Terms and Conditions for walking holidays

As you are aware, Adventure Geek is working in partnership with Kriss Saunders from Arc Divers Ltd (TA Arc Adventure).  The terms with regards to accommodation will fall under Arc Adventures terms as follows:-

  • Visa charges & Travel Insurance are not included in the cost.
  • Any meals and services unless mentioned in the itinerary are not included.
  • The hotels and services as mentioned are subject to availability at the time of booking.
  • In case of unavailability in mentioned hotels, alternate accommodation will be arranged in a similar category hotel. Rates may change in case of change in hotel rates, transport rates or entrance fees & airport taxes Rates are not valid during trade fairs, exhibitions and special events. A surcharge will be levied Check in time is 1400 hrs and Check out time is 12noon. Early check-in/ late checkout is subject to availability.

ADVENTURE GEEK BOOKING TERMS (For all walking holidays/weekend adventures). 

  • You enter into a booking with Adventure Geek when you initially place your order and pay your deposit. If you then cancel, there may be cancellation charges. Initially, this may only be a deposit but can go up to 100%.
  • You can make changes to your booking in certain circumstances. We may make a charge for this. We can change and cancel your booking. We’ll pay you compensation in certain circumstances.
  • We are responsible to you for providing your holiday but there are legal limits.
  • You must ensure that you are aware of, and adequately fit for, the nature and demands of the holiday activities and arrangements.
  • You are responsible for ensuring that you have, and are able to present, a valid and acceptable passport as well as any visas, vaccination certificates, evidence of compliance with necessary public health requirements and other documents required for your holiday arrangements.
  • You must be adequately insured to join and participate in our holidays.
  • All holidays have the protection of the Package Travel and Linked Travel Arrangements Regulations 2018 via Arc Adventures (A.R.C. Divers LTD)

NB read the full terms below for more information and for other important rights and obligations.

Your holiday booking

This booking is made on the terms of these Booking Conditions. When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these Booking Conditions. We will only deal with you, the lead name, and you must be aged 18 or over at the time you make the booking.

You must ensure that the information you give us is correct. You must also pass on any information we give you to everyone included in the booking.

No promise of a price reduction or refund will be binding on us unless confirmed by us in writing.

Holiday price

Prices shown online are based on two persons sharing a twin room. We reserve the right to alter the prices of any of the holidays. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed.

Mistakes or computer errors occasionally occur, so if any price on our website or booking system is obviously wrong then any booking made based on that price won’t be valid and we will be entitled to cancel it and give you a full refund unless you wish to pay the correct price.

Paying for your Holiday

When you make your booking you must pay a deposit of £100 per person for UK holidays which do not include flights (if applicable).

The balance of the price of your travel arrangements must be paid not later than 10 weeks before your departure date for UK holidays without flights, 12 weeks before departure for UK flight-inclusive holidays and short-haul holidays. If the deposit and/or balance is not paid in time, we shall cancel your travel arrangements. If the balance is not paid in time we shall retain your deposit and any travel insurance premium paid will be non-refundable.

Where bookings are made within 10 weeks of departure for UK holidays without flights, 12 weeks for UK flight-inclusive holidays and short-haul holidays, the whole of the holiday charge is payable at the time of booking.

If you cancel your holiday

You, or any member of your party, may cancel your travel arrangements at any time. If you need to cancel your holiday you must tell us as soon as possible. Written notification from the person who made the booking must be received at our offices. Since we incur costs in cancelling your travel arrangements and the risk that we will not be able to resell your holiday, you will have to pay cancellation charges as follows (see also the exception below):

Period before departure in which you notify us Cancellation charge
More than 70 days Deposit only
Between 70 and 57 days 30% of holiday cost
More than 56 days Deposit only
Between 56 and 43 days 50% of holiday cost
Between 42 and 15 days 80% of holiday cost
Within 14 days or after departure 100% of holiday cost

Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

You can cancel your booking without paying cancellation charges if the performance of your package, or the carriage of passengers to your destination, is significantly affected by unavoidable and extraordinary circumstances. In such circumstances, we will arrange for your booking to be terminated and for you to receive a full refund. We will observe advice provided by the UK Foreign, Commonwealth & Development Office (FCDO).

If you change your booking (self-guided bookings)

If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking or your travel agent. You will be asked to pay an administration charge of £20 per person (or £40 if less than 98 days before departure), and any further cost we incur in making this alteration.

Certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.

You can transfer your booking to another person, who satisfies all the conditions that apply to this booking, by giving us notice in writing at least 7 days before departure. Both you and the new traveller are responsible for paying all costs we incur in making the transfer.

