Help - Booking Terms and Conditions

Booking Conditions (Part I)

Please read the following terms and conditions carefully. They apply to all holidays and flights on this website and they deal with your rights and obligations to us and ours to you. If you have any questions that are not answered on this page, please contact our Reservations Department on 0870 429 4141.

To receive an email containing some commonly asked questions and their answers, please send an email to: faq@olympicholidays.com

Security: Odyssey Worldwide is the trading name of Travelworld Vacations Ltd which will be the other party to the contract created when you book holiday/flight arrangements from this brochure. Travelworld Vacations Ltd is a member of ABTA with membership number V8302. As such we are fully bonded according to ABTA's rules and abide by ABTA's Code of Conduct. In order to ensure that the monies you pay for your holiday are protected we will issue a confirmation invoice showing the details of the services that you have booked including the price and the amount of money paid by you. You should check these details carefully and contact your travel agent or us immediately if there are any discrepancies. Please go to www.abta.com for a copy of the Guide to ABTA's scheme of Financial Protection. When you book a holiday or flight arrangement with us you can be entirely confident that in the unlikely event of our insolvency before or during your holiday, any money you have paid to us is fully secured and, if you are overseas, that full arrangements will be made to repatriate you. The air holiday packages and flights shown are ATOL protected by the Civil Aviation Authority. Our ATOL number is ATOL 4108. The price of our air holiday packages and flight only holidays includes the amount of £1 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices. ATOL Protection does not apply to all holiday and travel services on this website. Please ask us to confirm what protection may apply to your booking.

Your contract with us: When you book a holiday or flight arrangement with us, a contract between us will only come into effect when we send you a written confirmation of your booking (please note that our confirming e-mail is not a written confirmation for this purpose - a contract will only come into effect when our formal confirmation is sent to you by post). If you book late (within 21 days of your scheduled departure date) when there is not enough time to send you written confirmation, the contract between us will come into effect when we send you our confirmation e-mail. When the contract comes into effect, we become responsible to provide you with the holiday or flight you have booked, and you become responsible to pay for it, in each case subject to these terms and conditions.

For persons between the ages of 16 and 18 years on the date of return who are travelling unaccompanied by a responsible adult, we will only accept bookings if an adult agrees to be responsible for any costs arising from the booking or its cancellation

Please note: it is important you check carefully the written confirmation when you receive it, or if booking late that all details are as you require them. Our obligation is to provide the arrangements you have booked as described on this website and confirmed to you. If you wish to change or cancel those arrangements later, you may have to pay an amendment or cancellation charge and additional costs (see below) which may be as much as the whole of the original price of your arrangements.

In parties of two or more people, the person who actually makes the booking (the first person named when completing the `Passenger Information section) is the person with whom we make the contract and that person accepts responsibility for making all payments to us for all members of the party. Conversely, we will send all documents and other information to that person alone, who will be responsible for ensuring that all other members of the party are kept fully informed.

Accommodation Only: Many of the hotels and apartments we offer are available on an accommodation only' basis. Please note that if you book on this basis we are acting only as agents for the accommodation owners/managers and your contract will be directly with them. Any conditions which they attach to your accommodation booking will apply to you and all members of your party. Any documentation that we issue such as Confirmation Invoices, Itineraries or Accommodation Vouchers will be issued as agents for such accommodation owners/managers. In relation to accommodation only bookings, the terms and conditions in these Booking Conditions are to be read and construed, subject to the provisions of this paragraph.

If you require details of the accommodation providers in respect of your booking or any conditions applied by them to your booking, please contact us.

Prices: All prices shown on this website are in pounds sterling per person. The holiday details given on this website are compiled many months before the start of the arrangements to which they relate, and we therefore reserve the right to change the prices displayed at any time before you book. If we do, you will be told of the revised price applicable to the arrangements you require before you commit yourself.

Changes in *transportation costs, including the cost of fuel, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports and exchange rates mean that the price of your travel arrangements may change after you have booked. However there will be no change within 30 days of your departure.

We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges. You will be charged for the amount over and above that, plus an administration charge of £1.00 per person together with an amount to cover agents' commission. If this means that you have to pay an increase of more than 10% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid, except for any amendment charges.

We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy. Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on your final invoice.

Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

Please note that in the event of any conflict between the price given on this website or any late availability circular any viewdata system or verbally, the price given in the brochure containing the holiday you have booked current at the time of your booking will prevail.

