Below you will find our Booking Conditions on which we will arrange a booking for your flight, accommodation, transfer, excursion, ticket , trains, cruises, ferries, motor coaches, or other holiday requirements (the ‘Travel Arrangements or Trip’).
Orbis Vacations is a UK-registered company with company number 07850253. We can be located at Annett & Co Limited, 1b First Floor, 142, Johnson Street, Southall, Middlesex, UB25FD United Kingdom. The terms "we", "us", "our" or “Orbis Vacations” are used interchangeably to refer to our company. When you book travel arrangements with us and we agree to provide these arrangements, these terms and conditions apply. The phrases “trip”, “booking”, “contract” or “travel arrangements” refer to the travel services we provide unless otherwise stated. Our website, https://www.orbisvacation.us, operates under the trading name of Orbis Vacations Limited.
The terms "you" and "your" in these conditions refer to the traveler or purchaser of travel and all individuals named on the booking, including those who are added or replaced later. You must carefully review these conditions as they establish your respective rights and obligations. By requesting us to confirm your booking, we presume you have read and understood these booking conditions and agree to them.
As per these terms, a 'package' refers to a pre-planned combination of at least two components among transport, accommodation, and other tourist services sold or offered for sale at an all-inclusive price. Additionally, this package should cover a period of more than 24 hours or include overnight accommodation. Furthermore, these tourist services should not be secondary to transport or accommodation and must account for a substantial portion of the package.
Risks and Warnings
To obtain information about potential hazards in international destinations, contact the Travel Advisory Section of the US State Department at (202) 647-5225. Additionally, for medical advice, please contact the Centers for Disease Control and Prevention at (404) 332-4559 or visit their website at www.cdc.gov/travel
Special Requests
Please inform us of any specific requests you may have when booking.s, such as dietary restrictions, room preferences, or specific hotel amenities. While we will do our best to communicate your reasonable requests to the appropriate supplier, we cannot guarantee that they will be fulfilled, and we cannot be held liable if they are not met. Please note that we do not accept bookings that are contingent upon any special requests. Failure to meet a special request will not be considered a breach of our contract with you unless we have explicitly confirmed it.
General Hazards of Travel
Please note that while participating in tours organized by our company, there may be certain risks and hazards beyond our control, such as traveling in undeveloped areas, using various means of transportation, experiencing the forces of nature, political unrest, acts of lawlessness or terrorism, and encountering accidents or illnesses in remote regions without medical facilities. Please be aware that the company cannot be held liable for the provision of medical care or the adequacy of care rendered. We do not know about unsafe conditions, terrorism, health, or weather hazards.
For information regarding worldwide terrorism alerts affecting U.S. citizens, please refer to http://travel.state.gov/content/passports/en/alertswarnings/worldwide-caution.html.
Photographs & Pictures
The pictures or photographs displayed on the website should only be used as a representation of the facilities and attractions available. The actual facilities and attractions may differ based on the itinerary. The maps depicted on the website are accurate when printing and may not accurately represent the tour routing if the itinerary changes.
Flight Changes
Please note that flight times provided are subject to change and are not guaranteed. You must confirm the latest flight time with your airline when checking in before departure. We cannot guarantee nonstop or single-plane service, as international flights are subject to landing rights granted by foreign governments. If landing rights cannot be obtained and the flight is canceled, a full refund will be provided automatically in the original form of payment. We reserve the right to substitute aircraft or airlines if necessary. Please be advised that we are not responsible for any changes to previously provided departure or arrival times.
Orbis Vacations is not liable for any additional expenses incurred due to missed flights such as lost wages or vacation time.
Seller of Travel Number
State of California seller of travel number #2146800-70.
State of Florida seller of travel number #2155176-50
Registration as a Seller of Travel does not constitute approval by the State of California & State of Florida.
Payment
At the time of booking, we will provide you with instructions to pay a deposit. Unless otherwise indicated, FINAL PAYMENT IS DUE 80 DAYS PRIOR TO DEPARTURE. We will inform you of all deposit and holiday costs, as well as the costs of any additional services or third-party supplier expenses that are payable in full and/or non-refundable prior to booking. The remaining balance for your travel arrangements must be paid by the due date shown on your confirmation invoice. However, some suppliers may require full balance payment earlier than Orbis Vacations' balance due date, such as for scheduled airline tickets. In such cases, we will give you advance notice and the additional amount paid will become part of your non-refundable deposit. You can explore alternative arrangements rather than making an earlier payment, subject to the possibility of incurring additional costs. Failure to make a payment by the due date will result in the cancellation of your booking, and cancellation charges, as specified in the sections below, will apply.
