Important Information
We hope that the following information answers your queries but do feel free to telephone us from 9am to 5.15pm Mon-Fri. Out of office hours, you can fax, email or leave a message on our answering machine. Please read the following information in conjunction with our Booking Conditions.
Accommodation
All accommodation is inspected regularly to ensure our high standards are maintained. “Hotel” is a generic term that may include gasthofs, pensions or other category. We also use apartments.
Facilities
Many hotels make a charge for saunas, swimming pools, nightclub and other facilities. Beds are almost always singles but doubles can be provided in some hotels on request. (Please refer to our Special Requests section in our Booking Conditions). Bunks may be used in multi-bedded accommodation.
Damages
These must be paid to the hotelier by the person(s) responsible or by the Party Leader without exception. If it is impossible to allocate the costs to an individual member, then the whole group must pay them. We will do our best to effect an amicable settlement but under no circumstances will Equity provide funds or accept responsibility. For some hotels and for apartments, a security deposit or credit card imprint may be payable by you on arrival which is redeemable in full on departure if there have been no damages.
Fire Drill
We or the Hotel management may operate a fire drill or briefing during the course of your stay. We ask for your cooperation in this procedure.
Food and Drink
Unless you have booked self-catering accommodation, it is forbidden to consume food and drink on the hotel premises that has not been purchased from the hotel. This is discourteous to the hotelier and may be a breach of local regulations. Hotels may only be licensed for food and drink stored on the premises.
Hot Water
There is usually no problem with hot water supplies. Occasionally however, at periods of peak demand there may be a temporary shortage. We ask for your patience please.
Room Service
In hotels and chalets a thorough cleaning is done and linen is changed once a week on changeover day and thereafter rooms are tidied and rubbish is collected daily. In some hotels, usually those with a rating of 3 stars or above, cleaning may occur more often, but this depends on local policy. Towels and soap are provided in hotels but not in apartments. We recommend that each party member takes their own. In emergency, they may also be needed enroute. Some continental hotels provide thin towels not the thick type usually provided in the UK.
Room Supplements
The prices charged reflect only the real cost to us. Apartments may be costed on multi-occupancy so supplements will be chargeable for underoccupancy. Single rooms are more expensive because one occupant pays the entire heating and service costs. Hotels have very few single rooms and they are often located in the least attractive parts of the hotel. Regrettably, we have no control over this. Twin or double supplements may still be payable even if the room contains more than 2 beds. Sometimes, particularly in Austria, 2 single beds are pushed together and share the same headboard but have separate mattresses and duvets. The prices we show for single rooms are estimates only. There may only be one or two single rooms in an entire hotel so when twin rooms are used for one occupant the price will be higher.
Brochure and Price Accuracy
We reserve the right to make changes and correct errors in advertised prices at any time before your holiday is confirmed. We will advise you of any error of which we are aware and the applicable price at the time of your booking. Please therefore ensure that you check any important details with us at the time of booking. Please also ensure that you receive confirmation of these in writing. Some photography in the brochure may be used to convey a general atmosphere and may not represent any particular resort.
Coaches
It is unfortunately not yet possible to guarantee that DVD/video recorders, microphones and radios will cope with vibration so please bear with the driver if there are problems. Coach WCs are designed for emergency use only and need to be emptied regularly. We strongly recommend using the facilities at refreshment stops. Seat belts are not yet EU law, so your continental/ transfer coach may not have these fitted.
Departure Times
To be cofirmed on itinerary.
Disabled Passengers
We are not specialists in catering for the disabled or those with special needs although we will try to accommodate such bookings where possible. Please contact our office for advice before booking. You should also refer to our Special Requests section in our Booking Conditions.
Extra Charges in Resort
Extra expenses incurred in resort must be settled as they arise. Please see “What Your Price Includes” and “meals” below.