If we cancel your booking

We reserve the right to cancel your booking. We may cancel your booking if the minimum number required for the package to go ahead hasn’t been reached. We will not cancel less than 10 weeks before your departure date for UK holidays without flights, 12 weeks before departure for UK flight inclusive holidays except for unavoidable and extraordinary circumstances, or failure by you to pay the final balance.

Unavoidable and extraordinary circumstances means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

If your holiday is cancelled you can either have a refund of all monies paid or accept an alternative holiday of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value).

In the event a refund is paid to you, we will:

1. Provide a full refund of your travel insurance premiums if you paid them to us and can show that you are unable to transfer or reuse your policy.

2. Pay compensation as detailed below except where the cancellation is due to unavoidable and extraordinary circumstances (see definition above).

We will not reimburse the cost of any cancellation or amendment charges you may incur for any independently booked transport or accommodation arrangements as a result of any cancellation or change by us to your holiday arrangements. Similarly, we cannot meet the cost of any visa, vaccination or similar costs in the event of a cancellation by us.

If we change your booking


(a) Changes to the holiday price

We can change your holiday price after you’ve booked, only in certain circumstances:

Changes in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources, the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports or exchange rates mean that the price of your travel arrangements may change after you have booked. However, there will be no change within 20 days of your departure.

We will absorb, and you will not be charged for, any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges. You will be charged for the amount over and above that. If this results in an increase equivalent to more than 8% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (we will refund any price difference if the alternative is of a lower value), or cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should you decide to cancel:

1. You must do so within the time period shown on your final invoice

2. We will provide a refund of insurance premiums paid to us if you can show that you are unable to transfer or reuse your policy.

You agree that where a surcharge is levied that is 8% or less of the original price, this will not amount to a significant change to your booking.

Should the price of your holiday go down due to the cost changes mentioned above, then any refund due will be paid to you. We will deduct from this refund our administrative expenses incurred. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

NB this entire clause 8(a) does not apply to any corrections of obviously incorrect holiday prices. See also clause 3 on holiday price.

Insurance

It is a condition of the booking that all clients have adequate travel insurance that covers them for a walking holiday. Clients should ensure that their insurance covers illness, injury, death, emergencies arising at home, loss or damage to personal property, cancellation and personal liability. By participating in an Adventure Geek organised trip, clients are confirming that they have insurance that covers the above.

In the event of needs arising, Adventure Geek organisers will do all in their power to assist, however, all costs will be borne by the client and it is their responsibility to check that they are adequately insured. Adventure Geek will not be responsible for costs/inconvenience arising from any injury/mishap/incident/illness that a client may experience whilst on an Adventure Geek organised trip.

Fitness levels

The sections of our walks are deemed to be of moderate difficulty. It is expected that a person with a basic level of fitness would be able to complete each day’s walk without difficulty, subject to a small amount of preparation in advance. As part of the services provided by Adventure Geek in advance of its trips, advice will be given regarding some recommended physical preparation prior to departure. There will also be an information evening arranged prior to departure where full advice will be available and personal queries will be dealt with. Clients are encouraged to follow all advice given in respect of personal preparation and to attend the information evening in order to ensure they get the maximum enjoyment from their adventure. Adventure Geek accepts no responsibility for illness/injury/loss arising as a result of exertion, either on or after an Adventure Geek organised trip.

Bookings are accepted on the condition that participants are physically and mentally fit, and able to cope reasonably with the demands of the holiday without assistance from our walk leaders or another party member. It is your responsibility to ensure that you and your party are aware of the nature and demands of the holiday arrangements before booking.

We reserve the right to exclude you from individual walks or activities or from the walking and activity programme as a whole if in the reasonable opinion of our walk leader the demands of the walk would be detrimental to the interests or safety of you or the group as a whole. In the event that our walk leader deems such a decision is necessary we will reasonably endeavour to make alternative arrangements but will not be liable for any additional costs incurred or to provide any refund for missed activities. We also reserve the right to refuse any booking for a holiday where we are not satisfied that the applicant’s health, fitness or experience is appropriate to the holiday selected.

Should you suffer from mobility impairment, disability or medical condition relevant to your participation in the holiday arrangements this must be declared to us (in addition to any declaration made for insurance purposes) at or before the time of booking. You must advise us of any impairment, medical condition or disability which may affect your active participation in the holiday arrangements developed after your booking has been confirmed. If we feel that we cannot meet your needs, we reserve the right to decline or cancel your booking.

