Booking Conditions

1. Your contract with us

   Your contract is ultimately with Tropical Sky Ltd (Company registration Number 5425418). Our acceptance of your deposit or payment forms a contract between us and the party leader (first named passenger) acting on behalf of all passengers in the party.  You are deemed to have accepted these conditions unless you write to us by return recorded delivery post to state otherwise. No other conditions will apply to this contract unless confirmed by us to you in writing.

2. Payment

   The deposit required will depend on the components you choose.  Our standard deposit is £200 per person.  If you are also booking a wedding, a further wedding deposit of £100 is required.  Some Airlines, transport providers or hotels will require full payment at the time of booking and where possible your travel consultant will advise this at the point of booking. Airlines have contracts where they have the right to demand full payment at the time of booking or at any other times before your departure, with no notice or they may cancel seats.  In this instance, you may be required to pay a further deposit at short notice to secure flights.  Deposits are taken by Tropical Sky Ltd on behalf of the principal.  Although a provisional reservation for a scheduled flight may be made on payment of a deposit, a confirmed booking cannot exist, neither can the price be guaranteed, until final payment for the ticket has been received and the ticket issued.

   Your balance must be paid before the date specified on the travel confirmation which is normally no later than 10 weeks before your departure date. If we do not receive final payment by the due date then we / the provider of the services in question reserve the right to treat your booking as cancelled by you and cancellation charges will be applicable as detailed in section 8 below.

   Full payment will be required for all bookings made within 10 weeks of departure.

3. The price of your holiday

   Unless otherwise stated, all prices on our web site are based on two people sharing a twin or double bedded room. There will normally be supplements for single travellers and sometimes there are reductions for three or more people sharing a room. Exact prices can only be confirmed by one of our travel advisors creating a tailor-made quote for you.

   The price agreed with you is normally guaranteed unless there are exceptional changes to the costs of the components as detailed below.

   The price agreed with you incudes the cost for fuel for transport that is accurate at the time.  We reserve the right to add a fuel supplement to holiday prices where there is an outstanding balance should this increase after the date of your booking as advised by Airlines, cruise companies or any other transport provider.

   The price agreed with you also includes costs for UK and overseas government taxes that is accurate at the time.  We reserve the right to add a supplement to holiday prices where there is an outstanding balance should this increase after the date of your booking as advised by the relevant governments.

   The price agreed is also subject to a variety of other surcharges such as adverse currency movements and airport charges.  However, we will absorb the first 2% of any changes in costs to your holiday.

   If the price of your holiday should increase by more than 5%, then you will have the right to cancel and receive a full refund of all deposits paid.

4. Insurance

   We advise all customers that an extensive travel insurance policy is essential to have on booking any of our holidays. However, we cannot advise you on this.  It is your responsibility to ensure you have appropriate and adequate travel insurance.  This also applies to insurance for your wedding.

5. Your Financial Protection

   When you buy an ATOL protected air holiday package from us you will receive a confirmation invoice from us confirming your package holiday arrangements and your protection under our Air Travel Organiser’s License number 9759. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking. For further information visit the ATOL website at www.atol.org.uk

6. If you change your booking

   Should you wish to make any changes to your holiday booking after it has been confirmed, you must send your request to us in writing signed by the person who made the booking. This request must be accompanied by an amendment fee of £30 per person. Whilst we will endeavor to meet any such request, we cannot guarantee we will be able to do so. However in the event that you are wishing to vary your flight details, you must consult with us to establish the cost which varies according to airline, type of change and departure date.

   Any request to make changes must be received not less than 8 weeks before departure. Any request for changes received less than 8 weeks before departure will be treated as a cancellation of the booking by you and the cancellation charges set out below will then apply. Any new arrangements subsequently made will be treated as a new booking.

   Where the size of the party is changed, the price for the rest of the party members will be recalculated on the new party size if applicable. Providing a name change is provided to us before this will be treated as an amendment and carry the appropriate fee except in the case of scheduled flights where they will almost always levy 100% cancellation charge.

   Please note that we cannot make any refunds for unused car hire or hotel vouchers etc irrespective of what you are told by the local car hire company or hotel management.

