Please read carefully the terms and conditions of contract. Please let Sherpa Van know if you require these terms in a different format.
In completing and submitting a booking, you agree to be bound by these conditions which constitute the agreement between Sherpa Van (herein referred to as "SV" a division of World Expeditions Limited trading as World Expeditions) and you. These conditions apply to the exclusion of any other terms or conditions unless they are set out in the Booking Form or are otherwise agreed to in writing by the parties. Previous dealings between the parties will not vary these conditions. No purported variation of these conditions will be effective unless in writing and signed by a person so authorised by Sherpa Van.
In these terms and conditions reference to "Sherpa Van representatives" means staff of Sherpa Van and its officers, employees, agents, licensees, guides and other third parties and representatives and the land management authorities in each country in which the tour is conducted, or any of them.
1. How To Book
1.1 Booking is effected when SV accepts from you a completed booking. Credit Cards will not be debited online at the point of booking, they will be charged once we have reviewed and confirmed your requirements. SV suggest you take out travel insurance at time of booking. By submitting your booking form and providing credit card details you are deemed to have read and understood the relevant baggage transfer and/or accommodation booking information. Please let SV know if you have any queries in relation to the information.
1.2 If payment of the balance of the baggage transfer and/or accommodation booking price is not received by SV by the required time you will be taken as having cancelled the baggage transfer and/or accommodation booking service and cancellation charges in accordance with Condition 3 will apply.
1.3 Full payment may be made by cheque, cash, credit card, Switch or Debit Card without surcharge in Stirling only.
1.4 Prices are quoted in British Pounds and are valid until 31 December 2018. All payments must be made in British Pounds.
2. Booking & carriage of bags with or without accommodation bookings
2.1 Each bag cannot weigh more than 20 kg and if overweight according to our drivers scales, carriage may be refused.
2.2 Minimum Baggage Allowance; one bag between two people, two bags between three people, three bags between four people, four bags between five people etc.
2.3 Bags cannot have other bags tied to the outside.
2.4 If bags are overweight according to our drivers scales, you will be left with a note and a Sherpa Van Holdall bag. For the following day you must pack excess luggage into this bag. Cost is £7.50 per holdall which is yours to keep. The additional cost of transferring an extra bag must be paid within 24 hours. You must call the office between 9.00 am – 5.00 pm to make payment otherwise we reserve the right to refuse carriage.
2.5 Extra bags can be stored for £25 per bag and will be delivered to your last nights accommodation.
2.6 Bags must be ready by 8.30 am for collection and clearly identifiable with your name. Tags will be attached by our driver when collected from your first hotel.
2.7 We undertake to deliver your bags by 4.30 pm however SV are subject to vagaries of weather, traffic conditions, accidents or road closures and can be subject to delays. It is your responsibility to factor in delays to your onward travel if departing on the same day that bags are delivered.
2.8 Air BnB Bookings that require our baggage service, it is your responsibility to ensure that SV have access to the property to drop off and collect baggage. Full address details must be provided.
3. Amendment or cancellation of baggage transfer
3.1 If you wish to make amendments to your baggage transfer service, you must notify SV in writing as soon as possible.
3.2 If it becomes necessary for you to cancel your baggage transfer, you shall notify us immediately in writing. Upon receipt and acknowledgement by us of your written advice, cancellation will take effect.
3.3 For all baggage transfer bookings, the following conditions apply:
3.3.1 if cancellation takes place prior to commencement a £25 fee is applicable;
3.3.2 if cancellation takes place once you have commenced your booked arrangements with SV, no partial refunds or credit will be given for services not used. Travel insurance should be instigated at the time of booking.
4. Accommodation Booking Service
4.1 SV act as your booking agent and charge a booking fee only. Our responsibility ends when we have confirmed the rooms as requested.
4.2 You must pay the hoteliers directly.
4.3 SV are not responsible for the day to day running of any properties booked and therefore are not liable for the quality of service received. Any complaints must be addressed to the hotel proprietors.
4.4 SV have made reasonable efforts to establish that the properties we list provide a suitable service however the inclusion of a property in our services does not constitute a recommendation.
4.5 The prices of rooms quoted is the latest supplied by the hotelier. The date that the hotel last updated their details is shown on their entry on our database and represents an average room cost.
4.6 Room prices may vary from room to room depending on the day of week, facilities, view etc.
4.7 Prices quoted are based on two people sharing, bed & breakfast only. Evening meals and packed lunches are not included. (Youth Hostels breakfast is usually not included).
4.8 A minimum of 1 bag must be booked with accommodation bookings. If bag transfers are cancelled, a minimum of 1 bag will be charged for the duration of your itinerary.
5. Amendment or cancellation of accommodation bookings
5.1 If you wish to make amendments to your accommodation bookings, you must notify SV in writing as soon as possible.
5.2 Once confirmed any amendment to your accommodation arrangements will incur a £25 administration fee per booking. All such fees must be paid before departure.
5.3 Should you curtail your holiday after having started, it is your responsibility to advise both SV and any hoteliers we have made reservations with on your behalf.
