Walk the Trail Booking Conditions
Where 'You' is used in the following terms and conditions, and in the correct context, its meaning shall be 'the customer' of Walk the Trail (formerly known as Budget Walking/BW Holidays), being the person booking a walking holiday with us. Where 'we' or 'us' is used, and in the correct context, it is to mean 'Walk the Trail'. Walk the Trail is the trading name of Coast & Moors Ltd.
Making a booking
You can make a booking via our website at www.walkthetrail.co.uk by selecting one of the online itineraries. Alternatively, if you wish to amend an itinerary or create one of your own/request we tailor make one for you, this can also be done online. If you wish to discuss a holiday before making a booking, please call the office on +44 (0)1326 567252.
Lead booking person
When processing a booking, one person is responsible for all correspondence and management of payments. This person is referred to by us as the “Lead booking person” and it should be their details provided to us on the booking form. All correspondence, both via email and postal will go to the “Lead booking person”. It is the responsibility of the ‘Lead booking person’ within a party to arrange all deposit/balance payments from other members of their walking party, in addition to the passing of any relevant information regarding the walking party to us (i.e.- dietary requirements, food intolerances, room requirements).
A minimum deposit payment of 200GBP per person is required, unless informed otherwise to secure a booking. If booking within 6 weeks (42 days) of the start of a holiday, then the full payment of the selected holiday will be required. Payment can be made through the secure payment portal on our website within the “Walker’s Area”. Payments can be made using a number of payment methods. These include full, deposit, part using a debit or credit card, as well as BACS/IBAN and cheque. A booking is not processed until funds are cleared, which in the case of IBAN and cheque, could be up to 7 days. There are no processing fees charged for either credit or debit card payments by us.
Deposit Part Payments via the Website & Walker’s Area
We accept part payments for deposits as we understand that groups may wish to split payments over two or more cards. When booking a holiday with Walk the Trail the minimum deposit will show on the payment page. If you choose to pay an amount less than deposit amount, then you will have 48 hours to make the follow up payments to the amount required using the Payments tab within the walker’s area. If the correct amount is not paid within 48 hours, we reserve the right to cancel the booking, returning any monies paid, less 25GBP administration fee.
e.g. Deposits Required = 600GBP. Part payment of 400GBP made on one debit/credit card. So, a further payment of 200GBP would be required for this booking to be processed. This will need to be done within 48 hours of the first payment by logging in to the walker’s area and making payment(s) to the minimum amount.
If you are booking a walking holiday that is due to start within 6 weeks of the booking date, then full payment will be required. We accept part payments for the full amount as we understand that groups may wish to split payments over two or more cards. When booking a holiday with Walk the Trail the full amount will show on the payment page. If you choose to pay an amount less than the full amount, then you will have 48 hours to make the follow up payments to the amount required using the Payments tab within the walker’s area. If the correct amount is not paid within 48 hours, we reserve the right to cancel the booking, returning any monies paid, less 25GBP administration fee.
The balance payment for your holiday is due no later than 6 weeks (42 days) from the commencement date of your holiday. The date of the commencement of your holiday will be the first day of walking or first accommodation booking, whichever comes first. Payments can be made in the walker’s area using the payments tab to make either one or multiple payments using a debit or credit card. Alternatively, if you wish to pay using BACS/IBAN or cheque, please let us know. If payment is not received in time, we reserve the right to cancel your booking whilst retaining your deposit and making a further charge of 25GBP per person administration fee to cover the cancellation process or to rebook your holiday.
Making changes to a booking (changes requested by you)
If you wish to make any changes to your booking, we will always try to accommodate this, but we reserve the right to charge 25GBP per change per person administration fee in addition to any charges made by outside services relating to changes in accommodation and dates. Alterations made within 14 days of the commencement of your holiday will be treated as a cancellation of your original holiday, and will be dealt with as a new booking. Any changes to your booking will need to be confirmed in writing or via email from the lead booking person.
