Below document outlines the general booking terms and conditions between Aegean Outdoors IKE (“The Company”), and (“The Client”).
1: Trip Confirmation
No pre-arrangements and pre-bookings are made until the Company sends to the Client/Participant the final description of the specific trip, at the specific dates, stating the final price and the services included.
To then secure the booking, the Company requires from the Client a Booking Form duly filled in and signed and proof of payment of the agreed deposit. The remaining balance has to be fully covered up to one month prior the first day of the trip.
The Company shall send the client a “booking confirmation” email after the reception of the signed document and the deposit and “full payment reception” email after the reception of the balance due.
At the latest one week before the first day of the trip, the Company shall send a “Trip Voucher” with all necessary details concerning the realization and implementation of the trip.
2: Cancellation Fees
Should the Client wish to cancel for any reason, cancellation fees will be imposed. These are calculated as a percentage from the day that the booking form is received by the Company. If you decide to cancel your trip, the following fees apply and are due when we receive notice of your cancellation:
Cancellation 45+ days prior to departure: the Company will refund the paid amount, minus 15% to cover administration expenses and cancellation fees
Cancellation 44-16 days before the tour: the Company reserves 30% of the paid amount
Cancellation 15-8 days before the tour: the Company reserves 50% of the paid amount
Cancellation 7-0 days before the tour: the Company reserves the whole amount
Cancellation 91+ days prior to departure = €0
Cancellation 61 to 90 days = €500
Cancellation 46 to 60 days prior to departure = 50% of the total trip cost is non-refundable
Cancellation 0 to 45 days prior to departure = 100% of the trip cost is non-refundable
In the case of no show of a Client in a tour the Company reserves the right to keep the whole paid amount.
If you do cancel, you must still pay any insurance premiums and amendment charges which arose before the cancellation, and any deposits paid for any pre-booked items or services.
*Cancellation of certain transport arrangements, typically scheduled airline and ferry tickets can result in up to 100% cancellation charges regardless of the notice period given to us. We reserve the right to pass on these charges which will apply to the transport element of your holiday and the cancellation charges in the scale above to other elements of your holiday (e.g. accommodation, optional extras).
2.1.: Flexible (due to Covid-19) Cancellation Policy
Due to the COVID-19 global situation and the uncertainty we are all facing, we adapted our cancelation policy for all bookings made after the 1st of January 2021 for tours during 2021. Apart from the flexible cancelation conditions, you can expect full engagement from our side to communicate with you regarding the current safety status, arrangement of payment (deposit – full payment), eventual cancelation and/or postponement of your trip, in case the COVID-19 situation in Greece or your home country is uncertain for travel during 2021.
For any cancellation which may occur due to international travel restrictions, enforced quarantine at the time you travel and/or in case you or a close family member has been diagnosed Covid-19 positive and you cannot travel (must be accompanied by proven verification), following terms will apply:
Day Tours: You will be refunded or given a credit voucher (valid until 31/12/2022 or longer if you wish) for the same or any other of our day-tours, for cancellations up to 48hrs before activity’s start.
Multi Day Tours: You will be given a credit voucher (valid until 31/12/2022 or longer if you wish) for the same or any other of our multi-day tours.
3: During the trip
Camaraderie is a big part of Aegean Outdoors trips. Your potential fellow travelers are also people who enjoy being active and exploring the outdoors. Keep in mind that different travelers will have different goals, perspectives, experiences and abilities. With that in mind, we ask that the group respect each individual’s conditions and needs throughout the trip. We want everyone to enjoy themselves to the fullest. Often, trip participants become lifelong friends.
By participating in an Aegean Outdoors trip, you assume certain obligations to Aegean Outdoors and the other trip members. The Client agrees to accept the authority and decisions of the Company’s employees, tour leaders and agents whilst on the trip(s) with the Company. If in the opinion of such persons the health or action of a participant at any time before or after departure appears likely to endanger the safe, comfortable or smooth progress of a trip/ program, the participant may be excluded from all or part of the trip/ program without refund or compensation. In case of health/medical problem, the Company may make such arrangements, as it seems fit and recover the costs thereof from the participant.