Facilities
We have done our best to ensure that our brochure is true and accurate at press date but please bear in mind that things can change. Owners or suppliers of facilities may wish to make repairs, and at certain times of the year or in certain types of weather, facilities may close down or become temporarily unavailable without our knowledge. We are therefore unable to accept responsibility for this. Should we become aware of any changes, which in our opinion would significantly affect your enjoyment, we will do our best to advise you.
Insurance
We believe the travel insurance policy we offer is one of the best available. In the unfortunate event of a claim, our suppliers in resort are familiar with our policy and procedures, which makes for a smoother operation at a stressful time. You must however check that our policy provides sufficient cover for your particular needs.
Meals
For details of the meal plan included in the cost of your tour, please see “What's Included” in our prices section. Our prices are based on continental breakfast (rolls, preserves, tea or coffee) but some hotels provide buffet breakfast with cold meats, cheese and cereals. Please note that drinks with meals are NOT included. Eggs or English breakfast may be available at a supplement. Vegetarianism is not so well understood abroad and strict vegetarians may have problems. We are sorry about this and we are doing what we can. Hotels with buffet catering often offer vegetable dishes. If you need special meals for medical or religious reasons, we can usually cope, but do please let us know in advance so that we can inform the hotel and airline. We cannot cater for strict Kosher, Muslim or Vegan diets. Please advise us in writing at the time of booking of any dietary or medical conditions. Please see also see the Special Requests section in our Booking Conditions.
Passports, Visas and EHIC
It is your responsibility to ensure that you are in possession of all necessary travel and health documents and you must pay all costs incurred in obtaining these. We regret we cannot accept any liability if you are refused access to any transport or entry into any country due to the failure on your part to carry correct documentation. Non British Citizens or holders of non British Passports must seek advice from the relevant consulate or embassy to or through which they are intending to travel. You will be responsible for any financial penalties imposed on us resulting from your failure to obtain correct documentation. British Citizens require a full, valid 5 or 10 year British Passport, which presently takes approximately 2 weeks to obtain. All travellers, including children and babies must have a full passport and any necessary visas. Currently British Citizens do not require visas for destinations in this brochure but requirements may change and you must check the up-todate position in good time before departure. Visas are required for British Citizens travelling to World Wide destinations. Information on health is contained in the Department of Health leaflet T6 (Health Advice for Travellers) available from your local Department of Health office and most Post Offices. At the time of going to press, there were no mandatory health requirements for destinations featured in this brochure but we advise you to check with your doctor for the latest information. For European travel you should obtain a completed and issued European Health Insurance Card (EHIC) prior to departure. The EHIC entitles you to the reciprocal health scheme whereby all EU nationals can receive a certain amount of free, reciprocal medical treatment. An EHIC is not a substitute for travel insurance but we strongly recommend you obtain one. (Not valid in the USA or Canada). The EHIC replaces the old E111 form. To obtain your new EHIC you can either 1.apply online at www.dh.gov.uk (your card will be delivered in within 7 days) 2.Call the EHIC Applications Line on 0845 606 2030 (your card will be delivered in within 10 days) or 3. by picking up an EHIC application pack from your local Post Office (your card will be delivered in within 21 days).
Payments
Please ensure all payments are made in accordance with our How to Book section and Clause A in our Booking Conditions. Cheques should be made payable to Equity Limited. We can also accept payment by credit card (Access, American Express, Visa) but a 2% charge is payable. For direct debit cards (Switch or Delta) there is no charge.
Resorts
No resort appears in our brochure without very careful consideration as to its suitability for our clients. Our descriptions are designed to help you choose the right resort for you and your group. We do not assume however that every resort will suit everybody so please do discuss your requirements with us so that we can help.
Safety First
Our prime concern is always to provide enjoyment within a framework of safety. In the event of an accident, our staff will ensure that the injured person receives the fullest assistance. Please contact us immediately, either in resort or at our Brighton office or via our 24-hour emergency contact number. Our insurance policy automatically covers our clients for personal accident, medical and emergency repatriation expenses, but we strongly recommend that you also obtain the EHIC mentioned above.