Changes or Cancellation by you
A. Cancellation by you:
In the event that you wish to cancel a booking that has been confirmed by us, please inform us promptly in writing. We can only make changes with your written authorization, which will be effective from the following business day if received outside of our Customer Service operating hours.
As we and our travel partners incur expenses when canceling your travel arrangements, including non-refundable flights, we will request that you pay cancellation fees per person according to the scale provided below. The cancellation fees are calculated based on the total cost paid by the individual(s) canceling, excluding credit/charge card and amendment fees.
If you cancel a booking that was secured by a low deposit, we may require you to pay the balance of the full deposit amount. If your cancellation is covered by your travel insurance policy, you may be able to make a claim directly with the insurance company. Please note that cancellation charges listed below also include amendment fees.
Cancellation charges are as follows:
- More than 80 days – Deposit only (Including Amendment Fees)
- Between 45 and 80 days – 50% of the total cost of the holiday + $120 as Amendment Fees
- Between 16 and 44 days - 75% of the total cost of the holiday + $120 as Amendment fees
- Less than 15 days – 100% of the total cost of the holiday
Please be aware that in some cases, the deposit required to secure your arrangements may be higher than the low deposit amount and will be non-refundable. The above cancellation charges will also apply to such cases.
The cancellation charge listed is based on the total cost payable by the person(s) cancelling, excluding insurance premiums and amendment charges, which are non-refundable if the person(s) cancel. If you have already paid us, we will deduct the cancellation charge(s) from any monies you have paid to us.
B. Changes by you:
If you wish to modify your confirmed holiday, you must inform us in writing at the earliest opportunity. We will try our best to help, but we cannot guarantee that we can accommodate all your requests. Changing your holiday dates will normally be treated as a cancellation of your original booking and a new booking, resulting in cancellation charges. Any changes to your holiday may cause a recalculation of the price, particularly if the original price was based on specific factors that have changed.
If we can make the requested change, you will be required to pay an administration fee of $70.00 per person per change, any other costs we incur, and any costs or fees charged by suppliers. Please be aware that these costs tend to increase significantly as the departure date approaches, so please contact us as soon as possible. Please note that most airlines do not allow name changes for any reason after confirmation. If you want to change a name, it will be considered a cancellation and re-booking. You will lose the amount you have already paid for your flight and have to pay the full current price of the flight again. Your ability to re-book will be subject to seat availability. If we and the travel supplier cannot help with the requested change and you do not want to proceed with the original booking, we will consider this your cancellation.
Please note that certain arrangements, such as the amount paid for flights, cannot be modified after they have been confirmed, and any alteration or cancellation may incur a charge of up to 100% of that part of the arrangements, in addition to the charges mentioned above.
Price for your Trip
At the time of booking, you will receive a notification of the price for the arrangements you have chosen. The package price, the trip price or the cost of a holiday in the terms and conditions will be displayed on your booking confirmation and may include a flight along with applicable airfare taxes, excluding departure taxes for some destinations. The package price includes other tour services and accommodations only if they are listed on your itinerary. The package inclusions and rates are based on the prices and inclusions available at the time of purchase and are subject to change without prior notice. You may incur additional expenses that are not included in the package price, such as resort fees, destination taxes, and environmental fees. Unless we confirm any discount or refund offer in writing, no promise of such offers will be binding on us.
WE RESERVE THE RIGHT TO MODIFY THE ADVERTISED PRICE AT ANY PRICE AT ANY TIME BEFORE CONFIRMATION AND TO CORRECT ANY ERRORS IN CONFIRMED HOLIDAY PRICES.
Note that we strive to ensure the accuracy of all pricing and information. However, mistakes and modifications may occur, and we reserve the right to correct them in such instances. Please verify the current price and all other details about your intended booking before confirming your reservation.
