Your Support

Please take the time to read through the following carefully. These Booking Conditions set out the terms on which you contract with us

1. BOOKING CONTRACT
Your contract is with Izzy Tours which is ATOL Protected by the Civil Aviation Authority. Our ATOL number is 9098. The registered office is at 45 Trafalgar Road, Moseley, Birmingham, B13 8BJ

Your financial protection: When you buy an ATOL protected flight or flight inclusive holiday from us (Izzy Tours) you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong

We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will try to arrange another ATOL holder to run your holiday package for you. Failing this, they will pay for your return or refund any money you have paid to us for an advance booking. For further information see the two paragraphs at the end of these Booking Terms and Conditions* or visit the ATOL website at www.atol.org.uk.

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent. You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

This contract will only exist when we have received the required deposit, received your completed booking form and invoiced you for the first payment.

The person who makes the booking and signs the booking form (who must be at least 18 yrs old), accepts responsibility for the party and making all payments due to us. In signing, they agree to accept the following conditions and to be our sole point of contact for correspondence. The contract between us is governed by the Law of England and Wales and any dispute will be dealt with under the exclusive jurisdiction of the Courts of England and Wales.

2. INITIAL DEPOSITS
Before a booking can be considered firm, the Party Leader must confirm, through returning the booking form, an intention to proceed and forward the initial deposit of £150 or 10% of the total cost (whichever is the greatest) for each paying member of the party. This deposit is not refundable, unless under the terms of an insurance cover. Please try to use BACS transfers: any cheques please make payable to Izzy Tours.

It is advised that insurance cover be taken out at the time of booking if the school/college or group doesn’t have one. The cover will commence once payment is made.

3. PAYMENT PROCEDURES
An interim payment of a further 40% per paying party member is required to help cover the purchase of the air tickets and currency; this is to be paid approximately 3 months after receipt of the initial deposit.

The final balance must be settled no later than 4 weeks prior to departure or by return of post where receipt of invoice is within 4 weeks.

If payments are more than 2 weeks overdue, this will be considered a breach of the contract between us, entitling us to regard the booking as being cancelled by you. However, the contract between us will remain in force until you receive our written advice and cancellation invoice.

4. PRICE INFORMATION
Our prices are published in good faith, based on the current academic year and the current exchange rate as published on the website for the Central Bank of Iceland. If rates fluctuate wildly or gain/lose value by more than 5%, the prices and/or itinerary will be reviewed in order to accommodate these changes.

Air Flight costs and surcharges
Air flights are subject to surcharge on the following items: fuel, currency, airport charges as well as government action and changes in VAT and in scheduled air fares. Prices given at enquiry stage will be based on the latest information available. Currently we are using Iceland Express flying from Gatwick and Iceland Air flying from Heathrow, Manchester and Glasgow. KLM, BA and Emirates are used for Africa.

Once a provisional booking has been made prices and flight details will be confirmed. If surcharges increase beyond 5%, then changes to the price given may have to be reviewed. We reserve the right to pass on any surcharge made above the 5% increase.

In all cases where a surcharge is applicable we will absorb an amount equal to 5% of the tour price, excluding any insurance premium. Only amounts in excess of 5% will be surcharged. If this means paying more than 10% of the course price you will be entitled to cancel the course with a full refund of all money paid (minus insurance premiums and any administration or amendment fees incurred). Should you wish to cancel because of this, you must exercise your right to do so within 14 days from the issue date printed on the surcharge advice. You will be notified as soon as a surcharge is announced by the airline.

5. CHANGES MADE BY US
The arrangements agreed are given in good faith but plans are made many months in advance and occasionally we have to make changes such as in flight times due to changes in schedules made by the airlines. Changes may also have to be made in your itinerary due to outside agencies such as hotels or activity companies. Most changes will be minor and all will be advised or discussed at the earliest possible date. We reserve the right to make these changes at any time.

In the unlikely event of it proving necessary to alter significantly or cancel your tour, we will offer a suitable alternative if available or 100% refund (within 28 clear days) of all monies paid if we are not able, in our opinion, to offer an alternative that is sufficiently comparable. This is up to 8 weeks before the tour starts.

However, if we have to make a major change to your tour within eight weeks of commencement, compensation will be paid as below, per full fare paying passenger, unless the change is due to circumstances beyond our reasonable control - FORCE MAJEURE - including but not limited to war, riot, civil commotion, act of God, industrial dispute, governmental action, epidemic, disease, adverse weather or natural disaster:
56-29 days: 10% of tour price per person
28-15 days: 15% of tour price per person
14 days or less: 25% of tour price per person


Very rarely, we may be forced by ‘force majeure’ (see above for some examples) to change or terminate your tour after departure but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain these from our suppliers), pay you any compensation or meet any costs or expenses you incur as a result.