   Car hire and hotel vouchers are only valid for the exact services for which they are issued. Please read carefully any vouchers sent to you as they contain useful information.

7. Changes by us

   As your package holiday/flight arrangements are made many months in advance, it is occasionally necessary to make changes to holiday/flight details both before and after your departure and we reserve the right in our discretion to do so. Most changes will be minor ones. In the event of a significant change, we will inform you if there is time to do so before departure. A significant change is a change made before departure which involves a change of outward or return flight time by more than 12 hours, a change of UK airport (except between London Gatwick and Heathrow) to one which is more inconvenient for you, or a change of resort airport, or a change of accommodation to one of a lower classification.

   In the event of a significant change to your package holiday arrangements, you will be offered the choice of:-

   • Accepting the altered arrangements or
   • Purchasing another holiday from us (and paying or receiving a refund in respect of any price difference) or
   • Cancelling your holiday and receiving a prompt refund of all monies paid.

   In addition, if we are forced to make a significant change to your package holiday arrangements, we will pay you compensation on the scale set out below except where the change was made as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care which include, but are not limited to, those amounting to 'force majeure' as defined in the important note below.

   Period before departure when a major change is notified	Compensation payable per person
   70 days or more	0
   69-15 days	£15
   14-0 days	£30

   Please note that no compensation is payable in respect of minor changes and no other claims for compensation or expenses will be considered.

   Please further note we reserve the right to substitute alternative airlines and/or aircraft to those normally promoted and such a change will not be a significant one entitling you to cancel without payment of the normal cancellation charges.

8. Cancellations by you

   Should you wish to cancel your package holiday booking, you must notify us in writing signed by the person who made the booking as soon as possible. Any such notification must be sent by recorded delivery if posted. Notification of cancellation will only be effective on the date it is received at our offices. As we begin to incur costs from the date your booking is confirmed, we must levy cancellation charges to cover the charges passed onto us by our suppliers or the charges within the cancellation grid below, whichever is the highest. This is to compensate for the expense of processing your booking and for the risk that we may not be able to resell the flight/holiday/tours/package. For scheduled flights the charge will almost always be the full amount paid except for regular full fare tickets with no cancellation restrictions where an administration fee will be charged.

   Period before departure within which written notification of cancellation is received by us	Cancellation charge per person cancelling
   More than 70 days	Full loss of deposit
   69 - 36 days	90% of holiday cost
   35 days or less	100% of holiday cost

   You may be able to recover these cancellation charges from your travel insurance company if the reason for your cancellation falls within the terms of your insurance policy.

9. Cancellations by us

   Very rarely it is necessary to cancel holiday/flight arrangements and we reserve the right in our absolute discretion to do so. However, we will not cancel after the date the final balance of your holiday falls due unless you default in payment or we are forced to do so as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care such as those mentioned in the important note below. If we do cancel (other than due to your default in payment) we will offer you the choice of an alternative holiday/flight of comparable standard if available (with you paying or receiving a refund in respect of any price difference) or a full refund of all monies paid.

10. Force Majeure

    We regret we cannot accept liability or pay any compensation where your package holiday is cancelled, curtailed, delayed or in any way changed or where the performance or prompt performance of our contractual obligations is prevented or affected in whole or part as a result of circumstances amounting to 'Force Majeure'.   Force Majeure does not constitute either change or cancellation by us and should be covered by your travel insurance.   Such circumstances include, but are not limited to, war or threat of war, riot, civil strife, industrial dispute, epidemics or health risks, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, technical problems with transport, closure or congestion of airports, cancellations or changes of schedules by scheduled airlines, government action or advice and all similar circumstances outside our control.

11. Dress code

    The majority of hotels around the world impose some kind of dress code and this may vary by resort, by hotel, by restaurant or even by the meal type offered, i.e. a gala dinner. This is subject to change so please speak to your travel consultant for the specific dress code for your holiday at your chosen hotels. We would strongly recommend you always pack a small amount of smart clothing just to ensure you will not suffer from any restrictions imposed.

    The dress code in most hotels for evening dinner is smart trousers and collared shirts for gentlemen. Beach wear is normally not accepted at any meal times.

