Booking conditions (continued)
pay an administration charge of £35 per person and any further cost we incur in making this alteration.
You should be aware that these costs could increase the closer to the departure date that changes are made. Only one change of departure date, per booking may be permitted. Any change in departure date will be treated as a cancellation and full cancellation charges will apply. You will be asked to pay an admin fee of £35 per person and a new deposit per person to secure the new departure date. However, we will discount the new booking with the original deposit amount paid. Any further changes may be treated as a cancellation by you and result in cancellation charges being applied.
Note: Certain arrangements may not be amended after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements. In some cases, any changes made may mean you having to pay for the cancelled arrangements and purchasing new ones at full cost.
9. If you cancel your holiday
You, or any member of your party, may cancel your travel arrangements at any time. Written notification by mail or fax (not e-mail) from the ‘lead name’ on the booking or your Travel Agent, must be received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges shown in the grid below.
Note: if the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges from your insurance company.
Holiday cancellation charges
Period before departure within which notice of cancellation is received by us in writing
More than 70 days 57-70 days 29-56 days 15-28 days 7-14 days
Less than 7 days
% of total booking price*
Loss of Deposit 30% 50% 60% 90%
*Where the standard deposit is increased to secure specific facilities or extras, which are non-refundable in whole or part, then the scale of cancellation charges will be calculated based on the % of the cost of all other arrangements, or loss of deposit, as applicable, and the non-refundable charges will be added to that cancellation charge to give the total charge.
Our cancellation charges are a percentage of the total holiday cost, (not including your insurance premium). These charges are based on how many days before your departure we receive your cancellation notice and not when your correspondence was sent to us. Please note
that any amendment charges are non-refundable. For insurance premiums, you should refer to your insurance provider’s cancellation policy.
Please note, if you have booked a cruise, any cancellation or amendments (including name changes) will incur an additional charge to the amendment or cancellation charges stated above, in line with the relevant cruise line’s charges.
Please note that, in the case of cancellation after receipt of documents, no refund will be given unless unused tickets are returned to us.
Please note, if only some members of your party cancel, in addition to incurring the applicable cancellation charges, we will recalculate the holiday
cost for the remaining travellers. You may have to pay the extra room charges such as single room supplements.
In cases where cancellation charges made by our suppliers are higher than the cost of the deposit, we may pass the charge on to you. Please ask for full details and we will notify you of the specific charges applicable to your booking.
Note: Certain arrangements may not be cancelled after they have been confirmed and any cancellation could incur a cancellation charge of up to 100% of that part of the arrangements.
10. If we change or cancel your holiday
We begin planning the arrangements we offer many months in advance and so we reserve the right to make changes to and correct errors in holiday details both before and after bookings have been confirmed. We must also reserve the right to cancel confirmed bookings at any time. For example, if the minimum number of clients required for a particular travel arrangement is not reached we may have to cancel it.
Most changes are minor but occasionally, we may have to make a Major Change. If we have to make a Major Change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of the following options:
(a) (for Major Changes) accepting the changed arrangements or
(b) Purchasing alternative arrangements from us, of a similar standard to those originally booked if available (if the chosen alternative is less expensive than your original one, we will refund the difference but if it is more expensive, we will ask you to pay the difference) or
(c) Cancelling or accepting the cancellation in which case you will receive a full and quick refund of all monies you have paid to us.
However, we will not cancel your confirmed booking 10 weeks or less before departure except for reasons of “Force Majeure” (as explained above) or failure by you to make full payment on time.
Due to the unpredictability of Force Majeure events we shall not be liable for any changes either before departure or during the holiday, which in our opinion are necessary to protect your safety. In this event, we will offer you suitable alternative arrangements, or, if you do not travel, return the monies you have paid us but we will not pay you compensation.
In all cases, except where the Major Change arises due to reasons of Force Majeure and subject to the exceptions below, we will pay you the following compensation as detailed below:
These scales are based on how many days before your booked holiday departure date, we notify you of a Major Change
Period before departure when a Major Change is notified
More than 70 days 29-69 days 15-28 days 7-14 days
Less than 7 days
Compensation payable per adult (for children see below)
£25.00 £35.00 £40.00 £50.00
Please note that the above payments are per full fare-paying passenger (excluding infants). For children invoiced at reduced rates, compensation will be paid on a pro-rata basis of the adult rate.
We will not pay you compensation and the above options will not be available if we make a minor change or cancel as a result of your failure to make full payment on time. We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation.
We will not pay you compensation where we make a Major Change or cancel more than 10 weeks before departure or in the event of Force Majeure.
Very rarely, we may be forced by Force Majeure to change or terminate your arrangements after departure. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.
Under EU Law, you have rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at EU airports and will also be available from airlines. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund of your holiday price from us. Your rights to a refund and/or compensation from us are set out in clause 10.
If you are delayed for a reason other than Force Majeure and in respect of the main flights included in your Holiday, if the delay exceeds 3 hours we will ensure that you receive light refreshments; if it exceeds 6 hours, you will receive a main meal and in the event of a longer delay, wherever possible, you will receive meals and accommodation appropriate for the time of day.
We are not always in a position at the time of booking to confirm the carrier(s), aircraft type and flight timings which will be used in connection with your flight. Where we are only able to inform you of the likely carrier(s) at the time of booking, we shall inform you of the identity of the actual carrier(s) or any change in the identity of the actual carrier(s) as soon as we become aware of this. The carrier(s), flight timings and types of aircraft shown in this brochure and detailed on your confirmation invoice are for guidance only and are subject to alteration and confirmation. The latest timings will be shown on your tickets which will be despatched to you approximately two weeks before departure. You must accordingly check your tickets very carefully immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact you as soon as possible if this occurs. Any change in the identity of the carrier(s), flight timings, and/or aircraft type will not entitle you to cancel or change to other arrangements without paying our normal charges.
This brochure is our responsibility, as your tour operator. It is not issued on behalf of, and does not commit the airlines mentioned herein or any airline whose services are used in the course of your travel arrangements.
Please note that, in accordance with Air Navigation Orders, in order to qualify for infant status, a child must be under 2 years of age on the day of its return flight.
Please note the existence of a ‘community list’ (available for inspection at http://europa.eu.int/
detailing air carriers that are subject to an operating ban with the EU Community.
When you book a Holiday with Virgin Holidays you accept responsibility for the proper conduct for yourself and your party whilst on Holiday. If we or any other person in authority is of the reasonable opinion
To book your holiday call 0844 573 8346
To carbon offset your holiday visit www.myclimate.org/en/offsetting.html
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