6. CHANGES MADE BY YOU
Changes in your itinerary or in the number of your party may be possible at any time right up until the day prior to travel, although the ability to increase numbers is largely dependent upon availability of seats on your flights and accommodation in Iceland, both of which can be in short supply at peak times. Always check with us first please by telephoning 0121 449 3156 or emailing us. If any addition is made within 8 weeks prior to departure we reserve the right to charge an administration fee of £50 per amendment. If you change a name on a flight ticket that has already been issued, then we will charge you the fee imposed by the airline for a change in name if they decide to do so. In 2008 this was approximately £60.

7. CANCELLATION BY YOU
In the event of cancellation by a paying party member more than 8 weeks before departure, the deposit and any interim payments may be transferred to a substitute member. However, if this is not possible, then the initial deposits will be retained by us.

For cancellations made less than 8 weeks prior to departure, the payments made may be transferred to a substitute member but we reserve the right to charge an administration fee of £50, as stated on the Booking Form, plus any direct costs incurred.

However, if a transfer is not possible, then the cancellation will be subject to the following charges:-

56-29 days before departure: 50%
28-15 days before departure: 75%
14-8 days before departure 90%
7-0 days before departure: 100%
The date of effective cancellation is calculated on the day of receipt of written or emailed advice received by Izzy Tours.

If any cancellation brings the party number below the minimum number required to qualify for a particular tour price, then that price will be adjusted accordingly.

Please note that cancellation charges may be reclaimed from your school party insurance, provided that the cancellation occurs within the terms of the policy - e.g. due to injury or illness of pupil or parent or parental redundancy, etc.

8. TRAVEL TICKETS
These are valid in conjunction with the route specified and the particular tour booked. Iceland Express and Iceland Air now only issue e-tickets. Tours involving air travel are operated under ATOL licence 9098.

No refund can be made for lost or mislaid tickets. However, if there is time, most airlines will issue another e-ticket free-of-charge.

9. VISAS AND DOCUMENTS
a) You must ensure that all members of your party have a valid, acceptable passport valid for at least three months following your departure in Iceland. If a member of your party does not hold British Passport, then the following rules apply:
Citizens of the Nordic countries: Denmark, Finland, Norway and Sweden do not need a passport.

Citizens of the following countries may enter Iceland using, instead of passports, national identity-cards issued by the competent authorities in their countries of origin: Austria, Belgium, France, Germany, Italy, Liechtenstein, Luxembourg, the Netherlands and Switzerland. All other EU countries need only a passport.

Pupils, who would normally need a visa to visit Iceland, are exempt from the visa requirement when on a field trip accompanied by a teacher from their school. To verify this, please visit the Icelandic Directorate of Immigration’s website: http://utl.is/index.php?option=com_content&view=article&id=55&Itemid=57&lang=en

A letter should be issued for the teacher to present to immigration authorities, which identifies all the school pupils participating in the excursion and where the purpose and circumstances of the intended stay or transit are clearly specified. Please contact the Icelandic Directorate of Immigration on e-mail utl@utl.is, should you required more detailed information.

10. LIABILITY
Responsibility is only accepted for any personal illness, injury or death which results from the negligent (as the word is understood in English law) acts and/or omissions of any servant or agent, or any supplier working on our behalf in the provision of facilities or services to you whilst acting within the scope of their employment. We will also accept responsibility for those parts of the tour arrangements which are under our direct control and for the acts and/or omissions of our employees, agents, sub-contractors and suppliers. We can only be liable for the provision of special requests where we have confirmed their availability in writing beforehand.

Please note, however, no liability is accepted for any air carrier whose individual conditions of carriage apply and are often subject to international agreements.

We cannot be held responsible for the loss of enjoyment or additional expenses due to delays or changes in any travel arrangements or other services which are caused by circumstances amounting to force majeure such as war, the threat of war, riot, civil strife, industrial dispute, terrorist activity, natural and nuclear disaster, fire or adverse weather conditions.

We cannot be held responsible for the failure or inability of any equipment or computer programme to recognise or correctly to interpret or process any date as the true or correct date, or to continue to function correctly beyond that date.

