Adventure Geek Travel Limited – Terms of Business
1. About Us
Adventure Geek Travel Limited (company number: 17193949), registered in England and Wales with registered office at 61 Glen Avenue, Blisworth, Northants, NN7 3ED (“we”, “us”, “our”).
When you book a trip with us, you are booking a package travel experience, and we act as the organiser of your trip in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018.
2. Your Booking & Contract
When you book a trip with Adventure Geek Travel Limited, your place is confirmed once:
- You complete your booking, and
- We send you your booking confirmation
The person making the booking is known as the lead booker.
The lead booker must be aged 18 or over and is responsible for ensuring that everyone included in the booking has read and understood these terms.
If you are booking on behalf of other people, we will take this to mean you have their permission to do so and that you are happy to be the main contact for the group.
3. What Your Booking Includes
Depending on the trip, your booking may include:
- Accommodation
- Guided walking experiences
- Activities and experiences
- Meals (where stated)
- Private transfers
- Luggage transfers
- Merchandise or welcome packs
Full details will always be provided in your trip itinerary.
Important:
Flights and travel to/from the destination are not included unless clearly stated.
4. Financial Protection
We provide financial protection for our package holidays.
(Currently waiting on ABTOT to complete the registration process.)
5. Payments
Deposit
To secure your place, a non-refundable deposit of 15–30% is required at the time of booking.
This deposit reflects costs incurred at the time of booking, including administration, planning, and commitments made to suppliers.
By paying your deposit, you authorise Adventure Geek Travel Ltd to charge the remaining balance to your card on the due date.
Balance
The remaining balance is due 8–12 weeks before your trip begins.
We will send you a friendly reminder ahead of the due date so nothing sneaks up on you.
Late Bookings
If you are booking within the balance payment period, full payment will be required at the time of booking.
Payment Plans
We understand that some trips are a bigger investment, so payment plans may be available. Just get in touch and we will do our best to help.
Important
If your balance is not paid by the due date, we may treat your booking as cancelled, and our standard cancellation terms will apply.
6. If You Cancel
All cancellations must be made in writing.
Cancellation charges apply as follows:
- More than 70 days before departure → Deposit retained
- 70–57 days → 30% of trip cost
- 56–43 days → 50%
- 42–15 days → 80%
- 14 days or less → 100%
If you have not yet paid enough to cover the cancellation fee, the remaining balance will still be due.
If your reason for cancellation is covered by your travel insurance, you may be able to recover these costs.
7. Transfers
If you are unable to travel, you may request to:
- Transfer your place to another person, or
- Transfer to another trip
Please note:
- All transfers are subject to availability and our discretion
- Some arrangements may be non-transferable and non-refundable
- We cannot guarantee that a transfer will be possible
Where a transfer is agreed:
- The replacement traveller must meet all requirements of the trip
- You may be responsible for any additional costs
- We may charge a small administration fee
If a transfer is not possible, our standard cancellation terms will apply.
8. Changes or Cancellation by Us
Minor Changes
We may make small adjustments (e.g. accommodation or timings).
Major Changes
A major change includes:
- Change of destination
- Significant itinerary change
- Change to a lower standard of accommodation
- Change to trip dates or duration
- Removal of a key element of the trip
If a major change occurs, you may:
- Accept the change
- Transfer to another trip
- Receive a full refund
Minimum Numbers
Trips require a minimum number of participants. If this is not met, we may cancel the trip and provide a full refund.
9. Events Outside Our Control (Force Majeure)
We are not liable for failure or delay caused by events beyond our control, including:
- War or threat of war
- Civil unrest or terrorism
- Natural disasters or extreme weather
- Pandemics or health emergencies
- Government restrictions
- Travel disruption or airline cancellations
If such circumstances occur:
- We will use reasonable endeavours to offer alternative arrangements where possible
- Any alternatives will depend on availability and supplier terms
Important:
- We are not responsible for costs or losses arising from such events
- Refunds or transfers will depend on recovery from suppliers
- No additional compensation will be payable
We strongly recommend that your travel insurance covers these situations.
10. Travel Insurance (Required)
You must have suitable travel insurance before travelling.
Your policy must cover:
- Cancellation
- Medical expenses
- Emergency evacuation
- Activities included in your trip
We may request proof of insurance.
11. Your Responsibilities
You are responsible for:
- Ensuring you are fit and able to take part
- Bringing appropriate clothing and equipment
- Arriving on time
- Providing accurate personal and medical information
- Complying with local laws
12. Fitness & Participation
Our trips are active and require a reasonable level of fitness.
If continuing would put your safety or others at risk, we may adjust your participation or withdraw you from part or all of the trip.
Refunds may not be possible in these circumstances.
13. Behaviour
We may remove anyone (without refund) who:
- Behaves in a disruptive or unsafe way
- Puts others at risk
- Negatively impacts the group
14. Our Responsibility to You
As the organiser, we are responsible for delivering your trip as described using reasonable care and skill.
If something goes wrong, we will do our best to resolve the issue quickly and provide reasonable assistance.
However, our liability is limited as follows:
- We are not responsible for any loss that was not foreseeable at the time of booking
- We are not responsible for loss caused by your own actions
- We are not responsible for events outside our control (see Section 9)
Where we are liable, our total liability is limited to the total amount paid for your booking.
Our trips involve outdoor and adventure activities. By booking, you acknowledge that participation involves an element of personal risk.
We take reasonable steps to ensure safety, but you are responsible for acting within your abilities and following guidance.
Nothing in these terms limits liability for death or personal injury caused by our negligence.
15. Supplier Responsibility
We work with trusted third-party suppliers. While we remain responsible for the overall trip, some services are delivered by independent providers.
We are not responsible for supplier actions where these are outside our control.
16. Travel Documents
You are responsible for ensuring you have valid passports, visas, and any required health documentation.
17. Optional Activities
Any additional activities booked independently are your responsibility and subject to the provider’s terms.
18. Complaints
If something isn’t right during your trip, please let us know as soon as possible so we can try to resolve it.
If unresolved, you can contact us in writing after the trip and we will investigate fully.
19. Photography & Media
Photos and videos may be taken during trips and used for marketing.
If you prefer not to appear, please let us know and we will respect your wishes.
20. Data Protection & Privacy
We take your privacy seriously and handle your personal information with care.
When you book with us, we collect personal information such as your name, contact details, and any other information required to organise your trip. This may include passport details, emergency contacts, and relevant medical or dietary information where necessary for your safety.
We use this information to:
- Manage your booking
- Communicate with you
- Deliver your trip
- Support your safety and wellbeing
We may share necessary information with trusted suppliers to deliver your trip.
By providing personal (including health) information, you consent to us using it for these purposes.
Full details can be found in our Privacy Policy on our website.
21. Legal
These terms are governed by the laws of England and Wales.