Cancelling a booking
In the event you cancel your holiday in full or in part within 14 days of the commencement or during your holiday, you will be liable for full payment and no refund will be made. If cancelling with 15-41 days’ notice, a refund of 25% of the total cost of your holiday will be made. If cancelling with more than 42 days’ notice, you will forfeit your deposit(s) only.
Walk the Trail strongly advises you to protect yourself and belongings by taking out adequate travel insurance that will cover non-returnable costs or losses should you have to cancel your trip due to unexpected personal circumstances.
Travel insurance is also advisable for the holiday itself in order to cover you for any health incidents or loss/damage to any equipment or belongings.
Walk the Trail agree to purchase accommodation within the range of accommodations selected by you, in exchange for a fixed amount which will be clearly stated by quotation at the outset. This amount will include the cost of accommodation.
Variations in the availability of accommodations may on occasion require some accommodations to fall outside of the range selected. Where this applies, Walk the Trail will first notify the lead booking person of this situation before booking.
Although Walk the Trail makes every effort to vet and ensure the quality and consistency of accommodation, we cannot accept any responsibility for the actual standard and delivery of accommodation booked by us.
Where you agree to an accommodation outside of the range requested, you will be liable to any increased cost for that accommodation, but you will be notified in advance of any increase in anticipated costs.
On occasions, it may not be possible to book all accommodations required, usually due to short notice holiday requests made for peak visitor periods of the season. In this instance, you will be offered a full refund of monies paid to us.
In the using of our service, you agree that we book your accommodations on your behalf, and that you retain full responsibility for the individual terms and conditions, written and implied, of the accommodation providers booked on your behalf, with exception to those terms of cancellation as explained in the points above, which our accommodation providers have agreed upon in favour of and in variance to their existing terms and conditions with regards to cancellations and fees upon the same.
You may generally check in after 4pm when arriving at your accommodation. You are responsible for ensuring that you reach your accommodation at a suitable time, and we cannot be held liable for any loss or expense suffered if you arrive late. If there are any variations to check in times for an individual accommodation, you will be informed of this by either email prior to your holiday, or within your daily accommodation notes. You are generally requested to vacate your room by 10am.
Walk the Trail will offer to provide luggage transfer services via external third party companies, and will quote you for this service within your walking holiday quotation. You will be under no obligation to accept the luggage transfer service.
Changes made by us
Occasionally we have to alter holidays, even after they have been booked and paid for. This is almost always because of unavoidable occurrences outside of our control, and whilst we keep alterations to a minimum, occasionally there is no other choice.
Examples of this can range from:
- Changes in accommodation, sometimes necessitating re-booking to a lower, higher or similar standard of accommodation for part or the entire of your holiday
- The necessary inclusion of a rest day - usually applied where no accommodation is available on a particular day(s)
Where this occurs we promise to tell you about them and you will be given the choice of accepting the new arrangements, cancelling your holiday or opting for a different holiday.
Where you opt to cancel your holiday, we will make a full refund to you, and where you decide to change to another holiday, you will be liable for any upward difference in costs, however if your change of holiday is to a cheaper option, then of course we will refund you the difference between that and your 1st choice holiday.
We cannot offer the above options should your holiday be subject to minor changes, and what is or is not a minor change will ultimately be up to us to decide, however as a guide we consider a minor change to be anything that does not negatively and substantially affect your originally booked holiday experience. For example a change of accommodation to another of the same or higher quality in the same or similar location will not be considered a substantial negative factor that can attract the above options.
No compensation will be payable by us as a result of necessary changes to your holiday, and we will not compensate you for any losses claimed as a result of any necessary amendments made by us.
We regret we cannot accept any liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you otherwise suffer any damage or loss as a result of force majeure. Force majeure means any event which we, or the supplier of the service(s) in question, could not, even with all due care, foresee or avoid. Such events include war or threat of war, riots, civil strife, terrorist activities, industrial disputes, fire, natural or nuclear disasters, adverse weather conditions, pandemics, epidemics and all similar events outside our control.
