Coach Holiday Booking Form Terms & Conditions
1. Purpose of this agreement
This document sets out the terms under which you take part in the above holiday organised by our community association. We are a voluntary, non-profit group arranging social trips for our members and friends. We are not a travel company and do not provide professional tour, medical, or care services.
2. What’s included
The holiday includes:- Return coach travel between Ardleigh House and the destination- Accommodation as described- Meals or excursions only if stated in the booking information.
3. What’s not included
You are responsible for:- Any personal spending, optional excursions, or additional meals- Travel insurance (we strongly advise you to obtain suitable cover)- Any medical, personal care, or mobility assistance you may need.
4. Health and personal responsibility
We do not provide medical or personal care. You confirm that you are fit to travel and take part in the trip. You agree to manage your own medication, mobility aids, and personal needs. You must inform us of any condition that might affect your participation, so we can plan safely — but we cannot provide medical support.
5. Conduct and safety
You must follow any reasonable instructions from the organisers or coach driver. Seat belts must be worn when the coach is moving. Please be punctual for departures and respectful to others. We reserve the right to refuse participation if your behaviour causes risk or serious disruption to the group.
6. Cancellations and refunds
If you cancel:- more than 6 weeks before departure, we will only be able to refund the deposit paid if we can re-sell your booking. Cancel less than 6 weeks before departure and we cannot guarantee any refund as it will depend on whether your place can be filled.
If the trip is cancelled for reasons beyond our control (e.g. insufficient numbers, coach breakdown, or hotel closure), we will try and get back as much money as possible from the third parties, and this will be our only liability.
7. Liability
You travel at your own risk. The organisers accept no responsibility for loss, damage, injury, or illness, except where required by UK law. We are not liable for the actions or failures of third parties such as the coach company or accommodation provider.
8. Emergency contact and medical information
We require you to enter on the booking form the name and telephone number of the person we should contact in the case of an emergency.
(Optional) Medical information we should be aware of in an emergency:
(This information is held securely and only used if needed in an emergency.)
9. Data protection
Your personal details will be used only for administering the trip and contacting you about travel
arrangements. They will not be shared with anyone else.
10. Declaration
By signing the declaration on the booking form you are confirm that:- You have read and understood this agreement.- You accept personal responsibility for your own health, safety, and belongings.- You understand that the organisers are volunteers and not a commercial travel provider.
This agreement is designed for community and voluntary groups arranging non-commercial social holidays. It is not a commercial travel contract under the Package Travel Regulations 2018
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