5.4 Any requested amendment to accommodation booking arrangements is subject to availability and the agreement in writing of SV.
5.5 If it becomes necessary for you to cancel your accommodation bookings, you shall notify us immediately in writing. Upon receipt and acknowledgement by us of your written advice, cancellation will take effect.
5.6 For all accommodation bookings, the following conditions apply:
5.6.1 More than 56 days before departure – 10% of the hotel costs
55 – 35 days before departure – 30% of the hotel costs
34 – 15 days before departure – 50% of the hotel costs
Less than 14 days before departure – 100% of the hotel costs.
A credit card with an expiry date later than the last nights accommodation booked must be provided at the time of booking.
5.7 if cancellation takes place once you have commenced your booked arrangements with SV, no partial refunds or credit will be given for services not used. Travel insurance should be instigated at the time of booking.
6.1 It is recommended at the time of booking with SV that before you travel with SV, you take out an insurance policy.
6.2 Personal travel insurance is not included in any costs.
7. Passports, visas or vaccinations required for travel
7.1 It is your responsibility to ensure your passport has the required validity to travel.
7.2 It is your responsibility to obtain a passport, proper identification or proof of citizenship as required by the authorities of the destination to which you are travelling. You will not be entitled to a refund if you are denied boarding or entry on any basis, including improper documentation or failure to provide information.
7.3 It is entirely your responsibility to obtain the relevant medical advice and vaccinations and make all other necessary preliminary arrangements including compliance with visa requirements, and we accept no responsibility whatsoever in the event that these matters are not dealt with prior to departure.
8. Exclusions from tour price
The items not included in the baggage transfer costs and/or accommodation booking fees include personal travel insurance; visa, passport and vaccination charges; departure, airport and airline taxes; lunches/dinners, personal transport costs, accommodation costs, or other expenses not included; laundry, personal clothing; medical expenses; beverages and items of a personal nature; emergency evacuation and/or emergency search charges; additional expenses caused by delay, accidents or disruption of planned itineraries; tips; excess baggage charges.
9. Force majeure
If SV is prevented (directly or indirectly) from performing any of its obligations under this agreement by reason of act of God, adverse weather conditions, strikes, trade disputes, fire, breakdowns, interruption of transport, government or political action, acts of war or terrorism, acts or omissions of a third party or for any other cause whatsoever outside SV reasonable control, SV will be under no liability whatsoever to you and may, at its option, by written notice to you either cancel the tour or take any other action.
10. Limitation of liability
10.1 Our obligations are to take reasonable skill and care to arrange for the provision of such services and facilities.
10.2 You must show that reasonable skill and care has not been used if you wish to make any claim.
10.3 You understand that we will not be liable where any failure in the performance of the contract is due to:
10.3.2 a third party unconnected with the provision of the SV arrangements and where the failure is unforeseeable or unavoidable;
10.3.3 unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or
10.3.4 an event which we or our suppliers, even with all due care, could not foresee or forestall.
10.4 You acknowledge and agree that:
11. Release and discharge from all claims
To the extent permitted by law, by accepting the additional inherent dangers and risks associated with a walking or cycling holiday, you release, waive and discharge all SV representatives from all claims, actions or losses for personal injury or death, property damage, loss of services, loss of profits, consequential, exemplary, indirect or punitive damages or otherwise which may arise out of or occur during your travel in connection with the baggage transfer and/or accommodation booking service or any activities conducted in conjunction with the services provided unless caused by the reckless conduct of SV representatives.
12.1 Waiver: A party will not be deemed to have waived any of its rights or remedies under these conditions or at law by allowing any time or indulgence or by not exercising any right or remedy arising out of any default by the other party.
12.2 Severance of conditions: If any part of any condition is illegal, unenforceable or invalid, it is to be treated as removed from these conditions, however, the remainder of these conditions are not altered..
12.3 Arbitration: Any complaint arising out of your arrangements booked with SV must be brought to the attention of the local SV agent or representative. Your complaint should be made in writing within 24 hours of the cause of the complaint and signed by the SV agent or representative confirming that it was brought to his or her attention. If your complaint is not satisfactorily resolved and you wish to pursue the matter you must submit your written complaint to us within 14 days of your arrangements ending with SV. SV will not be liable in relation to any complaint or problem if you fail to notify the SV agent or representative during the booked arrangements or SV upon your return, strictly in accordance with this Condition
12.4 If a resolution of your complaint cannot be achieved, you may refer the dispute to arbitration under a special scheme which provides for a simple and inexpensive method of dispute resolution administered by the Chartered Institute of Arbitrators. This scheme is not applicable to claims for amounts greater than £1,500 per person or £7,500 per booking form, nor to claims involving personal injury or illness. The rules of the scheme provide that the application for arbitration must be brought within 9 months after the date of the end of your arrangements with SV but in special circumstances may brought outside this period.
12.5 Law and Jurisdiction: Subject to Condition 12.3, these conditions (including all matters arising from them) are subject to English law and the exclusive jurisdiction of English courts.