Booking conditons

BOOKING CONDITIONS

1/. Contract & Payment

Your contract is with CTT Group Ltd, trading as Outlaw Trails (Inc. Spirit of the West). It is created when such confirmation is sent. The balance must be received at least 8 weeks prior to departure of your holiday or private charter. If payment is not received in full and on time, Outlaw Trails will be entitled to treat your holiday/private charter as cancelled and apply the charges set out in paragraph 4 below.

2/. To Make A Booking

Complete and sign our booking form and return to Outlaw Trails. This must be signed by the first named person (who must be at least 18 years of age) on behalf all persons in your party/named on the booking form. The first named person is responsible for all payments due in respect of arrangements purchased. They will liaise on your behalf with Outlaw Trails. All riders in the group will sign seperate forms, acknowledging they have read and understood our terms/conditions. If your booking is made more than 8 weeks before commencement date of your holiday/private charter, a non-refundable deposit equal to 20% of the holiday price, (per person), unless any other amount is advised, must be sent with your completed booking form. If your booking is made within 8 weeks of the commencement date of your holiday/private charter, the full price must accompany the booking form.

3/. Cost Of Arrangements

We reserve the right to increase or decrease the prices of unsold holidays/private charters at any time. The price of your chosen holiday/private charter will be confirmed at the time of booking. Once your booking has been confirmed then, subject to the correction of errors, we will only increase the price by way of a surcharge. A surcharge will be payable if transportation costs (including fuel) and/or dues, taxes or other fees payable for services such as: landing taxes or embarkation or disembarkation fees at airports, ports, railheads increase our costs as a result of any adverse changes in the exchange rate used in calculating the cost of your holiday. If any surcharge is greater than 10% of the cost of your holiday/private charter you will be entitled to cancel your booking and receive a full refund of monies paid to us except insurance premiums and amendment charges. Should you decide to cancel, you must exercise your right to do so within 14 days of the issue date printed on the surcharge invoice. We regret no refunds can be made in the event of a favorable exchange rate fluctuation or any decrease in costs. Prices calculated are used in UK (£) pounds.

4/. Alterations & Cancellations By You

Should you wish to alter your booking after it has been confirmed, you must notify us in writing. If the notice received is more than eight weeks before commencement of the holiday/private charter we will endeavor to make the required change, subject to payment of an administration fee of £100 per person. If you are prevented from traveling, you may be able to transfer your place to someone else (introduced by you), who has the appropriate riding ability for the booked arrangements, providing you notify us not less than three weeks before departure. You will not however be able to do so if there is a waiting list for places, in which case the place has to be offered to the next person on the list. Where you are able to transfer your place to a person of your choice, all costs incurred by us or imposed by any of our outfitters and suppliers are attributable to you with an amendment fee of £100 per person. Any request for alterations received within eight weeks of the holiday/private charter commencement date will (except in the case of a transfer request) be treated as a cancellation and the cancellation charges set out in paragraph 5 below apply. Certain travel arrangements e.g. apex tickets, cannot be changed after a reservation has been made and any alteration request will incur a 100% cancellation charge. Should you or any member of your party find it necessary to cancel your booking after it has been confirmed you must immediately advise Outlaw Trails in writing, the letter being signed by the person who signed the original booking form. Cancellation charges will then be payable as set out below to compensate us for the cost of making your booking and the risk we may be unable to re-sell your cancelled arrangements.

These charges unless otherwise advised are as follows, when written notice is received: 56+ days: deposit, 55-29 days: 50%, 28-1 days: 100%.

5/. Cancellation Or Changes By Us

We start planning the holidays/rides/expeditions/charters months in advance. It is sometimes unfortunately necessary to make alterations to, and correct errors in any literature and other details both before and after bookings have been confirmed, and cancel confirmed bookings. The information and particulars sent to you by Outlaw Trails is accurate at the time of publication, however changes may occur due to the complexity of the rides and difficulty in operating them, we reserve the right to cancel, modify or make alterations to the rides at any time on behalf of our outfitters and independent suppliers such as airlines and hotels etc, whom we have no direct control.