Standards Abroad
Many things will be different to those you may be used to in the UK. Local service suppliers and hotels comply with their own customs and regulations, which are often different to the UK, and we request consideration of these differences.
Tickets
Final travel details and tickets will be sent to you about three weeks before departure. Please check carefully as information and timings can sometimes change.Please note: the name on the flight ticket and the passport must be the same. If, for example, the passport is in the maiden name and the ticket is in the married name, check-in will be refused and a scheduled airline will apply full cancellation charges, which are not recoverable. You will be responsible for all costs and expenses we, and/or you, incur as a result of any disparity. Please also see our Booking Conditions.
Timings and Delay
We publish many months before final schedules are available so timings may change but we will do our best to adhere to any preferences you may have. It is unfortunately impossible to guarantee that services will run to time because of bad weather or other problems beyond our control. In the event of a lengthy delay we will endeavour to provide the following catering: 3-4 hour delay - light refreshments; over 4 hours - main meal. To avoid further delays we do not provide catering when departure is imminent. Alternatively, we can, at our discretion, make interim arrangements for accommodation and food, whilst you continue to wait for the delayed departure of the service. If you are insured on our policy, and your outward departure is delayed for more than 12 hours due to strike, industrial action, adverse weather conditions or mechanical breakdown, you are entitled to cancel and receive a full refund less the insurance premium and policy excess.
Air Carrier Liability
Air carrier liability for passengers and their baggage. This information notice summarises the liability rules applied by Community air carriers as required by Community legislation and the Montreal Convention.
Compensation in the Case of Death or Injury
There are no financial limits to the liability for passenger injury or death. For damages up to 100000 SDRs (approximately £80,000) the air carrier cannot contest claims for compensation. Above that amount, the air carrier can defend itself against a claim by proving that it was not negligent or otherwise at fault.
Advance Payments
If a passenger is killed or injured, the air carrier must make an advance payment, to cover immediate economic needs, within 15 days from the identification of the person entitled to compensation. In the event of death, this advance payment shall not be less than 16000 SDRs (approximately £13,000).
Passenger Delays
In case of passenger delay, the air carrier is liable for damage unless it took all reasonable measures to avoid the damage or it was impossible to take such measures. The liability for passenger delay is limited to 4150 SDRs (approximately £3,300).
Baggage Delays
In case of baggage delay, the air carrier is liable for damage unless it took all reasonable measures to avoid the damage or it was impossible to take such measures. The liability for baggage delay is limited to 1000 SDRs (approximately £800).
Destruction, Loss or Damage to Baggage
The air carrier is liable for destruction, loss or damage to baggage up to 1000 SDRs (approximately £800). In the case of checked baggage, it is liable even if not at fault, unless the baggage was defective. In the case of unchecked baggage, the carrier is liable only if at fault.
Higher Limits for Baggage
A passenger can benefit from a higher liability limit by making a special declaration at the latest at check-in and by paying a supplementary fee.
Complaints on Baggage
If the baggage is damaged, delayed, lost or destroyed, the passenger must write and complain to the air carrier as soon as possible. In the case of damage to checked baggage, the passenger must write and complain within seven days, and in the case of delay within 21 days, in both cases from the date on which the baggage was placed at the passenger's disposal.
Liability of Contracting and Actual Carriers
If the air carrier actually performing the flight is not the same as the contracting air carrier, the passenger has the right to address a complaint or to make a claim for damages against either. If the name or code of an air carrier is indicated on the ticket, that air carrier is the contracting air carrier.
Time Limit for Action
Any action in court to claim damages must be brought within two years from the date of arrival of the aircraft, or from the date on which the aircraft ought to have arrived.
Basis for the Information
The basis for the rules described above is the Montreal Convention of 28 May 1999, which is implemented in the Community by Regulation (EC) No 2027/97 (as amended by Regulation (EC) No 889/2002) and national legislation of the Member States.”
