Northeastern Explorer

If you Change or Cancel your Booking

If, after our confirmation has been issued, you

(i) make a change to your existing booking, we will charge an amendment fee of US$90 per booking for each change , or

(ii) wish to change to another of our holidays or change departure date, we will try to make the changes subject to availability, provided that notification is received in writing at our offices from the lead name at least 56 days before departure

In addition to the fee we charge, any alteration, whether a change to an existing booking or a change to another holiday or departure date, will also be subject to payment by you of any costs imposed by any of the suppliers providing the component parts of the holiday. If the holiday to which you transfer is more expensive than the one you originally booked, a further deposit will also be payable. Any alteration by you within 56 days of departure (90 days for Antarctica tours, 84 days for Ultimate Transcontinental) will be treated as a cancellation of the original booking and will be subject to cancellation charges. For Self-drive Campervan Tours, shortening of a rental period will be quoted as a new rental and will be subject to availability and calculated at the retail rate with no promotional or other special offers applied or applicable.

Subject to section 4.4, where you are unable to travel you can transfer your booking to another Person, providing the following conditions are met:

You notify us in writing at least 56 days before departure (90 days for Antarctica tours, 84 days for Ultimate Transcontinental) and give us authority to make the transfer; and

Your request is accompanied by all original travel documents which you have received and the full name and address of the person to whom you wish to transfer your holiday booking ("transferee"); and

The transferee accepts the transfer and these booking conditions, and fulfils any conditions that apply to the booking; and

The transferee shows us evidence of their holiday insurance, as your policy cannot be transferred, and the premium cannot be refunded; and

Payment is made by you of an administrative charge of a minimum of US$170 per person plus payment of all costs charged or levied by those supplying your travel arrangements, and the holiday must be paid in full at the time of the transfer.

Both the transferor and transferee will be jointly and severally liable for payment of the holiday price and other associated expenses.

Some airline carriers and other transport providers treat name and departure detail changes, such as date and time changes, as a cancellation. Accordingly you may have to pay for the cancelled ticket and be required to pay for the full cost of a new ticket.

You, or any member of your party, may cancel your holiday at any time providing that the cancellation is made by the lead name in writing. Notice of cancellation will be effective upon receipt by us of your written communication. As we start to incur costs from the time the contract is confirmed we will retain your deposit and in addition will apply other cancellation charges as shown below. These charges are based on how many days before your booked departure we received your cancellation notice. These charges are a percentage of the total cost of your booking, not including your insurance premium. If you want to cancel one or more passengers on the booking you will have to pay a proportion of the applicable cancellation charge based on the number of passengers you wish to cancel from the booking:

Tours 42 days or longer in duration, cancelled 85 days before departure: Loss of deposit

Tours 42 days or longer in duration, cancelled between 57 to 84 days before departure: 25% of the holiday cost

Tours 41 days or under in duration, cancelled more than 56 days before departure: Loss of deposit

All tours cancelled between 56 and 43 days before departure (inclusive): 50% of the holiday cost.

All tours cancelled between 42 and 31 days before departure (inclusive): 75% of the holiday cost.

All tours cancelled 30 days or less before departure (or failure to join the holiday or failure to pay any local payment due) (inclusive): 100% of the holiday cost.

Please note that for certain travel arrangements e.g. many scheduled transport providers, the cancellation charge may be higher than those shown. In certain cases a 100% cancellation fee applies as soon as the booking is made and the ticket is issued. Please ask for full details of cancellation charges at time of booking. We strongly recommend you to take out insurance that includes cover against irrecoverable cancellation costs. Additionally, you will remain responsible for the full amount of your insurance premium and this will not be refunded in the event of your cancellation. You may however be able to transfer this cover to another holiday. If you are travelling on a scheduled flight, we cannot give you any refund until we have received your old travel documents, including tickets.

It is recommended that reservations for pre and post tour accommodation are made at least one month before the departure date of the tour. If you cancel a reservation for pre and post tour accommodation that has been confirmed after final payment has been made, and is between 56 days and 35 days of departure, then an amendment fee of GB£25/Euro30/US$40/AUS$50/NZD50 will be charged. If a reservation for pre and post tour accommodation is cancelled within 35 days of departure then such accommodation cost becomes 100% non-refundable. For the avoidance of doubt, this clause only applies to pre and post tour accommodation.