12. Car Hire

    If you have booked car hire with us then you will have to comply with the terms and conditions of the car hire company as well as our own.  On collecting your car you will usually have to sign up to their terms and conditions.  There may be insurance excesses in some circumstances and usually optional additional extras that you can purchase at the desk including roadside assistance.

    If you have booked with our preferred supplier, dollar/thrifty in the USA or Canada, their full extra conditions can be viewed at www.americansky.co.uk/dollarfactsheet.htm

    If we have booked you with another car hire company, please request full conditions from us.

13. Our liability to you
    • Quality
      

      We accept responsibility under Regulation 15 of the Package Travel Package Holidays and Package Tours Regulations 1992 should the package holiday services which are contractually obliged to provide are not provided or improperly provided either by us, our employees, agents or suppliers. 

      So far as services provided by airlines or sea carriers are concerned, our liability is however limited as if we were carriers within the appropriate international conventions. This clause is subject to force majeure and the other terms of these booking conditions including the 'exceptions' listed in the next paragraph.

    • Personal injury connected with your holiday arrangements
      

      We accept responsibility should you or any member of your party suffer death, injury or illness as a result of any failure to perform or improper performance of any part of our package holiday contract with you by any of our employees, agents, suppliers or sub-contractors providing they were at the time acting within the course of their employment; except where the failure to perform or improper performance was due to the 'exceptions' namely:-

      • your own acts and/or omissions or
      • those of a third party not connected with the provision of your holiday arrangements and which were unforeseeable or avoidable or
      • an event which either ourselves or the supplier of the services in question could not have foreseen or forestalled even with all due care.

      In addition, please note that in the case of services provided by air or sea, our liability is limited as if we were carriers within the appropriate international conventions.

      It is, however, a condition of our acceptance of liability that you notify us of any claim in writing within 28 days of your return from holiday and, where any payment is made, that you assign to ourselves and/or our insurers any rights you may have to pursue any third party. In addition, you must give ourselves and our insurers your full co-operation.

14. Excursions and activities whilst on holiday

    We cannot accept any liability for any injuries or loss of monies whilst you are on holiday from independently arranged trips.

    In some countries we employ representatives to look after your welfare.  However, we employ them on a basis of looking after any issues you have whilst on holiday and your general welfare.  They are not authorised to sell anything to you on our behalf, nor have we sanctioned any advice they may give you.  Please, therefore, note if you choose to accept any excursions or other activities from them, you do so at your own risk.

15. Information accuracy

    In the event of any conflict or inconsistencies between the Booking Conditions and anything stated elsewhere or by a member of staff, or elsewhere, these conditions shall prevail.

    We have made every effort to ensure that all the information we provide is correct at the time of giving it. However, you will appreciate that we do not own the accommodation, airlines and other facilities that you will be using. Although we have described these as accurately as possible we cannot be held responsible for any other subsequent alterations made.

    There may be occasions, particularly in low season, when some facilities may temporarily be withdrawn. If we receive prior notification of these we will inform you. Services provided by staff overseas, if applicable, are subject to local regulations and staff availability.

16. Complaints procedure

    We sincerely hope you will not experience any problems with our services. If you do, however, you should contact the representative agent immediately (or call us in the UK where we have a 24 hour duty office) as it is likely they will be able to resolve any problem on the spot. Please note all our representatives are authorised to act on our behalf to provide a quick resolution to your issues whilst in resort.  If there is not a rep available, please contact our office directly. 

    If the problem cannot be resolved, your party leader should complete a report with the representative. Please write to us upon your return quoting your booking reference and giving full details of your complaint within 28 days of returning from holiday. We will acknowledge your letter within 14 days with a full reply following within 28 days unless we have been unable to investigate your complaint within this time in which case a detailed explanation for the delay will be provided and a full reply sent in any event within 56 days. We regret we cannot accept liability for any complaint of which we are not notified in accordance with the provisions of this clause.