In the event of illness or injury relating to you or your party, we may make such arrangements as we see fit and recover the costs thereof from you.

Luggage / Rucksacks

We suggest that you travel as lightly as possible. Dress attire on most walking holidays are generally very basic and walkers/pilgrims are not too concerned about the latest fashions. Please remember that what you bring will need to be either carried whilst walking (Camino), or transferred from town to town via a luggage transfer service.

Luggage for transfer should not weigh more than 14kg. If carrying all of your belongings in a rucksack on your trip (which many people do), you should note that the recommended maximum weight is no more than 10% of your body weight, and definitely no heavier than 10kg.

If utilising baggage transfer, you should still bring a light day-pack to carry raingear, basic media needs, water, camera, wallet, phone, food etc.

As you will be undertaking transfers from airports/between cities etc, you should ensure that you can lift your own luggage as needs be. Should any of your personal possessions be lost/damaged for any reason/at any time during your Adventure Geek organised trip, you are personally responsible for any additional costs incurred in the recovery/replacement of these.

Accommodation

Our trips always support a whole range of accommodation types, from basic hostels to 5-star hotels. If you are joining us on the Spanish Camino then it is worth noting that an upmarket hotel in Spain is rather different to an upmarket hotel in other parts of the world (the UK, USA etc). All accommodation with exception to some hotels in the big cities and larger towns would be considered quite basic.

Solo Travellers

We very much welcome solo travellers who wish to book an Adventure Geek organised trip. Our trips provide friendship, support and a community spirit for all those travelling and are consequently deemed ideal for individuals/small groups of friends alike.

At the time of booking, clients are requested to complete a booking registration form, which includes their accommodation preferences. ON this there is a possibility that individual travellers can ask to be accommodated in a two (or even three) bedded room with others of the same sex who are similarly happy to share a room (thereby reducing the costs considerably). Where a number of clients have opted for this arrangement, we will do our best to organise that, however, this will always be subject to availability. Consequently, it is possible that the accommodation for an individual travelling on their own will be higher than the indicative prices mentioned on the Adventure Geek website. For other trips such as organised walks in the UK, we will also link to the hotel and show images of the accommodation on offer.

Programme Changes

Our website outlines the programme for a typical Adventure Geek trip. The plan is to try and adhere to this as closely as possible. On occasions, circumstances may occur that will change the programme. This may be for a number of reasons including weather, path maintenance problems, accommodation changes etc. Adventure Geek reserves the right to change the programme should such circumstances necessitate it. Adventure Geek will not be responsible for loss/inconvenience as a result of programme amendments necessitated for these or other reasons.

Your guide

In the event of unforeseen circumstances arising that result in the temporary incapacitation/unavailability of your Adventure Geek guide/walk leader for more than a continuous 48 hour period of your trip, (e.g., the temporary illness or injury to your guide: family bereavement: other unexpected occurrences), arrangements are in place for a replacement guide to take his/her place temporality. This may take a short period of time to implement, based on flight availability, the location of the walking group etc. Every effort will be made to ensure a replacement guide is on the ground with the group as a matter of urgency.

Clients accept that such disruption may be unavoidable and agree to exonerate Adventure Geek from any liability for loss/inconvenience arising as a result of these types of unforeseen circumstances.

Communication

Each group will either have a private Facebook Group, or a WhatsApp Group (dependent on the group choice). This will be agreed at the pre-trip briefing. As part of the booking process, we will also be asking for your email address, emergency contact details of next of kin, full postal address and of course your telephone number. Rest assured, we will not share your private information with any 3rd party, with exception to accommodation and luggage transfer suppliers.

Service providers – responsibility

Adventure Geek is a facilitator of organised trips that bring people on a guided tour. As such, it relies on 3rdparty businesses to provide services/accommodation etc. for its clients. Every effort is made by Adventure Geek to ensure that the products/services of these third-party providers are of good quality. In the event that any such products/services fall short of the expectations of a client, Adventure Geek will do all in its power to try and rectify the situation on behalf of its client. However, Adventure Geek does not accept responsibility for inconvenience/costs that may arise as a result of a client being dissatisfied with such services/products. The contract for these services rests between the client and the relevant service provider directly.

Service providers – costs (Camino clients only)

In participating in an Adventure Geek organised trip, clients agree to pay directly to the service providers all their costs in a timely manner/when asked to do so (mainly costs on the Camino). Costs of all service providers in Spain are payable by the clients of Adventure Geek direct to the relevant provider at the time of use. For example, each night's hotel bill is payable by our clients on arrival at checking out of each hotel, direct to the hotel itself. Note, that not all hotels in Spain accept credit cards, so it may be necessary to have some cash available to cover such eventualities.

