It is important that you read our booking conditions carefully.
Your contract is with The City Break Company Ltd, trading as Russian City Breaks, (referred to as “we” or “us” in this contract), registered in England and Wales, company number 05404342, head office: 35 Wilmslow Rd, Cheadle, Cheshire, SK8 1DR, England.
To make a booking with us you must send us a completed and signed booking form and the required deposit as confirmed in our quote. A contract will exist only when we have received both of these and have issued our confirmation invoice. By completing and signing the booking form, you, as Group Leader, guarantee that you have the authority to accept and do accept on behalf of all party members the terms of these booking conditions. This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you wish to do so.
2. Your Financial Protection
Total Payment Protection (topp) Policy cover:
In compliance with the UK Package Travel, Package Holidays and Package Tours Regulations 1992 an insurance policy has been arranged with Travel & General Insurance Company plc, authorised and regulated by the Financial Services Authority, to protect customers’ prepayments in the unlikely event of our financial failure and paid in respect of:
• non-flight inclusive packages commencing and returning to the UK
• the ground handling aspects of packages where the customer is responsible for arranging travel to the destination offered in this document (subject to the terms of the insurance policy), for a refund of such prepayments if customers have not yet travelled, or making arrangements to enable the holiday to continue if customers have already travelled, or repatriation of customers to the UK.
Customers’ prepayments are protected by a topp policy. In the unlikely event of financial failure please contact the claims helpline on 0870 0137 965. A copy of the policy is available on request.
We are a Member of ABTA, membership number Y2117. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. We can also offer you an arbitration scheme for the resolution of disputes arising out of, or in connection with this contract. The arbitration scheme is arranged by ABTA and administered independently by IDRS, part of the Chartered Institute of Arbitrators. It provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on you in respect of costs. The scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely in respect of physical injury or illness or their consequences. The scheme can however deal with compensation claims which include an element of minor injury or illness subject to a limit of £1,000 on the amount the arbitrator can award per person in respect of this element. Your request for arbitration must be received by ABTA within twelve months of the date of return from holiday. Outside this time limit arbitration under the Scheme may still be available if we agree, but the ABTA Code does not require such agreement. For injury and illness claims, you can request the ABTA/IDRS Mediation Procedure and we have the option to agree to mediation. Further information on ABTA’s assistance in resolving disputes can be found on www.abta.com
4. Payment Schedule
When you make your booking you must pay a deposit of £200 per person (unless we have agreed a flexible deposit payment plan with you at the outset and which is detailed in our quote). The deposit payment is non-refundable. The balance of the price of your travel arrangements must be paid at least 90 days before your departure date. If the deposit and/or balance is not paid in time, we shall cancel your travel arrangements. If the balance is not paid in time we shall retain your deposit.
5. Your Holiday Price
The price of your travel arrangements is calculated using exchange rates quoted in the Financial Times Guide to World Currencies on the date of our quotation. These can be found in the Markets Data Archive section of www.ft.com
Changes in exchange rates and other unforeseen increases in ground arrangement costs may mean that the price of your travel arrangements may be subject to surcharges after you have booked. However there will be no surcharges 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. 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. 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.
6. Changes By You
If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking. You may be asked to pay an administration charge and any further costs we incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Note: Certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
7. Cancellation By You
You, or any member of your party, may cancel your travel arrangements at any time. Written notification of cancellation from the person who made the booking must be received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges as outlined in the table below. These charges would also apply in the event of you cancelling the entire tour. In order to avoid cancellation fees where possible, we allow cancellations with replacements at any time subject to the replacement securing a valid Russian visa before departure. If the replacement passenger affects rooming configurations and accommodation costs, you will be required to pay the difference. If cancellations without replacements mean that the total group size falls below the minimum numbers agreed in our quotation, we may need to charge a small group supplement in addition to our standard cancellation fees.
Number of days before departure within which
we receive written notice of cancellation:- You receive a full refund minus:-
91 days plus £200 deposit
90 - 31 days 75% of total tour cost
30 days or less No refund
Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim some of these charges.
Note: No refunds are provided for meals, accommodation, transportation and activities missed by members of your party for reasons of absence once the tour has started.
8. Changes or Cancellation By Us
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor, for example a change of accommodation to another of the same standard or a rescheduling of the itinerary, and we will advise you of them at the earliest possible date. We also reserve the right in any circumstances to cancel your travel arrangements. For example, if the minimum number of clients required for a particular travel arrangement is not reached, we may have to cancel it. However, we will not cancel your travel arrangements less than 90 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. If we are unable to provide the booked travel arrangements, you can either have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from us if available (we will refund any price difference if the alternative is of a lower value). If it is necessary to cancel your travel arrangements, we will pay to you compensation as set out in this clause.
If we make a major change to your holiday, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative travel arrangements of comparable standard from us if available (we will refund any price difference if the alternative is of a lower value), or cancelling your booked holiday and receiving a full refund of all monies paid. In all cases, except where the major change arises due to reasons of force majeure, we will pay compensation as detailed below:
Period before departure within which cancellation Compensation amount per
or major change is notified:- paying passenger from us
More than 91 days NIL
90 - 29 days £4
28 - 15 days £6
14 days or less £8
Very rarely, we may be forced by force majeure to change or terminate your holiday after departure but before the scheduled end of your time away. If this extremely unlikely situation does occur, we regret we will be unable to make any refunds (unless we obtain refunds from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.
