1. Making Your Booking & Contract
In order to make your booking, the Client (party leader) must provide Liberty Trails with a completed Rider Information Form for each rider in your party. This can be done by:
i. Emailing or posting a completed form to Liberty Trails
ii. Completing the Rider Information Form over the telephone with us.
When completing the booking form, the Client is required to provide full details which truly reflect the personal information and riding ability of all members of the party. On completion of the booking form the Client declares that the information provided is accurate.
On completion of this form the Client confirms that all members of the party agree to bide by the Terms and Conditions set out in this document. Further, the client confirms that they have appropriate travel insurance in place to cover their party booking. Travel Insurance is mandatory for all clients booking a Liberty Trails organised holiday or event and customers must demonstrate that they have adequate cover.
A Contract will exist between the client and Liberty Trails as soon as the booking deposit has been received into the Liberty Trails bank account.
This Contract is governed by English law and in the unlikely event of a dispute both parties agree to submit to the exclusive jurisdiction of the English courts at all times.
In order to secure your preferred dates, a deposit of 30% of the total cost upon booking or £500 per person for the Dartmoor Derby must be paid within 48 hours of receiving your quotation. You will then receive an invoice for the total amount. The outstanding balance, including any additional costs must be received no later than twelve weeks before the date of commencement of your holiday ( except for Earlybird offers, where full payment falls due immediately)
If full payment is not received on or before the due date, we reserve the right to treat the booking as cancelled and, therefore, apply cancellation charges as set out in clause 7 below. Should you make your booking within twelve weeks of departure then the full cost of the holiday will be due immediately.
3. The Cost of Your Holiday Arrangements
Liberty Trails reserve the right to increase the price of your holiday in the event of exceptional cost increases which are out of our control. In the event of this occurring, we will absorb an amount equivalent to 2% of the holiday price excluding any charges for alterations requested by you. Only amounts in excess of 2% will be surcharged. If this equates to more than 10% of your holiday price, you will automatically be entitled to cancel your holiday with the payment of a full refund of all money paid excluding alteration charges. Exceptional cost increases will include increases in transportation costs including fuel, taxes, (including VAT) or other fees payable for other services.
All itineraries clearly state what is included and excluded in the price of each holiday. In paying a deposit, the Client agrees to the itinerary and the price of the holiday.
4. Cancellation by Liberty Trails
In the unlikely event that we have to cancel your riding holiday for reasons other than
a) Fault of the client
b) Force majeure
c) Insufficient numbers to proceed with the ride
We will endeavour to offer you an alternative holiday of at least comparable standard if available.
5. Alterations & Changes by Liberty Trails
Liberty Trails do the very best to ensure the riding holidays are provided as booked. However, our holidays and itineraries are planned months in advance of promotion and, therefore, are occasionally subject to changes. In the unlikely event that a ‘significant’ change is made, then subject to clause 6 below you will be given the option (to be exercised by giving notice to us in writing within 14 days of notification of a significant change) of
a) accepting the change; or
b) cancelling your holiday, whereupon you will receive a full refund.
A ‘significant’ change is a change in dates, a lower standard of accommodation for the whole or significant proportion of the holiday or a change to the whole or significant proportion of the riding programme. In the event of minor alterations and changes made by Liberty Trails , no refund or compensation will be given and if you cancel the holiday the provisions of clause 7 will apply. A minor change or alteration includes any change which is not a significant change. If we are aware of changes prior to booking, we will inform the Client before a booking is made. Please note that we do not accept responsibility under any circumstances for accommodation booked separately by clients.
6. Force Majeure
Liberty Trails regret we cannot offer refunds or compensation in the event of cancellation or alterations as a result of force majeure. Force majeure is defined as war, threat of war, riot, civil strife, industrial dispute, strike, lock-out, government action, terrorist activity, natural or nuclear disaster, fire, flood and adverse weather conditions.
7. Cancellation by You
Bookings may be cancelled at any time prior to the departure date by written notification by the Client. The cancellation date will be taken as the date that written confirmation is received by Liberty Trails. For this reason, Liberty Trails recommend recorded delivery. Cancellation charges are expressed as a percentage of the total holiday price and are payable to Liberty Trails . Cancellation charges are as follows:
a) 35 days or less before departure 100% cancellation charge
b) 35 – 56 days before departure 50% cancellation charge
c) The deposit payment of £500 per person is non-refundable after a holiday has been confirmed by us.
8. Alterations & Changes by You
Should you wish to make changes to your riding holiday after confirmation, Liberty Trails will use our best endeavours to make the requested alterations, although we provide no guarantee that this will be possible. An administration charge of £25 per person may be implemented at the discretion of Liberty Trails on each occasion when an alteration is made at your request. Further, all additional costs incurred by either Liberty Trails or our suppliers are payable by the client. Specifically if extra services are contracted by you during your UK riding holiday you will be charged for these services.