Baggage transfers are payable daily on a “per bag per day” basis. In participating in an Adventure Geek Camino Taster trip, clients undertake to ensure that they have funds available to facilitate all payments for service providers at the time of use.

Equipment

When you have paid your deposit you will receive a recommended packing list for your forthcoming trip, along with advice about footwear, raingear weight etc. During the pre-trip briefing, we will conduct a pack shakedown (which means that you bring along your fully-loaded rucksack to the event, and we will work with you to make sure that your pack and its contents are optimised for your comfort).

Adventure Geek can only advise and accepts no responsibility for loss/injury to anyone as a result of them having inadequate clothing/equipment.

Videography and Photography

If you have seen any of the content provided by Adventure Geek, then you will know that video and photography is a big part of what makes our adventures special. The guides and other clients will often take photos and videos. Our guides will always be respectful of people’s personal requests and should you NOT want to be photographed or recorded in any way, then please let the guide know at the beginning of your trip.

Photos and videos are taken of the group enjoying their trip/or against beautiful background scenery etc may be used by Adventure Geek on its website and social media outlets. Clients agree to such photography/use of their images in this manner when they book an adventure with Adventure Geek, however, we will do our best to limit exposure to those who have made a point to tell us that they feel uncomfortable with this process.

Departure from the group

In the unlikely event that a client should decide that they wish to depart from the group permanently for any reason during the trip (for example, they discover they can cover a greater distance than the group is doing each day or they decide that they don’t like walking each morning and prefer an afternoon departure etc), it is a condition of booking that they pay any costs that may be incurred as a result of bookings that have been made on their behalf by Adventure Geek having to be cancelled. Client s accept that these costs are recoverable from/payable by them, inclusive of any additional cancellation costs that may arise (including all costs incurred by Adventure Geek) as a direct result of their decision to leave the group.

They will also be required to sign a form acknowledging that Adventure Geek is no longer responsible for any aspect of their vacation arrangement, personal well-being, or safety.

Complaints/Grievances

In the unlikely event that a problem or complaint arises, please advise your guide immediately. Adventure Geek will then do all in its power to rectify the situation for you. Should you still be dissatisfied please write to Adventure Geek a the company’s registered address, no more than 14 days after the completion of your organised trip.

Your complaint will not be dealt with in the absence of this process is followed.

Participation and personal responsibility

When you book your holiday with us, you accept responsibility for the proper conduct of all members of your party during your holiday. Bookings can only be accepted from persons under 18 years of age when accompanied by an adult who will be responsible for them and accompany them on all holiday activities. You agree to accept the authority and decisions of our staff, tour leaders and local partners whilst on holiday with us.

If in the reasonable opinion of any such person(s) or any other person in a position of authority (such as, for example, an airline pilot, ship’s officer or hotel manager), your health, mobility, level of fitness or conduct at any time before or during a holiday is endangering or appears likely to endanger your health or wellbeing or any third party (including any other clients of the company) or the safe, comfortable or happy progress of the holiday, you may be excluded from all or part of the holiday and we may treat your holiday as cancelled at that moment. In such circumstances full cancellation charges will apply and no refund will be given.

If your conduct is disruptive, you will be responsible for any costs or expenses, including legal expenses, incurred as a result. Such expenses may include the cost of diverting the aircraft or ship in which you are travelling for the purpose of removing you. Furthermore, we shall be under no obligation whatsoever to pay compensation or meet any costs or expenses (including but not limited to alternative accommodation and return travel arrangements) you may incur as a result of your holiday arrangements being terminated.

If you cause damage to the accommodation in which you are staying, the aircraft or vehicle in which you are travelling you must fully reimburse the accommodation, carrier or other transport supplier concerned for the cost of the damage before the end of your stay if the cost has been established by then or as soon as it has been established if later. You must indemnify us for the full amount of any claim (including legal costs) made against us by the accommodation supplier, airline or any other third party as a result. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions.

You must comply with a non-smoking policy whilst travelling, when dining as a part of a group, during group meetings and if sharing a room with an independent traveller.

Law and jurisdiction

This booking is governed by English Law and under the jurisdiction of the English Courts. You may however choose the law and jurisdiction of Scotland or Northern Ireland if you live there and wish to do so.

Validity

These booking conditions were updated, and published on 1st December 2021, superseding all previous versions.