17. Arbitration

    In the unlikely event that we are unable to resolve any complaint amicably, you may if you wish refer the dispute to arbitration under a special scheme, which though devised by arrangement with the Association of British Travel Agents, is administered quite independently by the Chartered Institute of Arbitrators. The scheme, details of which can be supplied on request, provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on the customer in respect of costs. The scheme does not apply to claims for an amount greater than £5000 per person. There is also a limit of £25,000 per booking form. In addition, it does not apply to claims which are solely or mainly in respect of physical injury or illness or the consequences of such injury or illness, but claims with an element of injury not exceeding £1000 may be entertained. If you wish to make use of the scheme, written notice requesting arbitration under this scheme must be made within 9 months after the scheduled date of return from holiday but may in exceptional circumstances be offered outside this period. Full details are available from the Association of British Travel Agents, 68/71 Newman Street, London. W1P 4AH.

18. Conduct while travelling

    We reserve the right in our absolute discretion to terminate without notice the holiday arrangements of any customer whose behaviour is such that it is likely, in our opinion or that of any airline pilot, hotel management, or any other person in authority, to cause distress, danger, damage or annoyance to any of our other clients, employees, any third party or to property or if you are or appear to be unfit to travel by reason of intoxicating liquor, misuse of drugs or otherwise. In these circumstances, our responsibility for your journey or holiday, including any return flights thereupon ceases. Full cancellation charges will apply and no refunds will be given. Furthermore, we shall then be under no obligation whatsoever to pay you any compensation or meet any costs or expenses you may incur as a result.

19. Special requests

    If you have any special requests, please inform us as soon as possible in writing. Although we will endeavour to meet any such requests, we regret we cannot guarantee to do so.  Special requests include hotel room positioning and any pre-seating arrangements on aircraft. Please note that Airlines do restrict the number of seats that may be pre-allocated and your travel consultant will be able to advise you of this at the time of booking.

    Airlines reserve the right to move your seating even if pre-allocated by us.  Most Airlines have a policy of seating families together, but this may mean your party is split up, or across aisles.  We cannot accept any liability for dissatisfaction with seating as this is completely out of our control.

20. Special assistance

    We are not a holiday company that is specialises in dealing with people requiring extra assistance, but we will do our utmost to help any special requirements you may have. Before making a booking we will need to know if you have any medical/physical/mobility needs which might affect how and if we can deliver all your chosen holiday services. These needs may affect your flight, transfers or the suitability of your chosen accommodation or other aspects of your holiday. We would ask, therefore, that you advise us of any special needs/requirements to us in writing before making a reservation. Please note that this will not guarantee your needs will be met. It will however enable us to check the suitability of your chosen holiday based on the information supplied by you. We cannot be held liable if you fail to tell us about any special requirements that may affect the quality of your holiday.

21. Flight times

    The flight timings quoted are correct at the time of your booking, but are subject to change.  Latest timings will be shown on your final itinerary, but we always recommend you check the Airline’s website 48 hours before travel and when you check in on-line.

    You must, in addition, ensure you read and observe the instructions sent with your tickets for reconfirming your return flight. Generally, you will need to reconfirm by telephoning the airline or the airport two working days before the date of your return flight. We will not accept any liability for any increased costs or amendments to any arrangements you have due to a flight timing change. 

22. Flight Routings

    Direct flights may touch down en route for re-fuelling or passenger embarkation.  If the aircraft is re-fuelling you may be asked to disembark whilst this is carried out.  A non-stop flight involves no touch downs between take off point and landing point. All Airlines reserve the right to re-route their aircraft without due notice and change the Aircraft type.  Should the Aircraft type be changed, this may have an impact on your pre-seating.

23. Check in

    Generally, you will need to check in at least three hours before departure. If you fail to do so by the minimum time, you are likely to be refused admission to the flight. In the event of your being refused admission to any flight or destination, country, or U.K. on return by the airline or any government authority, we will not be under any liability to you and will not be able to assist you. In the event of our being able to make alternative travel arrangements for you, you will be responsible for meeting all costs involved.

    Most Airlines now offer an on-line check in service which you can use 24 hours before your flight.  You will still need to be at the Airport 2-3 hours before your flight to use the bag drop service at check in.  We will send you details with your tickets and advise you to use this to ensure you seating is confirmed.

