The Road Trip Co Booking Conditions

Introduction

These Booking Conditions, together with our Privacy Policy and any other written information we bring to your attention before confirming your booking, form the basis of your contract with The Road Trip Co Ltd, registered in the United Kingdom (“we”, “us”, “our”).

Please read them carefully as they set out our respective rights and obligations. In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made, or any other person to whom a booking is added or transferred.

By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:

1. They have read these Booking Conditions and agree to be bound by them.
2. They consent to our use of personal data in accordance with our Privacy Policy.
3. They are over 18 years of age and have the authority to make the booking.
4. They accept financial responsibility for payment of the booking on behalf of all persons named.

1. Booking & Payment

• A booking is made when you pay us a deposit of 25% (or full payment if within 30 days of departure).
• We will then issue a Booking Confirmation, at which point a binding contract exists.
• The balance of your trip cost is due no later than 30 days prior to departure. If not received, we may treat your booking as cancelled and apply cancellation charges.

2. Accuracy of Information

We make every effort to ensure information on our website and promotional material is accurate. Occasionally errors occur, and we reserve the right to correct details before or after bookings are confirmed.

3. Insurance

Adequate travel insurance is strongly recommended for all bookings. Insurance should cover cancellation, personal belongings, medical expenses, and repatriation.

4. Pricing

We reserve the right to amend prices of unsold trips at any time and correct errors. Once your booking is confirmed, the price will not change, except in cases of:

• Significant changes in transport costs (e.g. fuel prices).
• New taxes or fees imposed by third parties.

Any increase above 8% of your booking cost will give you the right to cancel for a full refund.

5. Force Majeure

We will not be liable or pay compensation where our contractual obligations are affected by circumstances beyond our control, including (but not limited to): natural disasters, terrorism, pandemics, industrial disputes, severe weather, or government restrictions.

6. Special Requests

Special requests (e.g. dietary needs, accessibility requirements) must be made at the time of booking. We will try to meet them but cannot guarantee all requests.

7. Disabilities & Medical Conditions

It is your responsibility to ensure you are fit to travel. Please disclose any medical conditions or disabilities at booking so we can advise suitability. Failure to do so may result in cancellation without refund.

8. Travel Documents & Entry Requirements

You are responsible for ensuring you meet any passport, visa, or health requirements for your trip. We accept no liability if you are unable to travel due to failing to meet such requirements.

9. Departure & No-Shows

You must arrive at the designated departure point on time. If you fail to arrive before departure, this will be treated as a no-show and 100% of your booking will be charged.

10. Behaviour

We expect all passengers to behave respectfully towards staff, other passengers, and third-party suppliers. We reserve the right to terminate travel without refund if behaviour is disruptive, unsafe, or causes damage.

11. Jurisdiction

These Booking Conditions are governed by English law. You may bring legal proceedings in the courts of England & Wales (or your home jurisdiction if within the UK).

12. Conditions of Suppliers

Some services included in our trips are provided by third-party suppliers. These suppliers operate under their own terms and conditions, which also apply to your booking.

13. Refusal of Travel

We reserve the right to refuse travel to anyone who is unfit, unsafe, or unsuitable for travel.

14. Luggage

Space on minibuses is limited. Each passenger may bring:

• 1 medium-sized suitcase (up to 20kg).
• 1 small carry-on bag.

Excess luggage must be arranged separately. Luggage is carried at your own risk.

15. Promotional Codes

Discount codes must be applied at the time of booking and cannot be combined with other offers.

16. Changes by You

If you wish to change your booking, please notify us in writing. We will try to accommodate changes but cannot guarantee availability. An administration fee of £50 per change may apply, plus any supplier costs.

17. Transfers of Bookings

Bookings may be transferred to another person if:

• We are notified at least 7 days before departure.
• Any balance due is paid.
• The transferee accepts these Booking Conditions.

18. Cancellation by You

If you cancel your booking, the following charges apply:

• 30+ days before departure → Loss of deposit only.
• 15–30 days before departure → 50% of trip cost.
• 14 days or less before departure → 100% of trip cost.
• No-shows → 100% of trip cost.

Deposits are non-refundable but may be transferred to another trip within 12 months.

19. Cancellation by Us

We may cancel a trip due to low numbers, safety concerns, or circumstances beyond our control. In such cases, you will be offered either:

• A full refund, or
• The option to transfer to another trip.

20. Complaints

If you have an issue during your trip, please notify us immediately so we can resolve it. If not resolved, please contact us in writing within 28 days of return.

21. Our Responsibility

We are responsible for ensuring that all services booked with us are provided to a reasonable standard. However, we are not liable for:

• Services provided by third-party suppliers outside our control.
• Loss, damage, or delay caused by Force Majeure.
• Personal belongings (insurance is required).

Our liability is limited to the cost of your booking.

22. Insolvency Protection

We are a UK-registered company. In the unlikely event of our insolvency, consumer protection laws apply under UK package travel regulations.

23. Prompt Assistance

If you experience difficulty during your trip, we will provide reasonable assistance, though you may be liable for costs if not caused by our failure.

Summary for Customers (Website Quick View):

• Deposit: 25% (non-refundable).
• Balance due: 30 days before departure.
• Cancellation: Up to 30 days before = deposit loss only; 15–30 days = 50%; less than 14 days = no refund.
• Insurance recommended.