Payment:
The total price of the arrangements you have booked is payable:

• If you book more than 8 weeks before your scheduled departure date, a deposit of £99.00 per person (excluding infants of under 2 years of age on the date of return) plus any insurance premiums is payable when you book, and the balance will be payable 8 weeks before your scheduled departure date.
  
  Please note that if you cancel any holiday on which a reduced deposit has been paid the full deposit as shown above will be payable as the minimum cancellation charge in the event that you cancel (see also 'if you cancel' below). If you book less than 8 weeks before your scheduled departure date, then the full price is payable when you book.
  
• Payment, when you book online, may be made by any major credit or debit card. If you are paying any sum after you have booked online, you may pay by cash, cheque (providing there is time to clear it to meet the payment schedule shown above - you should allow 10 working days for clearance from the time we receive it) or again any major credit or debit card.
  
• No charge is made for payment by cheque. There is a £1.00 charge made for payments with a Debit card. Due to the fee levied by credit card companies - a charge of 2.25% applies to payment made by credit card.
  

Please note that your booking may be cancelled if you do not make payment on time (and we will not normally send reminders) and if it is, cancellation charges as set out under "If you cancel" (see below) will be payable by you.

Images: During your holiday we may photograph, film or video (which includes all methods of capturing, storing and processing the resulting images whether in material or immaterial form) scenes which may include you and/or your family/travelling companions. This is particularly the case if you booked a wedding with us which includes photographs or video(s) of the occasion. In making your booking you agree for yourself and on behalf of all member(s) of your family, or travelling companions taken or arranged to be taken by us may be utilised by us for or reproduction in any publication, presentation, sale or marketing communication (including e-mail or any other electronic communication) or campaign without limitation and to the extent necessary you licence us to utilise any such images in whole or in part for any and all such or related purposes.

Special requests: If you have any special request, which is not mentioned in connection with the arrangements described on this website (for example dietary requirements or a need for special assistance) please inform us. We will always do our best to meet such requests but cannot guarantee to do so, and in no circumstances will any such request be accepted by us so as to form part of our contractual obligations.

Insurance: It is a condition of booking with us that you take out travel insurance. This cover is, we believe, adequate for most purposes and unless you specifically refuse it when booking, you will be automatically covered by it and the premiums will be added to the price of the arrangements you have booked. If you do not accept our insurance, however, you must be covered by other suitable insurance arrangements covering at least the cancellation of your booking, and providing medical cover for illness or injury while overseas. You must provide us with the name of any alternative insurers when you book with us or as soon as possible thereafter. If you have not provided us with the name of any alternative insurer within 14 days of booking (or 3 days before departure if booking late) we reserve the right to cancel your booking and refund all payments you have made to us.

While we believe that the insurance we offer is adequate, if you need or wish to increase cover, or cover for any other risks, it is your responsibility to make the appropriate arrangements with the insurers direct.

Diving Insurance: While our normal travel insurance covers diving to 30m accompanied, which may be sufficient for your needs, if you are intending to book one of our Red Sea “Liveaboard” holidays or dive more intensively, we offer additional cover, from the same underwriters, for diving up to 40m accompanied, but including wreck and night diving*:

Individuals up to age 65	7 Days	Each Additional 7 days
	£19.00	£10.00

*Subject to increased excess of £100 per claim.

NOTE: All insurance premiums and cover may be subject to change during the currency of this brochure. Please call us for a quote.

Diving Medical Form: All divers are required to complete a self assessment medical form before diving, you can download this form here (Download Now).

Making Changes After Your Booking: If you wish to make any changes to the arrangements you have booked after we have sent you confirmation, we will do our best to help, but will have no obligation to do so, other than allowing any member of your party who is prevented from travelling to transfer his/her booking to someone else, providing that written notice is given not less than 28 days before the scheduled departure date with full details of the proposed transfer. In these circumstances, you will remain liable with the transferee for payment of the price of the transferred arrangements, together with any additional costs arising from the transfer. In the case of any other changes, you must write to Interaction Worldwide Ltd (who provide a support service for us) at 1, Torrington Park, London N12 9SU detailing the change(s) required. If we can help we will make a fixed charge to cover administration charge as follows:

• Holidays/Flights based on charter flights. There will be a fixed charge of £15.00 per person if the change is requested 29 days or more before departure. If 28 days or less before departure the fixed charge will be £25.00 per person
  
  
• Holidays/Flights based on scheduled flights. Whilst we will do our best to help, changes are not always allowed by airlines and they may treat a change as a cancellation and charge accordingly. In this case these charges will be passed on to you. This will invariably be the case if any change is requested after tickets have been issued. If we are able to make changes without incurring cancellation, our charges for administration will be the same as for a charter flight (see above).

