Rowan Tree Ltd - Booking Terms and Conditions

Booking Terms and Conditions

We want you to enjoy your holiday with us so it is important that you carefully read our booking information and conditions before you fill in your booking form. Please also keep a copy of them for your records.

How do I book my holiday?
Fill in our booking form then either:
- return it to us online using our secure booking service to send us your credit or debit card details safely via the Internet
  or
- return it to us by post, along with your payment (using cheque, credit card or debit card).
Who should fill in the booking form?
One person (who should be at least 18 years old) should fill in the booking form on behalf of everyone who is going on holiday with him or her. This person's name should be entered as the first name on the form, and he/she should have the agreement of everyone listed on the form to make the booking on their behalf. The person named first on the form will be the person responsible for making sure that all payments due for the holiday are paid in full and will be the person we will contact about your holiday.
When and how much do I pay for my holiday?
When you return your booking form to us, you must pay a deposit as shown:

Weekend breaks
(2 nights) Week-long holidays
(7 Nights)

Deposit: £25 per person £50 per person

The balance of the price is due for payment as follows:

Weekend breaks Week-long holidays

Balance due: 4 weeks before
start of break 6 weeks before
start of holiday

If the start of your weekend break is 4 weeks or less away, or the start of your week-long holiday is 6 weeks or less away, you must pay the full cost at the time of booking.
If we do not receive your balance of payment by the date shown, your booking will be cancelled.
The deposit paid in respect of any break or holiday is accepted as the first instalment of the full price. The receipt or banking of the deposit does not imply an acceptance of the booking. If a booking cannot be accepted, notification will be sent as soon as possible. We will not accept any liability for any delay or expense incurred on that account.
How will my booking be confirmed?
We will make written confirmation promptly upon receiving your booking form and deposit. We will also send you further details including joining arrangements and any other details which we think will be useful for your trip. We want you to enjoy your break or holiday with us, so please do not hesitate to get in touch if you have any queries.
Safeguarding your payments
In order to comply with the European Community's Package Tour Directive, we will hold your holiday prepayments in a special trust account until your holiday is completed.
What about medical conditions?
You must, at the time you book, let us know if anyone in your group suffers from any medical condition, or is taking any medication, which may affect his/her ability to undertake the weekend break or holiday he/she has chosen. Please see the details of each break or holiday for information about the level of fitness or ability required. If, in our reasonable opinion, your chosen break or holiday is not suitable for the medical condition in question, we have the right not to accept the booking. Please note, that in deciding whether a break or holiday is suitable, we are entitled to consider the needs and reasonable requirements of our other clients and practical operational difficulties.

What happens if I want to change or cancel my break or holiday?
If you want to change your booking to another break or holiday before the date when the balance of payment is due, we will do our best to arrange this for you at a charge of Ł20 per person. Alterations after this date will be treated as cancellations and re-bookings.

If you want to cancel your break or holiday, you must notify us as soon as possible and confirm this in writing by recorded delivery or fax. The deposit plus any insurance premium will be forfeited and, for cancellations received after the balance of payment has been made, we will retain the following amounts with the remainder being returned to you promptly:

Cancellation Amount forfeited

Weekend breaks

More than 28 days before start deposit only

27-22 days before start deposit plus 20% of balance

21 - 8 days before start deposit plus 50% of balance

7-0 days before start full amount.

Week-long holidays

More than 42 days before start deposit only

41-28 days before start deposit plus 20% of balance

27 - 8 days before start deposit plus 50% of balance

7-0 days before start full amount.

However, if you get someone to take your place or we can resell your place you will receive a refund of any money paid (not including insurance premiums) less a £20 administration charge.

What happens if Rowan Tree Ltd changes or cancels my holiday?
We will always do our best to avoid making changes to a break or holiday which has been confirmed. However, if we have to cancel or make a major alteration to your break or holiday we will inform you promptly and offer either:
- a free transfer to a substitute holiday or
- a full refund of any money prepaid.
We have the right to make minor changes without having to pay you any compensation. In particular, we may occasionally need to alter itineraries or programmed visits due to adverse weather conditions. In the interests of safety, clients must agree to abide by the decisions of the group leader.
We also have the right to substitute accommodation of the same or better standard as that offered by us on any holiday or break. If we have to offer accommodation of lower standard (which we will do our best to avoid), we will refund to you the difference in cost to us of such accommodation.
We have, in addition, the right to increase the price of a holiday or break in the event that transportation costs (in particular, the cost of fuel) rise substantially. However, we will not increase the price of any holiday or break less than 30 days before the starting date of the holiday.
We will not cancel a break or holiday more than one week after the date when the balance of payment is due except as a result of circumstances outwith our control. We undertake to fulfil all arrangements and provide all services as booked and contracted but if any holiday or break has to be cancelled as a result of circumstances outwith our control, the refund of all payments puts an end to all liability on our part. By circumstances outwith our control, we mean any event which we or the supplier of the service in question could not have predicted or avoided even after taking all reasonable care, for example, war or threat of war, acts of terrorists or threats of such acts, riots or civil unrest, industrial action, natural or nuclear disaster, adverse weather conditions, fire and all similar reasons or circumstances which are outside our control.
What about insurance?
We strongly advise you to take out insurance for the duration of your holiday in respect of cancellation and curtailment, injury, death, lost baggage and money, liability, medical expenses and rescue/repatriation. You can arrange this yourself or through Rowan Tree Ltd.
Rowan Tree Ltd carries public liability insurance for claims against the accidental injury or accidental damage to property which happens within the geographical limits or agreed period of the break or holiday booked.
What if I have a concern or complaint during my break or holiday?
We will do our utmost to ensure that you enjoy your break or holiday with us. However, in the unlikely event that you have a concern or complaint during your break or holiday, please bring it to the attention of your break or holiday leader as soon as possible. If you do not do this, it may compound the situation and lead to your claim being reduced or rejected. Should it not be possible to resolve your problem immediately, please write to the Managing Director of Rowan Tree Ltd as soon as possible after your break or holiday - delay in doing so may lead to an inability to substantiate your claim. All complaints and claims against Rowan Tree Ltd will be dealt with under Scottish Law and Custom.
Rowan Tree Ltd is a private limited company registered in Scotland at Companies House, No 209636.