Christopher Robinson
Booking your Holiday
To confirm the booking of your holiday you should complete and sign the booking form enclosed and return to us with the payment requested. An invoice for the balance will be sent to you approximately ten weeks prior to your departure and final documentation approximately two weeks prior to departure.
Booking Forms
It is very important that you complete and sign the booking form for your holiday. Not only does this, and/or payment of a deposit, create an agreement between you and Roxton Bailey Robinson Worldwide Ltd but once completed, it also provides us with the information required to make the necessary agreements for your trip. An incomplete booking form may mean certain services are not arranged which could detract from your enjoyment.
Paying for your holiday
Payment for your holiday should be made in the currency that you have been invoiced.
Cheques should be made payable to Roxtons Worldwide.
Bank transfers should be made to:
Lloyds TSB Bank PLC
118 High Street
Hungerford
Berkshire
RG17 0LY
Sort code: 30-94-46
Account name: Roxton Bailey Robinson
Worldwide Ltd
UK £ Account: 00440649
Any applicable bank charges are the responsibility of the remitter. Please ensure you tick the relevant box on the telegraphic request for accepting any charges.
To ensure that your account is credited correctly please reference all payment, whether by cheque or bank transfer, with your name and our invoice and booking number.
Credit and Debit Cards
We also accept Master Card, Visa and American Express credit cards as payment for your holiday. However, due to bank charges, we must add 1.95% to the invoice amount for processing such transactions. Payments made by Switch and Solo debit cards will not incur bank charges.
Your Responsibilities
Passport, visa and health requirements can change at any time. It is your responsibility to comply with the current requirements and Roxtons Worldwide cannot be held responsible in anyway for your failure to do so. It is also your responsibility to ensure you leave for your holiday with all the relevant and correct travel documents.
Passports and Visas
A full valid passport is required for all travel outside the UK. Please be aware that some countries require your passport to have at least six months validity from the date in which you end the holiday in that country. If you need to renew your passport please be aware that applying for a new passport is a lengthy affair so leave plenty of time to do so if necessary.
Although for most destinations we can assist with visa applications, Roxtons Worldwide cannot be held responsible in anyway should a country refuse your application.
Air Travel
The air holidays we sell are ATOL protected since we hold an Air Travel Organiser License granted by
the Civil Aviation Authority. Our ATOL is ATOL 4786.
We will advise you on suggested flights and supply an itinerary for your holiday. Our flight quotes are normally very competitive, but you may make your own flight arrangements if you wish to do so. However, please be advised that if you book your own flights, you will not be covered under our ATOL bond protection.
In some destinations travel schedules can change due to delay, cancellation, adverse weather conditions or other factors outside our control. This can cause misconnections and impose further costs to you for accommodation or ticketing charges. Roxtons Worldwide cannot be held liable for such delays or changes in schedule and any extra costs arising. A note will be added to your invoice to this effect.
Unless otherwise stated, flight prices quoted by Roxtons Worldwide are based on special fares.
You should be aware that such tickets, once confirmed, often do not allow any changes to schedule or refunds. Such restrictions generally do not apply to First Class, and Business Class or full fare Economy tickets.
Onward and return flights should be confirmed at least 72 hours prior to flying. Airlines reserve the right to change flight schedules without prior notice. Requests for specific seats can normally be accepted by airlines for First and Business Class travel only. Generally, the earlier you check in, the more chance you have to acquire the seat of your choice. Remember that it is the airlines themselves and not us who control seat allocation.
Baggage Allowance
Normal free baggage allowances are 20kgs for Economy Class and 30kg for Business or First Class. This can vary depending on the airlines. If using charter flights during your holiday there maybe other restrictions that will be detailed in the information sent to you.
We will send you a comprehensive kit list nearer to your departure. However, we advise you not to take unnecessary money, jewellery and valuables on holiday with you.