In all cases any charge made by any supplier of facilities or services (e.g. the accommodation owner) arising from any change will also be passed on to you.

If you change the number of people in your party, the price of the arrangements will be recalculated for the new party size. If, for example, a party is reduced in size this may mean that accommodation is under-occupied and therefore each member of the party may have to pay an increased price. You should note that any increase in price because of changes you have requested is not a cancellation charge, even though it may arise because a member of your party has cancelled, and is not therefore covered by the insurance we offer.

If You Cancel: Because we start to incur costs in relation to your arrangements from the time we confirm your booking, if you cancel we have to make a charge, and the nearer to your departure date you cancel, the more the charge will be. If you wish to cancel a confirmed booking, you must do so by writing to Interaction Worldwide Ltd at 1, Torrington Park, London N12 9SU. It is recommended that letters are sent by recorded delivery post. Cancellation takes effect from the date your letter is received. Cancellation charges will be as shown in the table below (which also applies if we cancel because you have failed to make payments on time - see "Payment" above) and will be payable immediately on cancellation.

Number of days before departure on which notice of cancellation is received	Cancellation charges as a percentage of the total holiday price (excluding insurance premiums)
More than 56 days	£99 per person or (if greater) deposit only
Between 56 and 43 days	35% (or £99 per person if greater)
Between 42 and 29 days	55% (or £99 per person if greater)
Between 28 and 15 days	75% (or £99 per person if greater)
Between 14 and 8 days	90%
7 days or less before departure, or if you do not check in for your flight	100%

Remember that if one or more of your party cancels this may also mean that the price of the arrangements for the remainder of the party may increase to reflect this.

If you have to cancel for a reason covered by insurance (whether arranged through us or otherwise) and follow the procedure laid down by insurers, you should be able to reclaim the cancellation charges.

Please note however, that insurance premiums do not form part of the price of your arrangements and are not refundable in any circumstances unless cancelled in accordance with the terms of the insurance.

If we make changes: We reserve the right to change any of the details shown in this website it at any time before we confirm your booking. If any such details are changed, you will be informed before we confirm your booking.

Sometimes, even after we have confirmed your booking we may have to make some alterations to confirmed arrangements. Most such alterations will be minor and of little effect on your overall arrangements, and in that case, while we will do our best to notify you of any such minor change before your departure (and on notification the contract between us will be varied to incorporate the minor change) we will have no other liability to you.

Occasionally, however, we may have to make a significant change to your confirmed arrangements. Significant changes include the following:

• Change of UK departure airport (except between the airports serving London: Gatwick, Heathrow, Luton and Stansted)
• Change of your time of departure from the UK by more than 12 hours
• Change of resort area
• Change of holiday accommodation to accommodation of a lower official rating

NB: A change of arrival airport or flight operating with a stop-over at another airport do not constitute a major change.

If we have to make a significant change, we will notify* you as quickly as possible and you may then either:

• accept the change, and the contract between us will then be varied to incorporate the change; or
• take alternative arrangements altogether (subject to availability). If the alternative arrangements selected are of a lower price than those originally confirmed, the difference will (if already paid) be refunded to you. If the alternative is more expensive, then you will have to pay the difference; or
• withdraw from the booking completely in which case we will, as soon as possible, refund all money paid to us.

In addition, if you choose either the first or second option above, you will receive as compensation a credit towards the cost of your arrangements, or any alternative selected, of the amount shown in the table below.

Number of days before departure when we notify* you of a major change	Compensation in pounds per person
Advice in resort to 7 days	£25
8 to 14 days	£20
15 to 28 days	£15
29 to 42 days	£10
43 days or over	NIL

Please note that the compensation scales shown above apply to full fare paying adults only. Children or others travelling at concessionary rates will receive compensation pro rata based on the concessionary price against the full adult price as respectively shown on the confirmation document and the brochure. Infants do not qualify for compensation. This compensation is in full settlement of and discharges all liability to you.

*Notice is deemed to have been given to you on the second day after the notification has been posted by us, or immediately you or your travel agent have been informed verbally of any change to which this section 'If we make changes' relates.

Important Note: The above does not apply when we are forced to cancel your arrangements or make changes which cause you to withdraw, or to cancel your arrangements by reason of unusual and unforeseeable circumstances beyond our control and which we could not have avoided by the exercise of all due care. In these circumstances our only liability will be to refund, as soon as possible, all money paid to us by you.

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