11. COMPLAINTS PROCEDURE
If you have any problem with your tour, it is essential that you talk to your guide as soon as possible so that we can try to rectify the situation on the spot.

In the unlikely event that the matter remains unresolved, please write to us immediately on your return and we will do our utmost to find a satisfactory solution. Notice in writing of any dispute or claim must be received by us within 28 days of the final date of the tour.

If any dispute on a tour booked with Izzy Tours cannot be amicably settled, your complaint may be referred to arbitration under a special scheme arranged by the Institute of Arbitration. This scheme provides for a simple and inexpensive method of arbitration on documents alone, with a restricted liability on a customer in respect of costs. The scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely or mainly in respect of physical injury or illness or the consequences of such injury or illness, except for small compensation claims for minor injury or illness subject to a limit of £1000 per person. Application for arbitration must be made within 9 months of return from the tour.

12. SAFETY AND SUPERVISION
Teachers and/or other adults accompanying the party agree to act ‘in loco parentis’ at all times and will adequately supervise all members of the party.

In particular, it is the Party Leader’s responsibility either directly or through delegation, to ensure that:

i) No student smokes on coaches organised by Izzy Tours, in a hotel bedroom or behaves in any other way which may cause a fire hazard.
ii) No group member under 18 consumes alcoholic beverages without prior written consent of the parent/guardian. It should be noted that in Iceland the legal age for drinking is 21. Other countries vary.
iii) Whilst travelling by coach, all party members wear the lap belts provided for the duration of their tour.
iv) All party members abide by both UK and Icelandic laws as far as they are known
v) All party members listen to and abide by health and safety recommendations made in our risk assessments and/or made by our Icelandic guides in any given location due to the possible hazardous nature of weather, terrain and/or activity. This instruction applies to other countries where our guides are used.

It is understood that these safety aspects will have been discussed with the party prior to the commencement of the tour

13. PERSONAL PROPERTY
Your personal property, including baggage, is your own responsibility at all times. Any loss should be covered by the insurance policy taken out by your school, college or group.

14. YOUR TRAVEL ARRANGEMENTS
Length of Tour
Izzy Tours considers Day 1 as the date of departure from the UK port/airport, and the final or last day as the date of arrival back at the UK port/airport. Tour length cannot normally be extended beyond the length specified due the restrictions of flight travel

Coach Travel
We only use reliable operators in Iceland offering modern, comfortable coaches with excellent back-up and breakdown cover in compliance with strict UK Coaching Regulations and the R66 roll-over regulation.

a) Use of coach: Your coach is available for the duration of the trip to carry out your own choice of local visits and excursions, subject to EU drivers’ hours regulations.
b) Drivers’ hours and safety: All itineraries are agreed with coach companies prior to departure and they adhere to strict Icelandic driving regulations.
c) Seat Belts in Coaches: Following government legislation, all British coaches transporting young people under 16 years of age are required to be fitted with lap belts. All coaches contracted by Izzy Tours conform to this requirement. The Party Leader and other accompanying adults are responsible for ensuring that the lap belts are worn at all times by the party during coach travel.

Air Travel
a). Baggage Allowance: Normally 20 kilos per passenger (approximately 44 lbs). Cabin restrictions in terms of number of items, size of bag and weight vary slightly with each airline. Details of the latest advice will be given to the tour group before leaving.
b). UK Airport Transfers: We recommend The Green Bus Company which offer attractive rates for coach transfers to/from the UK airport and we will be glad to ask them to give you a quotation on request.

Timings and Itineraries
All itineraries and journey times specified are given as guidance only and may be subject to change upon final confirmation. Airline schedules may not be agreed until after the sending of the booking form, although your flight details will be on there if possible. We will advise you of your confirmed flight timings later if they were not known at the time of booking or if they change.

In certain cases, and for reasons of poor weather on certain days, it may be necessary to reverse or modify the itinerary. In some cases Izzy Tours can make arrangements to pre-pay certain visits to places of interest. However, in most instances any entrance fees to places of interest are payable by Izzy Tours on arrival at that visit. Where payment has been made in advance by Izzy tours on your behalf for a visit, guided visit or excursion, we cannot refund any monies to the group for non-attendance or cancellation of the visit. The prices we provide for visit and excursions are correct at the time of booking and we cannot accept responsibility for price changes without notification prior to departure.

All excursions and visits to places of interest or activities are subject to availability and weather. Where a visit is not possible, every effort will be made to find an alternative. Visits are made on the terms and conditions advertised by the place of interest for which Izzy Tours can accept no liability, unless payment is made by us.