Aegean Outdoors reserves the right to decline to accept or retain any person as a tour participant should such person’s behavior, health or mental condition impede the operation of the trip.
3.1. Photography and νideo: During the programs, participants are being photographed and video recorded. All material is used by Aegean Outdoors for its promotional activities (brochures, website, social media, etc.). In case you do not wish to show up in our promotional material you must send us a written declaration prior trip’s departure.
3.2. Medical Considerations: If you have any medical or psychological conditions, it’s very important that you let us know well before departure so that we can work with you as much as possible. Trip leaders have the right to disqualify anyone at any time during the trip if they feel the trip member is incapable of continuing and/or if a trip member’s continued participation jeopardizes the group’s or the individual’s own safety. Under these circumstances, refunds are not given.
If a participant commits an illegal act, he/she may be excluded from the trip/ program and the Company shall cease to have responsibility to/ for them.
4: Alterations to the program by the company
In the interest of our Clients, the company reserves the right to make a change or cancel the trip, due to weather conditions, safety reasons, low physical level, low participation (if a minimum participation level is required for a program to run) or any other factor beyond our control -force majeure (natural disasters, inclement weather, strikes etc.). Such changes will always be at the discretion of the company’s group leader and the Company.
The itinerary is subject to change at the discretion of the tour leader, for safety reasons. The tour leader may suggest alternative itinerary or and activities for those given in the program for the group to choose. Where ferry timetables are applicable, the schedule may change due to the weather conditions and/or to last minute changes from the ferry company.
The Client will pay for any potential extra/additional costs required on the spot to create the alternative trip.
4.1: Alterations by the Client – participants
Any sudden or not justified change (date, destination, number of participants, etc), is regarded as a cancellation and complies with the conditions of paragraph 2.
5: Extra expenses
All extra expenses have to be paid on the spot by the Client. These are expenses requested by the Client during/after the programme that had not been originally requested (such as side excursions, extra transfers, extra nights etc.).
6: Last minute bookings
In case the Client has a request for a last minute booking, the Company will advise availability and ask the Client to pay for the additional participant(s) expenses before the beginning of the tour on a separate invoice, in case previous invoice for the trip has already been paid.
7: Complaints – Refund Policy
In case a participant requires a refund after the end of the tour, he/ she have to state his/her demand in written, at the latest 10 working days after the end of the tour. The Company will review the request and revert within 10 working days upon receipt of the written complaint, after carefully examining the demands and facts of the tour.
The Company will not provide any refund to the Client unless the above procedure has been followed. No refunds will be given for any unused services.
8: Responsibilities – Disclaimer:
The excursions and activities (mainly outdoor) operated by the Company are suitable for most of the general public. Participants need a basic level of fitness (unless the program states another level of fitness), team – work mentality and the ability to follow instructions. However despite all our efforts to keep a high standard of safety, there is always an element of risk of personal injury or even death, given the nature of outdoor activities and the Client by selling the tour acknowledges and accepts this risk.
The responsibility of the Company is limited to ensure that all the necessary equipment and experienced guides are provided for the tour and that the safest routes are the chosen ones.
We recommend the Client to inform all participants before joining a program to get covered by a personal accident insurance and/or “cancel for any reason” coverage, which has to include adequate coverage for medical expenses and cost of repatriation, including helicopter rescue and air ambulance.
We reserve the right to make any reasonable changes in the itinerary where deemed necessary or advisable for the comfort and well-being of trip members.
9: Alterations and cancellation of the Private Agreement
This Private Agreement constitutes an agreement between the parties and supersedes any prior written or oral communication. No modification is binding unless stated in writing and signed by both parties (or confirmed via e-mail or fax exchange).
By advancing payment to Aegean Outdoors, the payee thereby agrees to be bound by the above terms and conditions and expressly give his/her consent for the processing of his/her personal data by the organizer Company for the purposes of the present trip and related activities, according to the Greek law No. 2472/97 with regard to personal data processing and compliant with the Directive (EU) 2015/2302, based on the Presidential Decree 7/2018.
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