If We Have to Cancel or Change Your Trip
Although we aim to avoid changes or cancellations, we reserve the right to cancel your booking on behalf of the travel supplier(s). In some cases, we may need to make significant changes to your holiday before departure, such as changing the outward departure time by more than 12 hours, moving the departure point to a significantly less convenient location, changing the destination (i.e. country), significantly changing travel arrangements, or providing lower-category accommodation for the majority of your holiday. If we have sufficient time before departure, we will provide you with the following options: (a) accepting the changed arrangements if they are significant, (b) transferring to a similar standard alternative holiday offered by us, or (c) cancelling the holiday. If you choose to cancel, you will receive a full refund of all monies paid to us. If you choose to transfer to a cheaper alternative holiday, we will refund the price difference, while a more expensive holiday will require an additional payment.
Please note: the above options are not available where any change made is a minor one or where we cancel as a result of your failure to make payment in accordance with these terms or where the change(s) or cancellation by us arises out of alterations to the confirmed booking requested by you.
In the event that we are required to cancel or make a significant change to your travel arrangements, we will compensate you according to the amounts outlined in the table below. However, please note that there are certain exceptions to this policy. We will not be liable to pay compensation or accept any further liability beyond providing you with the choices listed above if (i) the change or cancellation is due to unforeseeable and unavoidable circumstances beyond our control, or (ii) if we have to cancel your trip because we have not received the minimum number of bookings required to operate it. Additionally, no compensation will be given and the choices listed above will not be available if we are forced to cancel due to your noncompliance with any of our booking conditions, such as failing to make payments on time, or if the change made is minor. A minor change is one that, based on the information provided at the time of booking, or that we could reasonably be expected to know, would not significantly impact your holiday experience.
Changes to flight time of less than 12 hours, airline (unless specified), type of aircraft (if notified), or destination airport, as well as changes to accommodation of the same standard or classification, will be considered as minor changes. Our liability in cases of significant changes and cancellations is limited to the options and compensation payments mentioned above. It is highly unlikely, but in the event of 'force majeure' (see below), we may be obliged to modify or terminate your holiday after departure but before the scheduled end of your trip, and in this case, we regret that we will not be able to offer any refunds (unless we receive refunds from our suppliers), compensation, or cover any expenses or costs you incur as a result.
Compensation will be paid as per the table below, depending on the period before departure in which we notify you of the amount you will receive from us:
- 60-15 days: 5% of the Invoice Value
- 14-3 days: 10% of the Invoice Value
- Less than three days: 25% of the Invoice Value
Travel Insurance
Prior to travel, we advise all our travelers to obtain comprehensive Travel Insurance. Purchasing the insurance along with your holiday is recommended to receive immediate coverage. Note that in certain countries, foreign visitors must possess valid medical insurance upon entry. We cannot be held accountable for denied entry due to the inability to provide insurance details or for any reason. If you choose to travel without appropriate insurance coverage, we will not be responsible for any losses arising which would have otherwise been covered by insurance.
Your Trip Contact
You must be 18 years old at the time of booking and possess the legal capacity and authority to act and travel as the lead name on the booking. We will only deal with the lead name on the booking in all correspondence.
A contract will exist as soon as we issue our confirmation invoice. 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.
When making your booking for your package holiday we will arrange for you to enter into contracts with the principal(s) or other supplier(s) (e.g. tour operator/airline/accommodation Company) that are providing your travel services, named on your confirmation(s), for whom we act as agent. We are the package organizer, with responsibilities to you as set out in these Booking Conditions.
When making your booking for your trip, our responsibility is to arrange for you to enter into a contract with the Supplier of the travel arrangements named on your booking confirmation. As an agent we accept no responsibility for the acts or omissions of the Supplier for the travel arrangements provided by them. The suppliers’ Terms & Conditions will apply to your booking, and we advise you to read these carefully as they do contain important information about your booking.
It may not be possible to make changes to your arrangements later so you should notify us of any inaccuracies in any documentation within ten days of our sending it out. It may harm your rights if you don’t.
Travel is personal and each individual’s goals and experiences may differ. We will not be bound by, or liable for, any description, photograph, representation or warranty made by or provided by any independent third parties relating to any holiday/vacation offered by www.orbisvacations.com
Your Behavior
By making a booking, you acknowledge that you are responsible for ensuring that all members of your group behave properly during your travels with Orbis Vacation. If, in our opinion or that of any authority figure, your behavior causes or is likely to cause harm, danger, damage, or annoyance to any third party or property, or if it causes transportation to be delayed or diverted, we reserve the right to terminate your arrangements immediately.
