or whole of the tour or a significant alteration to the tour itinerary.

We reserve the right not to operate a holiday for which there are insufficient guests 60 days prior to the departure date. In the unlikely event of this happening you will be given the option to make an alternative booking or take a full refund. If the holiday has to be cancelled within 60 days of departure because of ‘force majeure’ (includes war, strike, riot, acts of God etc.) you will be given the option to make an alternative booking. Where the maximum number of guests on one of our holidays has not been met but is short by 1 or 2, and a party of 2 or 3 guests wish to book a holiday, then we reserve the right to exceed the maximum number of guests by this number.

The cost of a holiday

We reserve the right to make changes and corrections to any errors in advertised costs at any time before your booking is confirmed. We will advise you of errors and corrections that we are aware of at the time of booking.

Insurance

All guests must be covered by insurance prior to departing on a holiday and preferably from the time of booking. This must cover you fully against the cost of cancellation by you, medical care and repatriation should you become too ill to continue the tour and must also cover you against costs of air evacuation from remote locations. You should also note that passenger liability insurance covering the vehicles we use may be inadequate. Therefore, it is important that your insurance is sufficient to provide for your dependants in the event of an accident. It is your responsibility to ensure that your insurance cover is appropriate. please send us the details of your policy number, its expiry date and details of the medical and repatriation cover provided.

Special requests

Please ensure you complete the applicable section for dietary or other special requests on the booking form. We will endeavour to meet requirements but cannot guarantee it or accept any liability associated with such requests.

Medical

Please ensure you notify us of any known medical conditions or disabilities which could affect your holiday with us that any member of your party has before you confirm your booking, to enable us to advise you if the chosen arrangements are suitable. This information must be given to us in full and in writing at the time of booking. If we feel unable to accommodate the needs of the person or persons concerned, we reserve the right to regretfully decline their booking.

Passports and health documents

If you or another member of your party is not in the possession of a full and valid British passport we recommend that you apply for one at least six weeks prior to the tour departure date. For all other nationalities, please consult the appropriate governing authority for travel documentation and take action accordingly.

For tours in the European Economic Area (EEA) you should acquire an (European Health Insurance Card) EHIC prior to departure.

It is the party leader’s responsibility to ensure that all members of the party possess the necessary travel and health documents before departure.

Behaviour & smoking

Please ensure that you listen to, accept, and follow, any instructions given to you by your holiday leader, particularly safety instructions.

Guests must accept full responsibility for any damage or loss caused by themselves or another member of their party in the accommodation. Any payments due for such damage or loss must be paid directly to the accommodation owner or manager. Any subsequent claims made against us as a result of non-payment will be the sole responsibility of the guest or member of their party involved, including all legal costs (both ours and those of the other party).

If we or another person in a relevant authority are of the opinion that a guest or another member of their party behaves in such a manner as to cause or be likely to cause distress or danger to any third party or flora and fauna we are entitled (without notice) to terminate the tour of the person(s) involved. If this happens the person(s) will be required to leave the accommodation and we will have no further responsibility towards them. We will not pay any costs associated with any of their travel arrangements or other expenses and no refunds will be made.

Most of our guests are non-smokers. Naturally we expect guests to have consideration for others and so we insist that smokers do not smoke in confined spaces, such as vehicles, at dining tables or in a shared bedroom. We also insist that nobody smokes near to the rest of the group, including whilst watching wildlife.

Complaints

In the unlikely event that you wish to make a complaint during a tour you must immediately raise it with your holiday leader. If your complaint relates to a service supplier (e.g. accommodation) please ensure that you inform them directly. In all cases our holiday leaders will do their best to help solve any problems and in almost all cases the situation can be resolved at this stage. If you are still unhappy please send your complaint to us in writing within 14 days of your tour return date and we will do our best to reach an amicable resolution. In any case, we will acknowledge your letter within 14 days and respond in full within 28 days.

Our liability to you

Your booking is accepted on the understanding that you come on the tour at your own risk. We accept responsibility for ensuring the tour is supplied as described and to a reasonable standard. However, we cannot accept liability for physical injury, loss, damage or expense resulting from actions or omissions of those over which we have no direct control (e.g. airline or other transportation related employees). We cannot accept responsibility for injury, loss or expense incurred due to a situation regarded as ‘force majeure’.

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Contact Us

Telephone: 01473 254658 (Mon - Sat 9am - 6pm)

Email: enquiries@greenwings.co.uk

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