Booking Terms & Conditions
Making Your Booking
Once you have completed the tour booking form it will be received by Trunk. You will then be required to pay your non-refundable deposit of $200 per participant. Once these items have been received your booking will be confirmed by the team at Trunk. We will need to receive the final balance payment not later than 6 weeks prior to your departure. At that time you will receive the final balance invoice. Failure to make payment within 7 days of the sending of that invoice will result in that place on the tour being cancelled.
If you are booking less than 6 weeks prior to departure, the full cost of the trip is payable at the time of booking. At the time of booking you will receive more details relevant to your tour. In the event that you require to cancel your tour please refer to the cancellation conditions as set out below. Your emailed confirmation of booking will act as your tour booking and confirmation documents.
Airlines & Other Suppliers
International flights to the country where your tour begins will be the sole responsibility of the traveler. Any flights, be they internal or international, that appear as a part of your tour, will be booked by Trunk through their exclusive agents. Bookings will be subject to their terms and conditions.
Trunk acts only as agents for the owners of accommodation and services provided, and for road transport proprietors, and all bookings must be accepted subject to the ticket or transport conditions and regulations of the carriers or transport proprietors, and also subject to the laws of the country in which such carriage or other facility is required.
Passport, Visas & Health
All clients are personally responsible for ensuring that they have a valid passport, relevant visa/s and conform to the health regulations required by the country/s that will be visited during the trip. For up to date visa information please visit the website for the Embassy or Consulate of the country/s you intend to visit. Please be advised that there may be a charge for obtaining the relevant visa. This is not included in your tour fee. Advice on health requirements may be obtained from your GP, or alternatively from the relevant government departments in your country of birth.
Exchange rates vary by the minute and are beyond the control of the team at Trunk. For the most up to date exchange rates we suggest visiting websites such as www.xe.com. We cannot be held responsible for fluctuations in currency exchange rates.
You, or any member of your party, may cancel your trip at any time providing that the cancellation is made in writing. As this incurs administration costs we will retain the deposit and in addition will apply cancellation charges as shown below:
The periods before departure within which written cancellation is received and the cancellation charges, shown as a percentage of the total holiday price, which will be applied are:
- More than 60 days; fully refunded minus the booking deposit
- More than 22 days; 50% of booking total charged
- More than 15 days; 75% of booking total charged
- 14 days or less 100% of booking total charged
Booking Transfers and Postponements
Given more than 60 days notice, Trunk is willing to allow a free of charge transfer to another eligible individual following a written request.
Should you wish to postpone your tour to a future date, this may be acceptable to a date not more than 12 months later than the original tour start date and only if there is sufficient availability at the new tour start date.
The team at Trunk will do their utmost to provide the trip arrangements that have been confirmed, but we must retain the right to modify or cancel any tour element, or full tour program, if unforeseen circumstances amounting to ‘force majeure’ arise. In such circumstance, we will inform you at the earliest possible opportunity, and, should the change be such that it alters the nature of the trip, we shall give you the choice of an alternative trip or a full refund of all money paid. In recognition we will absorb all financial loss consequent upon cancellation due to ‘force majeure’. We shall not cancel any trip for reason of political tension or natural disaster unless specifically recommended to do so by the relevant authorities in any country.
Alterations by You
We will do our best to make any alterations you may require after confirmation has been issued, subject to availability and to the payment for any increased costs relevant to the change. Any requests for alteration to an itinerary should be made in writing by the original booking individual. Any alteration requests should be made with enough time for us to deliver on your request.
The prices of tours are based on a varying minimum number of passengers travelling. If this minimum number is not reached, at least 8 weeks prior to the scheduled departure date we will either, cancel the tour and offer a refund in full, or we may propose a supplementary charge to enable said tour to operate, subject to the passenger’s agreement.
We do not exclude or limit any liability to our clients which may arise from proven negligence by any person employed directly by us or by our suppliers and subcontractors, servants or agents of the same whilst acting in the course or their employment in respect of death, bodily injury or illness. Such liabilities shall be subject to the laws of the country in which the negligence takes place and all proceedings shall be within the exclusive domain of their courts. We will do our utmost to afford general assistance to our travelers in the event of illness, injury or death during the period of the trip. We accept responsibility for ensuring that all parts of the trip are supplied as described and that all services shall reach a reasonable standard. These obligations and responsibilities shall be limited to where international conventions in respect of air or sea carriers apply. Naturally we cannot assume responsibility for loss or expense due to war, riots, strikes, terrorist activities or natural disaster.
It is imperative that you take out adequate travel insurance to our reasonable satisfaction. We will require you to let us have evidence of your insurance at least 8 weeks prior to departure or at the time of booking if later. We reserve the right to terminate your booking if you fail to obtain travel insurance cover. Particular care should be taken to ensure that you have adequate cover, in particular for, if relevant, working with animals, cancellation and emergency repatriation in the event of medical problems.
Complaints & Arbitration
The Trunk team will always do what is available to resolve any complaints on the spot, provided they are brought to the attention of the team. However, if the matter cannot be resolved immediately, you must write to Stephen Williams, Founder, within 14 days of the end of your trip. We will then endeavour to resolve the problem as promptly as possible. In the unlikely event that the problem is not amicably resolved the case may be referred to arbitration, if the customer so wishes.
We are currently only accepting payment through the safe and secure online payment portal of PayPal and direct transfers to our TransferWise account. Details of how to make the payments can be found on our website and will be attached to your tour booking confirmation email.
Baggage & Personal Effects
These remain your responsibility and risk at all times.
All Trunk tour leaders are qualified and experienced. The safety and tour enjoyment of the group is their main focus and they retain the right to make decisions that may affect the published itinerary in the benefit of the safety, comfort and welfare of the group. Where applicable, a tour leader, in conjunction with the appropriate medical advice if applicable, has the right to disqualify any client at any time during the course of the tour, if considered necessary for the medical well-being or safety of the individual or in the tour leader’s opinion, the client’s actions materially are affecting the enjoyment of the tour for the remainder of the group. Any decision with regard to any reimbursement for any part of the tour not completed will be decided between the Managing Director of The Ultimate Travel Company Ltd and the tour leader. The tour leader also reserves the right to issue an individual with a ‘yellow card’ should that individuals actions put the safety and comfort of themselves or the group at risk. A second yellow card will result in that individual being removed from the group with no opportunity of financial recompense.
Data Protection Statement
Please be assured that we have measures in place to protect the personal booking information held by us. Only the most basic information will then be passed on to the relevant suppliers of the individual elements of your tour. These could be, but are not limited to; full name, date of birth, gender, passport details (in the event that a flight is required), medical and dietary details, next of kin contact information, travel partners name. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law. We will only pass your information on to persons responsible for your travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary/religious requirements.
In the rare event that Trunk promotes a special offer after you have booked a place on that particular tour, you will not be able to make a reverse claim.
As a confirmed Trunk traveler you will receive notification of any upcoming special offers at least 7 days prior to their public release.
Special offers will carry their own terms and conditions – details of which will be available at the time of the promotion.