Terms Used
HSB Travels (HSB): refers to HSB Travels Ltd, London, United Kingdom.
We, Us: refers to HSB Travels, London, United Kingdom.
You: refers to the undersigned booking agent in contract with HSB Travels Ltd.
Group: members of a group of tourists you have booked with us on a specific tour.
Services
We ensure the best possible service quality and utmost care for the operations of your group. Deadlines are set in accordance with the group size and services booked. The more time we have for detailed operational planning, the better your service quality will be.
Operational issues like detailed itineraries, menu planning, and reconfirming services can only be done after 100% pre-payment is received.
We require a minimum of 7 working days to prepare a group of up to 50 guests for operations. The larger the group, the more time is required. These deadlines are set by the payment deadlines specified to you.
All extra services need to be prepaid in cash before they will be provided (our company & bank does not accept traveler’s cheques). We will not pay for any extra services.
We reserve the right to alter the hotels & itinerary for the benefit and/or safety of the clients. This can be due to traffic, changes in commercial driving laws, changes in sightseeing hours, weather conditions, new hotel contracts, or other enhancements for the group experience.
Rates and Payments
Inclusions are as per the list attached as an annexe to this document. You are required to read it in detail. We will make all bookings based on this inclusion list only.
The minimum & maximum group sizes are specified in the quote. This minimum number of full-paying adult packages has to be paid for. All event costs are based on the minimum number of guests and have to be paid for.
We work ONLY on a 100% pre-payment basis. The payment schedule (payment timelines) will be mentioned on the proforma invoice. Kindly ensure that these timelines are met. If the client does not pay within the agreed deadlines, HSB Travels will cancel the agreement, and our “Cancellation and Refund” policy will be applied accordingly.
Child Policy
Child 0-2 years (Infants) will be free of cost (baby cot can be requested for infants in advance).
Child 2-6 years will be charged 45% of the adult price (without extra bed).
Child 7-12 years will be charged 65% of the adult price (with an extra bed).
Guests above the age of 12 years will be considered adults.
Maximum 1 extra bed per room. As per the fire laws in Europe, not more than 3 guests (including infants) are permitted per standard room.
Free of Cost Policy
1 x FOC for the tour leader, 1 x per coach on ½ twin basis to a max of 3 FOCs per group.
Bookings and Confirmations
A minimum 25% non-refundable booking amount at the time of booking is required to start the booking process. Balance 75% is payable as per deadlines set.
Upon acceptance of our offer & receipt of the booking amount, we will only make a provisional booking with the hotel and service providers. The hotel will only be confirmed after receipt of the minimum amount specified in the invoice. This covers all cancellation liabilities, including hotels, coaches, restaurants, and other services. The balance amount is due as per our payment deadline or within one week if no deadlines are specified.
Rooming List
The final rooming list needs to reach us 3 weeks prior to the group arrival. This list must clearly outline the number of adults, children & infants in the group. Details of the total number of rooms per category should be provided as well.
Any special requests regarding upgrades, room categories, or locations should be sent at least one month prior to arrival. These requests are at the sole discretion of the hotels, and we cannot guarantee fulfillment.
Coaches & Timing Restrictions
Please note the EC regulation for coach drivers: A driver is not permitted to drive for more than a total of 8 hours in a day between 08:00 hrs – 21:00 hrs. The duty time of the driver is 12-15 hrs per day, depending on the country they are in.
In one week, a driver is not to exceed 5 days of 12-hour shifts and 2 days of 14-hour shifts. A driver must have 11 consecutive hours of rest daily, which can be reduced to 9 hours only three times per week.
If the regulations are not adhered to, police may prevent the coach from continuing, and the driver may be delayed, which could result in the coach being impounded. HSB Travels will not take responsibility for delays caused by non-compliance.
Food & Beverage
All meals are booked as per your specifications. Please send us any special meal requirements at least one month prior to the group’s arrival. Our quote does not specify which restaurants will be booked, and we have the freedom to select restaurants for meals. If you require a specific restaurant, please request it during the quotation process to ensure accurate costings.
Tips & Porterage
Our offers do not include tips for guides/drivers. The prevailing rates are as follows:
- Drivers: EUR 2 per person per day (compulsory)
- Service staff: EUR 1 per person per day
Porterage at hotels, airports, railway stations, ships is not included in the offers. Please inform us in advance if you want porterage included.
Water
Tap water in Europe is clean and suitable for drinking. Mineral/Bottled water can be purchased by the guests at supermarkets or from hotels/restaurants by making direct payment. Please specify in your quote if you require water to be supplied to guests (either in the coach or elsewhere). This will be an additional cost.
Damage to Property
Any damage to the property of the supplier(s) will have to be paid by you. HSB Travels will not take responsibility for any damages on your behalf.
Visas
Visas are the sole responsibility of you and your clients. HSB Travels will not be responsible for any delays, cancellations, or rescheduling due to non-grant of visas. We require at least one week to organize confirmations for visa purposes.
Cancellations and Refunds
In case of cancellation by the client, cancellation charges apply as per the timeline outlined in the contract. If the group is booked & confirmed more than 90 days prior to arrival, cancellation charges will apply as per our policy. Cancellations within 30 days of the scheduled arrival will incur 100% cancellation charges.
Changes to Bookings
Any alterations to the original booking resulting in re-costing will incur expenses, and a handling fee of EUR 125 will be charged per change. Changes made while the group is already on the ground will result in cancellation charges and new services booked must be paid in cash on the spot.
Liability
The liability of HSB Travels is limited. We act only as an agent for services provided by independent contractors. We are not responsible for losses, damages, or expenses caused by delays, weather changes, strikes, or other factors beyond our control.
Jurisdiction/Applicable Laws
In case of disputes, both parties should first attempt to resolve the matter amicably. If the dispute remains unresolved after 3 months, British laws will apply, and jurisdiction will be in England, United Kingdom.
Change in Terms & Conditions
HSB Travels reserves the right to alter the terms & conditions from time to time in accordance with changes in laws, taxes, supplier terms, or any operational updates. You will be notified of these changes.
Acceptance
The undersigned agrees to accept financial responsibility for the above arrangements and agrees with the payment conditions stated above. By signing and returning this agreement along with the first payment, you confirm your acceptance of these terms & conditions.
I have read & understood the above terms & conditions. We, the undersigned, agree to the above terms & conditions.