We endeavor to avoid changes and cancellations but must reserve the right to do so. Most changes will be minor ones. Occasionally we do have to make a significant change such as: a change of your departure or return time by more than 12 hours, a change of departure airport, or a change of accommodation to that of a lower category or standard, or a change of riding program for the whole or a significant proportion of your holiday. If it is necessary to make a significant change or cancel before departure we will advise as soon as possible. You may accept the change or cancel your booking and receive a full refund of monies paid. No compensation will be paid.

IMPORTANT NOTE. We will not be liable to pay any compensation if we are forced to cancel or in any way change your holiday as a result of situations outside our control which neither we nor our suppliers could foresee or forestall even with all due care. For example technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flights by an airline, the alteration of the airline or aircraft type, war or threat of war, civil strife, industrial disputes, natural disaster, bad weather, terrorist activity.

6/. Force Majeure

We regret we cannot accept liability or pay any compensation where the performance or prompt performance of our supplier(s) and contractual obligations is prevented or affected by circumstances amounting to ‘Force Majeure’. This means any events that we or the supplier(s) of the service could not, even with due care, foresee or avoid. Such events may include, war, threat of war riots, civil strife, terrorist activity, threat of terrorist activity, industrial disputes, natural or nuclear disaster, adverse weather conditions, volcano eruptions, flooding, fire and all similar events outside our control.

7/. Low Bookings

Occasionally some ride departures assume a minimum number of participants. If this is the case we will notify you before your booking is confirmed. If minimum numbers are not reached by the due date for payment of your balance, we reserve the right to cancel the departure and refund any monies paid by you in full. Cancellations for low bookings will not be made less than 4 weeks before the start date.

8/. Liability

Outlaw Trails acts only as an agent and has no liability whatsoever for any aspect of the arrangements and in particular, has no liability for any death, personal injury, damage, loss, expense, cost or other sum or claim of any description or inconvenience suffered or incurred whatsoever even if it is attributable to your own act or omission, or by any member of your party, or the fault of a third party. We have no control over the provision of services to you by our outfitters and suppliers and do not accept any liability for the actions or omissions of them or any persons employed by them. In addition, we will not be responsible where you do not enjoy your holiday or suffer any problems because of a reason you did not tell us about when you booked your holiday, including problems you suffered, or other faults resulted from a breach of our contract, or fault where us or our suppliers, agents, outfitters provided for you where any losses, expenses, costs or other sum you suffered related to any business.

9/. Complaints

In the unlikely event that you have reason to complain whilst away, you must immediately notify the outfitter or supplier of the service(s) in question who will endeavor to assist. If you are still not satisfied on your return home, you must write to us with full details of your complaint within 28 days of the end of the arrangements booked with us. We cannot accept any liability in relation to any claim or complaint that is not notified in accordance with this clause. Disputes arising out of or in connection with this contract which cannot be amicably settled may be referred to arbitration under the Independent Chartered Institute of Arbitrators. The scheme does not apply to claims greater than £1500 per person or £7500 per booking form, or to claims that are solely or mainly in respect of physical injury or illness.

10/. Special Requests

We will pass on any reasonable request(s) to our relevant suppliers but we regret we cannot promise that any request(s) will be complied with unless it is confirmed in writing by us by our suppliers. All special requests are subject to availability.

11/. Medical Problems

If you or a member of your party has any medical problem or disability which may affect your holiday/private charter, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangement. In any event, you must give us full details in writing. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation, or if full details are not given at the time of booking, cancel when we become aware of these details.

12/. Delays

We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure. Any airline(s) concerned may provide refreshments, transfers or other travel solutions should you experience delays or curtailment.

13/. Behavior

When you book a holiday/private charter with us, you accept responsibility for any damage or loss caused by you or any member of your party. Proper payment for any such damage or loss must be made at the time, directly to the accommodation owner or manager or other appropriate party. We expect all clients to have consideration for other people. If in Outlaw Trails’ opinion, or the opinion of any other person in authority (ie: wranglers, outfitters suppliers) that any person behaves in such a way to cause, or likely to cause distress, danger or annoyance to any third party, or damage to property, we reserve the right to immediately terminate the holiday arrangements of that person(s) without notice. In this situation, our responsibilities toward that person(s) (including any transportation arrangements) will immediately cease and we and our agents are not responsible for meeting any costs or expenses incurred as a result. No refunds or compensation will be made.