15. ACCOMMODATION AND FOOD
All the hotels and centres used are well known to Izzy Tours and have been inspected by a senior representative of Izzy Tours or an agent acting on our behalf. In our opinion, they are more than suitable for the needs of school, college and youth parties, and their facilities have been accurately and honestly described on our website or in our Risk Assessments. All of the hotels and centres we use comply with local legislation with respect to fire and general safety and are regulated each year by their authorities

Rooms for students/pupils
Pupils are normally accommodated in rooms of 2-5 persons, wherever possible these are en-suite.

Rooms for staff
Wherever possible, we will always accommodate adult leaders in twin-bedded rooms with en-suite facilities. Single rooms are always limited and cannot always be provided free of charge. In some hotels, it may be possible to reserve a twin-bedded room for sole occupancy in which case a supplementary charge may be payable by the adult member before departure.

Meals
All of our tour prices are based on full board accommodation - Continental breakfast, packed lunch and evening meal (generally two courses). Our prices include soft/cordial drinks with all meals i.e. a carton of drink will be provided with the packed lunch. Although packed lunches are paid for, party members are required to make their own sandwiches from the food put out for them. In this instance it is recommended that a lunch box and flask for hot drinks be carried together with a water bottle. Our hoteliers are pleased to deal with special dietary requirements providing you provide us with details of specific needs in writing at least 2 weeks prior to the commencement of your tour. For the first and last meal evening meal, parties often elect to eat out. Traditionally we have used a chicken place on the first night and a pizza place on the final night.

Further notes
i) Iceland can be an expensive country. In order to keep costs down we use what is called sleeping bag accommodation. Thus students/pupils are asked to bring their own light sleeping bags and a pillow slip. Staff will NOT need a sleeping bag as beds are made-up for them. This does not apply to other countries.
ii) Towels and soap are normally provided in the majority of the hotels/guesthouses used. However, it is important to bring a towel in order to take advantage of the options to go swimming or use the hot tubs.
iii) We do reserve the right to pass on any reasonable costs incurred by us in reimbursing the proprietor for any damage caused by any member of the party.
iv) The cost of using facilities e.g. swimming pool, sauna etc. at our accommodation is generally included.. If a swimming pool is within walking distance of your accommodation, then the cost will be met by the party members using that facility. Please note that use of a hot tub or swimming pool must be supervised at all times by accompanying adults

16. HEALTH MATTERS
The Party Leader signing the Booking Form is totally responsible for passing on any health requirement information to other party members.

Party Leaders may wish to refer to the Department of Health leaflet T5 ‘Health Advice for Travellers’ which offers health information for all destinations. Copies are available from Post Offices nation-wide.

If travelling to Iceland, each person will need a European Health Insurance Card (EHIC) to receive necessary healthcare during a visit to a European Economic Area (EEA) country. This can be obtained on-line. It is important for the Party Leader to make the other party members aware of this and that the EHIC card will need renewing after a few years.

17. SPECIAL REQUESTS
Any special requests must be clearly notified to us in writing. We will try our best to meet any special requests made by you and ensure that these are forwarded to the appropriate persons. We cannot guarantee, however, that special requests will be fulfilled and failure to do so does not constitute a breach of contract. Special requests will only be held to form part of the contract between you and Izzy Tours when they have been confirmed in writing so as to be guaranteed by Izzy Tours.

18. DATA PROTECTION
None of the information you provide to Izzy Tours in connection with your booking will be divulged to third persons or parties unconnected with your tour without your express permission. The contact details supplied, including postal address, telephone and email address, will only be used to fulfil tour administration and possibly to communicate details of Izzy Tours’ products and services. The personal information supplied about party members will only be used to allow our employees, agents, subcontractors and suppliers to provide the promised service to our normal high standards.

19. WEBSITE INFORMATION
The information contained in THE WEBSITE www.izzytours.co.uk is accurate and correct as far as can be reasonably ascertained on the last update, October 2013.

If we realise ourselves or are notified of any subsequent changes to the details contained herein, we will advise you as soon as is reasonably possible. We would advise you that not all the excursions and options i.e. Landmannalauger or North Iceland are available all year round and in particular the opening times of swimming pools and other options/ facilities i.e. snowmobiling or Heimaey are, of course, subject to prevailing weather conditions.

20. VAT
Iceland is outside of the E.U. and therefore no V.A.T is charged on this product. This applies to any other country outside of the E.U.
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