If a traveler assaults any of our staff, suppliers, or fellow travelers, behaves abusively or aggressively towards them, or affects the enjoyment of others with their behavior, we may refuse to deal with them and terminate their holiday. Such behavior may result in being barred from future trips with Orbis Vacation.
This may include (but is not limited to):
- (a) Verbally abusive or offensive language towards anyone;
- (b) Bullying behavior;
- (c) Inappropriate or abusive behavior including uninvited physical contact, harassment, violence or threat of violence;
- (d) Excessive consumption of alcohol or intoxication;
- (e) The possession, carriage or use of restricted substances or drugs (except for medical purposes approved by your doctor);
- (f) Conduct which, in Orbis Vacations’ opinion, is not compatible with other travelers’ general enjoyment and well-being or the smooth operation of the trip;
- (h) The possession, carriage or use of dangerous items (such as weapons); (i) breaking the law of the Country in which you are traveling; and
- (j) Any behavior or conduct which brings Orbis Vacation into disrepute or damages its goodwill.
If you cancel your travel arrangements, you will not receive a refund, and we will not be liable to pay any compensation or cover any expenses that you may incur, including but not limited to the cost of alternative accommodation and transportation arrangements. You must inform the accommodation staff immediately if you notice any pre-existing damage in your room. In case you cause any damage to the accommodation or any property, you must reimburse the accommodation provider or property owner for the cost of the damage before the end of your stay or as soon as the cost is determined later. You must also indemnify us for any claim, including legal costs, that may arise against us. Criminal proceedings may be initiated in such cases. Orbis Vacations will not be responsible for any costs of removing a traveler from a trip, aircraft, ship or train. By agreeing to these terms and conditions, you waive the right to hold Orbis Vacations or any of its related entities liable for any actions taken under these circumstances.
Travel Documents
Travel documents including, without limitation, booking confirmations, are sent to you by electronic mail whenever possible. Paper documents may be sometimes necessary in which case the documents will be sent by priority mail. You may request paper documents instead of electronic documentation, in which case the passenger will pay the additional applicable charges.
If You Have a Complaint
In case you have any complaints about the arrangements of your trip, it is essential that you inform both the relevant supplier and our representative immediately. We will provide you with a 24-hour emergency contact number so that you can reach us directly if our representative cannot resolve your complaint in the country. Only when we and the supplier are aware of the problems can we take measures to correct them. Failure to report the issue on the spot may affect your ability to claim compensation. If your complaint cannot be resolved on the spot, you must notify us in writing within 28 days of the completion of your trip.
Our Responsibility for Your Trip
We are liable to provide you with the travel services unless they cannot be provided or if the travel arrangements have been altered due to circumstances beyond our control, such as delays or other events. In such cases, we will try to offer alternative services, accommodations, and travel arrangements that are comparable to what was originally planned, and no refunds will be provided. It should be noted that air carriers, accommodations, and other suppliers (including but not limited to trains, cruises, ferries, motor coaches, hotels, and restaurants) that provide services are independent contractors and are not agents, employees, servants, or joint ventures of our Company or its affiliates. Therefore, our Company and its affiliates are not responsible for any acts or omissions of these suppliers, including their employees, agents, or representatives.
All certificates and other travel documents for services issued by the Company are subject to the Terms and Conditions specified by the supplier, which are available upon request, and to the laws of the countries in which the services are supplied. The Company, its agents, officers and/or suppliers of services pursuant to, or in connection with these itineraries, is acting only as agent for the companies, corporations or person providing or offering travel services of any means, or in making arrangements for hotels, transportation, restaurants, or any other service, and does not assume any liability whatsoever for any injury, damage, death, loss, accident or delay to person or property due to an act of negligence or default of others, including any hotel, carrier, restaurant, company or person rendering any of the services included in the Tour, or by act of God. All baggage and personal effects are at all times and in all circumstances at the risk of the guided vacation/holiday participant. We recommend that passengers obtain baggage insurance. After return at the end of the guided vacation/holiday, if lost articles are found and returned to the owner, a service fee will be charged.
The right is reserved to withdraw any package or travel arrangements advertised on the Website and/or make such changes in the package or travel arrangements as may be found desirable for the convenience of the parties and the proper carrying out of package or travel arrangements.
