BOOKING TERMS AND CONDITIONS

These Booking Terms & Conditions apply to trips and travel arrangements organised by the Gibraltar Horticultural Society (GHS). By completing a booking, you confirm that you have read, understood and agreed to the following terms.

1. Deposit-Only Bookings

If you choose the 'Deposit Only' booking option, the remaining balance must be paid by the deadline specified on the relevant GHS webpage or booking information. Attendees will be notified by email when final payments are due, together with an invoice detailing the outstanding balance.

Failure to settle the remaining balance by the specified deadline may result in your reservation being cancelled, your place being offered to individuals on the waiting list, and any applicable cancellation charges being applied. For details regarding cancellation fees and refunds, please refer to the Cancellations & Refunds Policy outlined below.

2. International Travel Requirements

When booking an international trip with GHS, it is your responsibility to check and fulfil all entry, passport and visa requirements for your destination. You are responsible for obtaining, checking and carrying all necessary travel documentation and ensuring that your passport and any required visas are valid for the duration of your trip. Please note that GHS does notprovide advice regarding passport, visa or other international travel requirements.

3. Travel Insurance

Travel insurance is not included in the cost of your trip. All participants are strongly advised to arrange comprehensive travel insurance at the time of booking, ensuring that appropriate cover is in place for the duration of their trip.

Your insurance should include, but not be limited to, cover for medical expenses, emergency assistance, trip cancellation, curtailment, lost or delayed luggage and other unforeseen circumstances or emergencies that may arise during your journey. It is the participant's responsibility to ensure that their insurance provides adequate cover for their individual circumstances.

GHS accepts no responsibility for costs arising from a participant's failure to arrange appropriate travel insurance.

4. Flight Luggage Allowance

Full details of the airline's permitted luggage allowance, including checked baggage and hand luggage weight and size restrictions, will be provided to all participants prior to departure.

All participants are responsible for ensuring that they strictly adhere to the airline's stated luggage allowance. Any additional baggage, excess weight or items exceeding the permitted dimensions will be at the participant's own expense. Any associated charges must be arranged and paid for directly with the airline.

The Gibraltar Horticultural Society accepts no responsibility for additional costs incurred as a result of exceeding the permitted luggage allowance.

5. Changes to Itineraries and Travel Arrangements

GHS will make every reasonable effort to ensure that the advertised itinerary and travel arrangements are delivered as described. However, GHS reserves the right to make reasonable changes to the itinerary, accommodation, transport, excursions or other arrangements where necessary due to circumstances beyond its control, including operational requirements, weather conditions or changes made by third-party service providers.

Where possible, participants will be notified of any significant changes in advance. Suitable alternatives will be sought where necessary. Trips may be subject to minimum participant numbers.

GHS reserves the right to cancel or amend a trip if the minimum number of bookings is not reached. Participants will be notified of any such decision, and refunds will be handled in accordance with applicable consumer and travel regulations.

6. Participant Responsibilities

Participants are responsible for ensuring that they are able to take part in the activities and excursions included in the itinerary. Any mobility requirements, dietary restrictions, allergies or requests for special assistance should be communicated to GHS at the time of booking so that these can be considered when making arrangements.

Participants are expected to behave responsibly, respect fellow travellers and follow reasonable instructions provided by GHS representatives, tour guides, transport operators and other service providers throughout the trip.

Participants are also responsible for their personal belongings and valuables throughout the journey.

7. Photography and Video Consent

Photographs and videos may be taken during GHS trips and events and may be shared on the Society's website, social media channels or used for promotional purposes. If you prefer not to appear in photographs or videos used for promotional or marketing purposes, please inform GHS prior to the trip or event.

8. Agreement to Terms

By completing a booking and submitting payment, you confirm that you have read, understood and agreed to these Booking Terms & Conditions. Please also review any additional terms, conditions or refund information specific to your particular trip, which will be made available during the booking process. You will be required to confirm your agreement to these terms before finalising your reservation.

CANCELLATIONS & REFUNDS POLICY

9. Participant Cancellations

If you are unable to attend and choose to cancel your booking, a cancellation fee of £50.00 per person will apply.

Where bookings involve flights, accommodation, transport, excursions or other arrangements that have already been purchased or paid for by GHS, any non-refundable costs incurred on your behalf will also be deducted from your refund. If flight tickets have already been purchased, the cost of these tickets will be non-refundable.

For cancellations made within 30 days of departure, or in cases of non-attendance on the day of travel, 100% of the booking cost will be non-refundable. Any refunds due will be calculated after deducting applicable cancellation fees and non-recoverable costs, subject to any applicable statutory rights.

We strongly recommend arranging comprehensive travel insurance at the time of booking to protect against unforeseen circumstances that may prevent you from travelling.

10. GHS Cancellations

In the unlikely event that GHS needs to cancel a trip, participants will be notified as soon as reasonably possible. Any refunds due will be processed in accordance with the applicable booking arrangements and legal requirements.

CONTACT US

If you have any questions regarding your booking or these Terms & Conditions, please contact the Gibraltar Horticultural Society via email: info@gibraltarhorticulturalsociety.com