9. Force Majeure
We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control or that of our suppliers. These can include, for example, war or threat of war, actual or threatened terrorist activity and its consequences, riots, civil disturbances, industrial disputes, strikes, governmental restrictions of any kind, natural or nuclear disasters, explosions, fire, floods, hurricanes, snowstorms and adverse weather conditions, acts of God, epidemics and pandemics, unavoidable technical problems with transport, closed or congested airports and any other similar events beyond our control.
10. Your Responsibility As Group Leader
When you book with us you, as Group Leader, accept full responsibility for:
(a) Making all payments due to us on time
(b) Sending all necessary paperwork to us, including, but not limited to, party member details and rooming lists
(c) Ensuring all special requests including medical and dietary requirements are communicated to us well in advance of departure
(d) Ensuring all party members have a valid passport and visa
(e) Ensuring all party members are in possession of all necessary travel and health documentation before departure
(f) The supervision of your party and for taking reasonable steps at all times during the tour to prevent damage or disturbance
(g) Any damage or loss caused by you or any member of your group. Full payment for any such damage or loss caused by the party must be paid directly at the time to the accommodation owner or manager or other supplier. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with your own and the other party’s full legal costs) as a result of your actions.
(h) Ensuring that you and your party observe all local laws and regulations which apply to you and your party when abroad including those concerning smoking, drugs and the consumption of alcohol. Subject to local laws and regulations you must ensure that no member of your party who is under 18 years consumes alcohol unless you have the written permission of their parent or guardian. Alcohol must not, however, be drunk to excess. You must ensure that no member of your party smokes in bedrooms, on coaches or in any other area where smoking is not permitted. We cannot accept liability for the behaviour of others in your accommodation or if facilities are removed. In the event of any party member behaving in a way that is likely (in our reasonable opinion or the reasonable opinion of any person in authority) to cause offence, damage, or distress to others, or failing to comply with the local laws and regulations as set out in this clause, we reserve the right to terminate that person’s tour arrangements and we will not be liable to complete their tour arrangements and will not be liable for any refund, compensation, or any other costs you may have to pay. Further, should local authorities become involved, the party member shall be subject to the laws of that country.
(i) Ensuring that all members of your group have comprehensive travel insurance in place for the duration of your tour to include baggage, medical, tour cancellation and interruption cover. Please check your school’s travel insurance policy to make sure you and your group are fully covered. Should it be necessary to purchase such travel insurance, then this should be done as soon as your booking with us is confirmed. As we are not an insurance provider, please contact us for details of a company which can provide you with the necessary travel insurance.
11. Our Liability To You
If the contract we have with you is not performed or is improperly performed by us or our suppliers we will pay you appropriate compensation if this has affected the enjoyment of your travel arrangements. However we will not be liable where any failure in the performance of the contract is due to: you or any member of your party; or a third party unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond our control (see clause 9), the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall. Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of twice the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to
(a) The contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and
(b) Any relevant international convention which limit the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions.
You can ask for copies of the transport companies' contractual terms, or the international conventions, from our offices.
If the contract we have with you is not performed or is improperly performed as a result of failures attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our control (see clause 9), the consequences of which could not have been avoided even if all due care had been exercised, or an event which we or our suppliers, even with all due care, could not foresee or forestall, and you suffer an injury or other material loss, we will offer you such prompt assistance as is reasonable in the circumstances.
Excursions or other tours that you may choose to book or pay for whilst you are on tour are not part of your package holiday provided by us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
13. Passport, Visa and Immigration Requirements
The specific passport and visa requirements, and other immigration requirements, for you and your group members, are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you, or any member of your group, have not complied with any passport, visa or immigration requirements. All members of your group will require a visa to Russia and we will assist with the application process.
For information on healthcare abroad, see www.dh.gov.uk/travellers. It is your responsibility to ensure that all members of your group have the appropriate vaccinations and that these are up to date.For the Foreign and Commonwealth Office’s latest advice on travel to Russia, please visit www.fco.gov.uk
14. Medical Conditions
Should any member of your group suffer from a disability or medical condition that could affect their or other members of the group’s tour, then we must be notified in writing before you confirm your booking as this may affect your tour arrangements. You should also confirm that any assistance required by the individual can be met by other members of the group. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must 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.
15. Personal Property
Your personal property, including luggage, is your responsibility at all times during your tour.
16. If You Have A Complaint
In the unlikely event that you have a problem or cause to complain during your tour, it is strongly recommended that you inform your local guide and the relevant supplier immediately, who will endeavour to put things right. Most incidents can be solved quickly and satisfactorily in situ. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were on tour and this may affect your rights under this contract. If your complaint is not resolved locally, please notify us in writing within 28 days of the date on which the tour ended. Please also see clause 3 on ABTA.
17. Data Protection
In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements we need to use the information you provide such as name, address, email address, any special requirements etc for tour administration. We take full responsibility for ensuring that proper security measures are in place to protect your information. In making this booking, you consent to this information being passed on to the relevant suppliers of your travel arrangements. The information may also be provided to public authorities such as customs/immigration if required by them, or as required by law. Additionally, where your tour is outside of the European Economic Area, controls on data protection in your destination may not be as strong as the legal requirements in this country. We will hold your information, where collected by us, and may use it to inform you of offers in the future or to send you brochures. If you do not wish to receive such approaches in future, please advise us in writing.