Health and Special Diets
Whilst we can give you an outline of the health risks and requirements for all our destinations, it is important that you check with your doctors on the latest recommendations for certain countries. Information is also available from MASTA (Medical Advisory Service for Travellers Abroad) (020 7837 5540), www.masta.org: The Hospital for Tropical Diseases (020 7387 3900), www.uclh.org: and The British Airways Travel Clinic (0845 600 2236) www.ba.com
Special dietary requirements should be requested on your booking form. Due to the remoteness of some of our destinations, it is unrealistic to expect special diets to be completely catered for all of the time. We will always inform suppliers of your requests and do what we can to accommodate them. Airlines will likewise do what they can if special meals are booked in advance.
Check-in and Check-out Times
Please be advised that the majority of hotels do not allow check-in until 2.00pm on the day of arrival. To guarantee check-in prior to this time you will need to have booked the room for the night before.
Similarly check-out is normally by 12.00pm on the date of departure. Late check-out can be requested but cannot be guaranteed although the majority of hotels do have access to day facilities.
Travel Insurance
Unforeseen events on your holiday can be expensive and we strongly recommend that you take out adequate cover. If you have an existing policy we recommend that you check the level of cancellation cover offered, as this may not be adequate to cover you for the entire cost of your holiday.
It is essential that you supply us with details of the cover you have arranged. We require this information, as it may be necessary should you require emergency assistance whilst travelling. Failure to provide the relevant information may result in an inability to help.
Booking Conditions
Roxtons is a trading name of Roxton Bailey Robinson Worldwide Limited ("RBRWW"). The holidays are operated by RBRWW which is a fully bonded tour operator. (Registered No. 3187414, Registered office 25 High Street, Hungerford, Berkshire, RG17 0NF, England). The air holidays and flights are ATOL protected since RBRWW holds an Air Travel Organisers licence granted by the Civil Aviation Authority.
RBRWW's ATOL number is ATOL 4786. In the unlikely event of RBRWW's insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund money that you have paid to RBRWW for an advance booking. For further information, visit the ATOL website at www.atol.org.uk.
1. Your holiday contract
1.1 There will be no binding contract for your holiday until RBRWW has received a signed booking form and/or payment of the deposit/sum shown on the invoice.
1.2 The holiday contract is made by RBRWW with the person who signs the booking form, even though payments may be made by others, and every person signing the booking form is fully responsible for the holiday contract.
1.3 Your holiday contract with RBRWW is made up of the following:
These conditions.
The relevant information in the brochure. Any changes to the particulars given in the brochure will be set out in the itinerary or advised in writing. RBRWW makes checks to ensure that the descriptions, information and opinions given in brochures used by RBRWW concerning the airlines, hotels, facilities and suppliers are correct, and based on the latest information available at the time of going to press. However, because brochures are necessarily prepared some time in advance, such matters may change by the time you are ready to book your holiday. You holiday contract is made on the basis of the changes notified in the itinerary or in writing.
The booking form. This will provide RBRWW with information needed to make the holiday arrangements. Although RBRWW always informs suppliers of your special requests and does what it can to encourage suppliers to accommodate them, it is the suppliers who control whether the request is met and RBRWW cannot guarantee this. This is especially true of dietary requirements.
The invoice.
The itinerary. This will identify if a holiday service is dependent on participation by a minimum number of people. If so the service may be cancelled by RBRWW in writing within the period indicated in the itinerary without compensation if the minimum take-up is not achieved and if the service has been paid for then the sum paid will be refunded by RBRWW.
It is very important to check the details on the itinerary and invoice when you get them. This is because they set out the details of the holiday RBRWW believes you have booked. If you think there is an error you should contact RBRWW immediately so that RBRWW can sort out any problems surrounding what RBRWW or you are expected to do. Changes can only be made by the persons signing the booking form or by someone they authorise in writing.
2. Price
2.1 Payments made by credit card (including Visa, MasterCard and American Express) will result in a surcharge of 1.95% to cover the charges by your credit card company. This does not apply to payments by debit card.
2.2 RBRWW guarantees that up until 30 days before your departure date the price of your holiday will not be subject to surcharges except for:
variations in transportation costs, including the cost of the fuel
variations in duties, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports
the exchange rates applied to the holiday booking and that within 30 days of your departure date the price of your holiday will not be subject to any surcharges.