Military Training Area
There are a number of Military Training Areas in areas where we offer walks. Whilst informing customers whether an area is open or requires a detour, we cannot be held responsible, if on the day an area is closed. Walk The Trail cannot be held responsible for any costs incurred if a detour is required.
Ferry and Tide information
All customers will be advised of any ferry and tidal information pertaining to their individual itinerary. This information is collected from the public domain and links. Walk the Trail cannot be held responsible for changes to timetables or cancellations due to adverse tide and weather conditions.
Problems & Complaints
In the unlikely event that you have any reason to complain, or experience any problems with your holiday whilst away, you must contact us immediately whereupon we will do our best to resolve the problem straight away. If it is not possible to resolve your complaint immediately, you should write to us, giving full details, within 14 days of the end of your holiday. Complaints received after this date can be very difficult to investigate.
All matters arising from your contract with Walk the Trail are governed by English Law and are subject to the jurisdiction of the courts of England & Wales.
It is your responsibility to choose a walking holiday that matches your ability. You should ensure that you are physically fit, adequately experienced and suitably equipped for your holiday and understand the risks involved in a walking holiday. You must take sole responsibility for your personal safety when on a walking holiday. In the interests of safety you must undertake to follow the advice in the guidebook or route notes provided, as well as that provided by anybody on our behalf, heed any warning or advisory notices encountered on your walk, follow the Country Code and act sensibly and prudently at all times.
We agree to organise a quality self-guided holiday tour for you, however your holiday is self-guided and on that basis we cannot accept any responsibility for any personal injury, death, or losses resulting from you not taking appropriate action in any particular situation once you are in receipt of your holiday documentation.
In accepting a holiday from Walk the Trail, you also accept that there may be certain changes in geography and conditions that we cannot be in control of and that could cause increased risk to you or your group. You are wholly responsible for your safety and understand that any advice to you can only be given on the basis of the information available to us at the time.
Where clear fault lies with us or 3rd party suppliers that have been contracted by us, and evidence of negligence or an omission to act whilst in receipt of important information exists, then we agree to consider compensation to you which will be both proportionate and will not exceed the full cost of your booked holiday.
We will endeavour to provide support services in the form of our help line, through which we will be delighted to impart advice and assist where possible in the arrangement of basic services in order to optimise your walking holiday. However, this is a discretionary and in general free service not forming part of your purchase. In some circumstances, it may be necessary to pass on charges and on occasion quote you for some assistance given through our helpline; however, you will be under no obligation whatsoever to accept these services offered. You will always be told of any charges in advance.
You as the customer accept that Walk the Trail and any of its subsidiary companies and/or interests are not liable in any way should you decide to act on any advice or support given which results in any accident/injury/loss or any mishap whatsoever. You understand that we are not able to know the full context in which our advice may be taken, i.e. the full ability or lack of, of you and your group and also the prevailing terrain and weather conditions at the time at which you may or may not choose to enact our advice. In short, our advice is given to you so that you can use it as one factor within a number of other factors before you make your decisions. For that reason, you should take all things into account - not just our advice - before deciding whether something is safe or appropriate for you and/or your group in all the circumstances. Always remember that our holidays are "self-guided" and thus you and your group are fully responsible for all injuries/loss/mishaps resulting from your decision making at any given time.
3rd Party Service Providers
Should you obtain services provided by a 3rd party service provider, which are recommended through or by us, or from within our marketing materials, including our web site, then we accept no liability for those services or any advice provided by those 3rd parties.
Use of email addresses
By booking a holiday with Walk the Trail and agreeing to our terms and conditions, you agree to receive up to 4 newsletters a year from us. We agree to provide you only with that information that is related to the walking industry. Should you wish to opt out of this at any stage, please advise us, or use the unsubscribe email link within our newsletter.