Our responsibilities differ according to what you have booked like in relation to bookings of ‘packages’, we accept responsibility as an “organizer” under the Package Travel, Package Holidays and Package Tours Regulations. Subject to these booking conditions, if we or our suppliers negligently perform or arrange the services which we are obliged to provide for you as set out on your confirmation, we will pay you reasonable compensation. Please note that it is your responsibility to show that we or our supplier(s) have been negligent.
If you wish to make a claim against us and in relation to all other bookings We have a duty to select the suppliers of the services making up your booking with us with reasonable skill and care. Except as stated otherwise in these terms, we have no liability to you for the actual provision of the services, except in cases where it is proved that we have breached that duty and damage to you has been caused. Therefore, providing we have selected the suppliers with reasonable care and skill, we will have no liability to you for anything that happens during the service in question or any acts or omissions of the supplier, its employees or agents.
Passports and Visas
Obtaining and possessing all necessary documentation and identification required for entry, departure, and travel to each country or region visited during your trip is your responsibility. This includes possessing a valid passport and all required travel documents, such as visas, permits, certificates (e.g., vaccination or medical certificates), and insurance policies, as mandated by relevant governmental authorities. Your passport must be valid for at least 6 months after the last travel date, as specified on your itinerary. You acknowledge full responsibility for acquiring all necessary documents, visas, and permits prior to the trip and for incurring the full cost of any expenses arising from missing or inadequate documentation. Additionally, you agree to be responsible for any loss or expense we incur as a direct consequence of your failure to obtain or possess the necessary travel documentation.
Errors and Omissions
The customer is accountable for reviewing all itineraries, tickets, and vouchers upon receipt. In the event of an error or omission, the customer must promptly inform the provider. Neglecting to do so may result in the provider charging a fee or refusing to make any necessary modifications. If there are inaccuracies or oversights, we hold the right to cancel the reservation and issue a refund for any funds collected.
Force Majeure
Unless otherwise stated in these Booking Conditions, we shall not be held liable or compensate you if events beyond our control, which are deemed "unavoidable and extraordinary circumstances," affect our contractual obligations to you. This refers to any occurrence that is out of our control and whose consequences could not have been avoided, even if we had taken all reasonable measures to do so. Examples of such events include warfare, acts of terrorism (or the threat of it), civil unrest, outbreaks of serious diseases (including any mutations or variations) such as Covid-19 or SARS-CoV-2, natural disasters like floods, earthquakes, or hazardous weather conditions that make travel unsafe to or within the travel destination, actions of any government or other national or local authority, including port or river authorities, industrial disputes, lock closure, natural or nuclear disasters, fire, chemical or biological disasters, unavoidable technical issues with transportation, and any similar event that is beyond our control or that of our supplier(s).
Law and Jurisdiction
We mutually acknowledge that the contract between us and any disagreement, claim, or other matter of any kind that arises between us will be governed by English law, and no other. We further agree that any dispute, claim, or other matter (whether or not involving personal injury) arising between us will be resolved exclusively by the courts of England, Wales, Scotland, and Northern Ireland. By agreeing to this provision, you consent to the exclusive jurisdiction and venue of courts in London, United Kingdom, for all disputes arising from or relating to this agreement.
Age & Health Requirements
Minimum Age:
For the majority of our trips, the minimum age is 15 at the time of travel. All travelers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveler under the age of 18’s day to day care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority.
Maximum Age:
For the majority of our trips, we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation. We can provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.
Terms Related to Covid-19
All travelers should have travel insurance that covers any necessary arrangements and expenses related to COVID-19.
Due to Coronavirus, the availability of all attractions and restaurants is subject to change, depending on the official restrictions in place. All elements of the itinerary have been included because they will be open. Unfortunately, new restrictions may occur at any time.
Orbis Vacations is not responsible for traveler’s failure to comply with local regulations regarding arrival or departure at the destination (for example: negative COVID tests requested either on departure or arrival).
While at the destination it’s the supplier’s duty to ensure passengers are fully informed of the local regulations (for example: social distancing, face mask-wearing, etc). Orbis Vacations is not responsible for the traveler’s failure to comply with local regulations.
If any traveler contracts COVID-19 during the tour, local regulations will apply and we assume that similar to any medical emergencies on the road, the Tour Leader or Tour Guide will be responsible for assisting the traveler in obtaining medical aid.
Prices are based on the current conditions. However, should new laws or regulations be introduced at the destination, supplementary charges will apply and/or appropriate measures will be taken to comply.
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