2.3 Should above price variations result in the cost of your holiday going up:
RBRWW will absorb and you will not be charged for any increase equal to up to 2% on your holiday price (that is, you will only have to pay the increase over and above 2% of the holiday price)
If the holiday price increases by more than 10%, you will have the right to cancel within 14 days without liability (see clause 5.1 below)
2.4 RBRWW will not give any breakdowns whatsoever of the price of the holiday
3. Payment
3.1 Note the surcharge in clause 2.1 if you are paying by credit card, which must be paid in addition to the invoiced amount.
3.2 If you are booking within 10 weeks of the departure date, then full payment is required from you at the time of booking.
3.3 If you are booking more than 10 weeks before the departure date, then you need only pay the deposit shown on the invoice at the time of booking, and you must pay the balance at least 8 weeks prior to departure. RBRWW will send a reminder approximately 10 weeks before the departure date.
4. Changes to the holiday or persons taking the holiday
By you:
4.1 A change must be requested in writing by the person who signed the booking form.
4.2 If you or any person on the holiday is prevented from travelling, RBRWW will agree to that person's booking being transferred to another person who satisfies all the booking terms, subject to both persons accepting joint and several liability for full payment of the price and RBRWW's charge for confirming the transfer and any additional costs arising from the transfer. RBRWW must be given reasonable notice of the transfer request, which is considered to be at least 14 days prior to the outward departure date.
4.3 RBRWW will assist you if you wish to make changes to your booked holiday but cannot guarantee that relevant suppliers will agree to your changes. There will be a minimum administration charge of £40 plus VAT per person in your party affected, and you will also have to pay the costs associated with the change. Please note that the administration charges are payable whether or not RBRWW is successful in making the change and that where you wish to transfer a booking in circumstances where clause 4.2 does not apply then the supplier may insist that this is treated as a cancellation and rebooking.
By RBRWW:
4.4 It is unlikely that RBRWW will have to change your booking but holiday arrangements are made many months in advance and RBRWW is dependent upon a number of essential suppliers. RBRWW therefore reserves the right to do so. In some destinations travel schedules or holiday services can be changed, delayed or cancelled because of circumstances outside our control. This can cause you to miss travel connections, cause disappointment and impose further costs which RBRWW reserves the right to charge to you.
4.5 If RBRWW makes a significant change to an essential term of the holiday contract before departure then RBRWW will notify you as soon as possible. You can either:
have a full refund; or
accept a substitute package from RBRWW of equivalent or closely similar standard and price if one is available; or
choose a substitute package of a lower standard to the travel arrangements booked together with a refund of the difference in price.
RBRWW will if appropriate also pay you compensation as provided in clause 6 opposite.
4.6 If after departure RBRWW is unable to provide a significant proportion of the services it had agreed to provide as part of the holiday contract, RBRWW will notify you as soon as possible and do its best to make suitable alternative arrangements at no extra cost to you. If RBRWW cannot do so or you refuse to accept these for good reasons, RBRWW will arrange to fly you back to your UK departure airport (if the arrangements RBRWW agreed to provide included flights) or to transport you to the point RBRWW's contracted services commenced (if elsewhere than your hotel) as soon as it reasonably can. RBRWW will, if appropriate, also pay you compensation as provided in clause 6 opposite.
5. Cancellation
By you:
5.1 Should surcharges result in the total cost of your holiday increasing by more than 10%, then you may cancel the booking within 14 days of issue of the revised invoice and receive a full refund of all payments made to RBRWW less amendment charges and insurance premiums where the policy can be re-used or re-transferred without penalty.
5.2 If you cancel the holiday for any other reason RBRWW will be entitled to retain part of the payment made by you as compensation. The compensation amount will differ according to whether the holiday period is during peak times or off-peak times in accordance with the tables below. A cancellation must be in writing signed by the person who signed the booking form.
Off-peak period
Period between notification of cancellation and departure date Amount of cancellation charge
More than 56 days Amount of deposit paid
Less than 56 days The higher of the deposit paid or the relevant sum as below:
56 - 43 days 40% of the holiday price plus amendment charges paid
42 - 28 days 60% of the holiday price plus amendment charges paid
13 - 0 days 100% of the holiday price plus amendment charges paid
Peak period
Period between notification of cancellation and departure date Amount of cancellation charge
More than 56 days Amount of deposit paid
Less than 56 days The higher of the deposit paid or the relevant sum as below:
56 - 43 days 75% of the holiday price plus amendment charges paid
42 - 0 days 100% of the holiday price plus amendment charges paid
By RBRWW:
5.3 RBRWW will notify you as quickly as possible of any cancellation.
5.4 RBRWW may cancel the holiday if you do not pay the balance of the price on time and RBRWW may retain the deposit you have paid.