24. Airline conditions

    Please note that the relevant carrier's conditions of carriage will apply in the case of all air or sea travel some of which may limit or exclude the Carrier's liability to you, often in accordance with international conventions. Copies of these conditions of carriage are available for inspection at our offices. Please further note that, by our contract with you, we do not enter into an agreement for carriage by air but rather we only undertake to reserve seats on board one of the airlines mentioned in our brochure or such other airlines as may be substituted.  Please refer to the conditions of contract and important notices for scheduled air services below.

    Both the outward and return portions of your ticket must be used. If you do not use the outward portion, you will not be allowed to utilise the return portion. If you miss or do not use your outbound journey, you must contact us for advice on your return journey.

25. Infants

    To be classed as an infant in accordance with the Air Navigation Regulations, a child must be under 2 at the date of return travel. At present, an infant is permitted to travel on an adult's lap or, if between 6 months and 2 years old at the date of return travel, in a car seat. If travelling in a car seat, the infant will occupy its own seat and will therefore be liable to pay a child's price for that seat. Any car seat used must be approved by the airline and it is your responsibility to ensure that your particular seat is acceptable. Please therefore check this point with us at the time of booking.

26. Children

    To be classed as a child in accordance with the Air Navigation Regulations, the child must be under 11 years of age.  However, some Airlines and Hotels may vary this.

27. Passports, Visas and health requirements

    It is your responsibility to ensure all of your party holds a valid passport at the time of travel.  Some countries insist on up to 6 months validity after your return date.  For more information check www.fco.gov.uk.

    While we can provide basic advice to UK citizens regarding passports and visa requirements clients not holding passports marked British Citizen should check with their Embassy or Consulate. You must make sure you have all the necessary valid visa, travel and health documents to comply with the requirements of the country you are visiting.  Please note all of Tropical Sky paperwork refers to UK passport holders only.  For all other passport holders, please contact the relevant Consulate or Embassy.

    We will not accept any liability for refused boarding of Aircraft, or refused entry to a country due to incorrect Visa clearance.  Some countries including United States of America and Australia require an electronic visa to be completed prior to travel.  It is your responsibility to complete this and again we accept no responsibility if you do not complete accurately.

28. Luggage

    We cannot accept responsibility for any loss or damage or delay to your luggage unless directly caused by the negligence of one of our employees. All Airlines have a lost/damaged bag policy and you will have to make any claims direct with them.

29. Pre travel and health advice

    The Foreign & Commonwealth Travel Advice Unit may have issued information about your holiday destination.  You are advised to check this information shortly before departure on the internet at www.fco.gov.uk.  Alternatively you can contact the Foreign Office Travel Advice Line on 0845 850 2829 or e-mail traveladvicepublicenquiries@fco.gov.uk.

    It is important that you are fit for travel and you have the correct immunisation and in certain cases preventative medicines such as anti-malaria tables.  You should always seek medical advice from your doctor about up to date health advice for your chosen holiday destination.

30. Weddings

    All weddings must be booked in conjunction with one of our holidays.  You must be over 18 to book a wedding package.  Your preferred wedding date needs to be requested from the relevant overseas authority and should this date not be available or if we are unable to arrange a suitable date, you will be entitled to a full refund.
    The exact legal documentation required for each wedding destination is subject to change and is set by each respective country.  It is your responsibility to refer to the website of the relevant country you are travelling to for the most up to date information.  We cannot be held responsible for any changes in legislation or for any resulting fees payable by the wedding couple in order to comply with these legalities.  However, please be aware any local authority will make the final decision on whether the wedding ceremony can go ahead and we have no control over this decision.  It is also your responsibility to ensure original documentation is carried with you otherwise your wedding may not be able to proceed.

    If you need to alter your confirmed wedding date, we will do our best to accommodate your new requirements.  There will be an administration charge of £50 for each change.  To cancel a wedding the cancellation charges in section 8 will be applicable.

31. This contract

    This contract shall be deemed to be made at the Registered Office of Tropical Sky Ltd, 109 South Worple Way, London, SW14 8TN and is subject to English Law and the jurisdiction of the Courts of England and Wales.

Data Protection

We comply with all legislation currently applicable for the Data Protection Act. However should you wish not to receive promotional material from us, please email Tropical Sky or telephone 0870 9079 605.