VAT
All prices include the VAT element due under the Tour Operator's Margin Scheme. This is paid over by the company to HM Customs and Excise but is non-reclaimable by the client. The invoice supplied to you therefore, will not be a VAT invoice.
Written Requests
Refer to the “Special Request” section of our Booking Conditions.
School Tours Accommodation
Rooming is arranged in 2,3,4,5 or 6 bedded rooms in single and bunk beds. To keep prices affordable, we cost on full occupancy and accompanying adults will be expected to share rooms. In some cases, notably in the United States quad rooms are provided with 2 double king size beds for 4 students to share.
Behaviour
In the interests of all our guests, Party Leaders must ensure the good conduct of their party at all times. In particular, the party should be quiet by 11pm. The use of alcohol and tobacco must be strictly controlled. Please refer to our Booking Conditions for further detail.
Collective Passports
British citizens aged up to 17 may travel under a Collective British Passport. Most European countries require ID with a Collective Passport and these are available from your local Passport Office. We strongly recommend a full passport for World Wide destinations.
Pocket Money and Currency
It is advisable to carry small amounts of currency for expenses en-route. Spending money may be kept to a minimum because so much is included in the price. We suggest about £10 per child per day. Some party leaders like to set up a banking service. Sterling travellers cheques provide security for large sums.
Rooming Lists
We will try to provide an accurate rooming list for your group before departure but please note that this is subject to change by the hotelier. We have no control over this and they may be only received by us at the last minute.
Teacher's Role
We hope teachers will derive as much enjoyment and satisfaction from the tour as the pupils. We encourage teachers to participate fully in the daily programme to help develop the rapport with the group and service suppliers. Party leaders are responsible for supervising pupils in the evening as well as in the daytime and have a general responsibility in loco parentis for their pupils. We suggest you ask for a letter of consent from parents/guardians if older children are to be granted free time out of the immediate supervision of the teachers. Supervision is easier if children are organised in groups of 10 with 1 member of staff to each group.
Tips for Children
You may find the following useful if you intend producing a list of useful tips for the children.
- Continental traffic comes from the left so be very careful to LOOK BOTH WAYS. Do not walk into the road after checking right only. Oncoming vehicles will come from the left.
- Listen carefully to instructions and ask for clarification if necessary.
- Make sure you keep appointments to meet up with the group at the correct time and place.
- No smoking, or drinking alcohol without the express permission of a teacher.
- Follow all instructions from teachers and those in authority. Failure to do so may endanger yourself and others. Never act recklessly or you may cause an accident.
- Report any injuries or illnesses immediately to your teachers who will provide first aid or arrange medical attention.
- Do not stray or wander away from your group.
- Do not go swimming without permission.
- At refreshment stops, stay close to the party leaders and do not wander around the car park or near the road.
- On the ferry, listen to safety instructions and never visit outside decks without permission. Take note of where staff will be seated throughout the voyage and of agreed meeting places. Stay in groups of 3 or 4. Staff will take turns to make regular tours of the ferry.
- Respect the hotel rules and be polite to each other and other visitors. Keep noise down especially after 11 pm. Do not run along corridors and round blind corners. Do not socialise in bedrooms; a lounge is available.
- Do not use bad language. This gives a bad impression of your school and of British students. Most people understand English.
- Luggage should be restricted to one medium sized suitcase and one small bag for hand luggage.
- Do not overpack. Apart from a camera, do not bring valuables and jewellery. Comfortable and loose fitting clothes are best. Label your luggage.
- Always have with you the hotel telephone no. and any emergency contacts numbers.
- Never explore on your own.
- Know the fire drills.
- CHECKLIST: Personal medication, travel sickness pills, inhalers, suncream, sunglasses, camera and film, toiletries, night clothes, tracksuit, jumper.
- For the journey: games, puzzles and books, personal stereo, suitable video film.
- Daily check: Any medication, sunglasses, camera and film, money, packed lunch.