5.5 It is unlikely that RBRWW will have to cancel your holiday in any other circumstances but holiday arrangements are made many months in advance and RBRWW is dependent upon a number of essential suppliers. Therefore RBRWW reserves the right to do so, but you will be entitled to either:
have a full refund; or
accept a substitute package from RBRWW of equivalent or closely similar standard and price, if one is available; or
choose a substitute package of a lower standard to the travel arrangements booked together with a refund of the difference in price.
RBRWW will also if appropriate pay you compensation as provided in clause 6 below.
6. Liability, limits on liability and compensation
6.1 RBRWW accepts responsibility, subject as limited by these booking conditions, for supplying to you all holiday services booked by you, even though RBRWW will have engaged independent suppliers to provide certain of these services. For the avoidance of doubt RBRWW is not responsible for and has no liability for the acts or omissions of persons who are not acting as its employees or suppliers (such as for excursions or other activities which you do not book through RBRWW, since these are contracts by you with the local supplier and not with RBRWW).
6.2 RBRWW will have no liability to pay compensation to you for any failure to properly perform the holiday contract, where the failure is attributable to you. Examples would be that any member of your party is unable to travel for medical reasons, or fails to take his/her passport with him/her or a passport which meets the requirements of the country(ies) of the holiday (some countries require you to have at least 6 months validity on your passport from the date on which you leave that country), or to get a required visa or health certificate, or to check in early enough to catch the flight or to turn up in time for an excursion/activity for whatever reason, or mislays or loses holiday documentation, or is reasonably excluded by a supplier because of misconduct or medical reasons, or is not provided with a holiday service because of an error in the information given by you.
6.3 RBRWW will have no liability to pay compensation to you for any failure to properly perform the holiday contract, where the failure is:
attributable to a third party unconnected with the provision of the holiday services, and which was unforeseeable or unavoidable
due to unusual and unforeseeable circumstances beyond RBRWW's control, the consequences of which could not have been avoided even if all due care had been exercised
due to an event which RBRWW, even with all due care, could not foresee or forestall.
Examples of the above circumstances would be war, riot, civil strife, industrial dispute, terrorist activity, actions of governments or other state bodies, unavoidable technical problems with transport, machinery or equipment, power failure, natural or nuclear disaster, avalanche, fire, adverse weather conditions or levels of water in rivers, or that any of the above are threatened.
6.4 Where RBRWW is required to pay you compensation, whether as provided in these booking terms or otherwise, RBRWW will pay £40 per person. RBRWW may in appropriate circumstances increase the sum but RBRWW's liability to pay compensation shall be limited in all circumstances to the lesser of:
a maximum of three times the price of the holiday, except as regards any liability in respect of death or injury
for air or sea travel to the extent permissible under relevant international conventions or conditions of carriage. Copies of relevant international conventions are available on request. Conditions of carriage often prohibit you from changing the schedule, do not allow refunds, allow the carrier to change schedules without prior notice, restrict free luggage and restrict or deny compensation for delays and cancellation.
7. Complaints
If you have a complaint about your holiday then you should immediately contact RBRWW's representative, even while on holiday, because matters are most easily resolved on the spot where RBRWW's representative can see and understand the exact nature of the problem you have. It is unreasonable to take no action while you are on holiday, then complain afterwards. If RBRWW's representative cannot sort out your problem before you return home then you should contact RBRWW within 28 days of returning home. If you do not complain within that period then this may affect RBRWW's ability to investigate your complaint and may impact on the way that your complaint is dealt with.
8. Law and jurisdiction
Any dispute between you and RBRWW will be governed by the laws of England. Any legal action concerning your holiday or these booking terms shall be brought in the English Courts, unless you live outside England when your local court will also have jurisdiction.