14/. Riding Risks

Whilst riding or in the vicinity of horses in the care of the guide or operator of your trip, you must comply with the instructions of that person. It is a condition of your booking that you accept that the guide or operator is entitled to require you to dismount or refuse to allow you to ride if for any reason, including your inability, behavior or health they consider that you may endanger the safety or welfare of the horses/any person, and if so required, you have no claim against Outlaw Trails and will not be entitled to any refund or compensation.

You acknowledge that there are serious risks involved in horse/mule riding and working around horses/mules in ‘packing’ disciplines and confirm that you are fully aware of and accept these risks. You understand that you will be required to sign separate forms of acknowledgement and acceptance of personal liability by the local supplier/outfitter before being allowed to ride. If you are not allowed to ride because you refuse to sign, you will have no claim against Outlaw Trails or the supplier/outfitter, and will not be entitled to any refund or compensation.

15/. Suitability & Attitude

Are these rides for you? Think very carefully. We have a relaxed, informal style which always recognizes the intelligence and experience of our clients, whether beginners or lifetime rider and adventurers. Outlaw Trails’ rides are not whistle-stop trips passing through tourist haunts and attractions. In the main, you will be “out in the field”. Outfitters and suppliers are not required to act as personal servants to you and your requirements. You may be expected to be actively involved, as required, and requested. For example, you may be required to assist with holding horses/mules, help with loading/packing, or preparing/breaking camp.

Extreme weather conditions, remote wilderness and high-risk travel occasionally make extra demands on you. Adaptability and determination matter more than muscle. If you tremble at the idea of a weekend trip or an 8-hour stint in the saddle, you may have problems.

You accept when warranted, outfitters and suppliers may demand that you proceed with requests to continue, despite adverse weather conditions, or other dangers, (present, hidden, perceived). It is a condition of your booking that you must comply with those instructions, and if you refuse to do so, we reserve the right to terminate your participation and arrangements on the ride immediately. No refunds or compensation will be paid.

16/. Passports

All passengers require passports and visas and it is their responsibility to comply with the necessary documentation required for their holiday. A valid 10 year British passport is required for all citizens for travel to any of the destinations featured on our web site. If you are in any doubt about your passport requirements please contact the appropriate embassy. If you expect to renew your passport you should leave plenty of time for it to be processed. Information can be obtained by calling the UK Passport Office on 0870 521 0410

17/. Visas & Permits

If you are a British citizen you do not need a visa for any of the holidays in this brochure. Visas need to be obtained 2-3 months prior to departure. We cannot accept responsibility or liability if you are refused entry onto any flight or into any country due to failure on your part if you do not have the correct travel documents.

18/. Photographs

We reserve the right to use in our brochure or web site, any photographs or picture image taken during your holiday that includes you.

19/. Data Protection Policy

In order to process your booking and ensure your travel arrangements run smoothly we need to use the information you provide, such as, name address etc. We ensure that proper measures are in place to protect your information. We must pass this information to relevant suppliers such as, airlines, hotels etc. The information may be provided to security or credit checking companies such as, customs/immigration if required by them, or as required by law. We will not pass on any information onto any person not responsible for your travel arrangements. This applies to any sensitive information given to us such as details of disability or religious requirements. If we cannot pass this information to the relevant suppliers, we cannot provide your booking. In making this booking, you consent to this information being imparted. Unless you inform us otherwise we will hold your information. We will not pass your details onto third parties unconnected with your booking. You are entitled to a copy of the information held by us.

20/. Financial Security

We hold an Air Tour Operators License issued by the Civil Aviation Authority (ATOL number 5158). We are also members of the Association of British Travel Agents (ABTA number 99162).

IMPORTANT REMINDER. This document forms your contract with Outlaw Trails. You are requested to read it carefully.