Booking Conditions for International Tours:

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How to Book

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We have taken care to make booking with Epic Journeys simple and easy.
A booking form is provided on the website and we would ask that you carefully complete each section of the registration form and post this to us or alternatively fill in the form, scan and email.  Every tour has a different set of deposit conditions and/or payment timetable because of the huge variance in pricing so please look at each individual tour to check deposit requirements or email us and we’ll respond immediately. Payment by Cheque, Bank deposit (including Direct Credit) will be at the advertised price. .
On receipt of your deposit (Internet banking easiest) & completed registration form you will be advised in writing that your booking has been confirmed.

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Deposits, Final Payment and potential Refund

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This has, by and large, been covered in the How to Book section as each tour has a different set of deposit requirements and payment timetable. Payment by Cheque or Bank deposit (including Direct Credit) will be at the advertised price. However in all cases the final tour payment will be a minimum of 60 days prior to the date of your tour departure.
Group Numbers: Again these vary completely, relative to the type of tour and the itinerary. Village holidays, for example, are restricted to a maximum of 30 passengers and subject to a minimum of 14 people travelling. Some of our sporting-related tours have room for more participants but always there will be a minimum number required for the tour to proceed. Once the minimum  number of deposits has been received, you will be advised that the tour is a guaranteed departure and the tour will proceed on an escorted basis. If we are unable to reach the minimum number on the tour you will be given an immediate and full refund of any tour monies paid. Only an unforeseeable “event” would alter a guaranteed departure. Any directive or recommendation from the Government not to travel could negate this guarantee and/or change the itinerary accordingly.

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Costing & Price Guarantee

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All prices are based on rates & conditions that are written clearly on each brochure and are subject to change (either up or down) that could alter the final price of your holiday. Payment of a minimum of half of your holiday cost to Epic Journeys would guarantee the cost as published in the brochure. Also once final payment of your tour is received that also guarantees the tour price will not increase.

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Responsibility

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Epic Journeys are responsible for making arrangements specified on this website, including transportation, sightseeing and accommodation. We include the services of independent contractors such as airlines, hotels, shipping & coach companies, local rail and bus services, plus other operators whose staff are not agents or employees of Epic Journeys. Although we make every effort to ensure that your tour is a holiday of a life time, we can not take responsibility for the conduct, nor be held responsible for the actions of people or agents that are not employees of Epic Journeys. The international carriage of passengers is subject to international conventions and treaties, where applicable. If after your departure, the services included in the tour cannot be supplied, or there are changes in an itinerary for reasons beyond our control, Epic Journeys will arrange for the provision of comparable services. Any resulting additional expense will be payable by travellers and any resultant savings will be refunded to holiday participants on their return home. Itineraries may be subject to alteration due to hotel availability, timetable adjustments, operational requirements, weather, strikes, or other reasons beyond our control. We reserve the right to amend any holiday where we feel the change will be beneficial to our customers. Every effort however, will be made to provide arrangements as per the brochure. By signing the booking form and paying the agreed deposit, passengers agree to all booking conditions and accept arrangements as per the website.

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Accommodation

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All hotels and lodgings have rooms with en-suite facilities.

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Helpful Hints

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Prior to departure we forward to you a series of ‘Helpful Hints’ that will prepare you well for your holiday.

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Participation

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For the benefit of all parties, we reserve the right to accept or reject any person as a tour participant and to remove any person from the tour whose conduct is deemed disruptive or incompatible with the interests of the other tour participants. We will not refund, nor cover any costs or expenses you incur if we have to terminate your holiday, due to unacceptable behaviour.

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Special Requests

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It is essential that any specific requirements such as dietary or health needs, be included on your booking form. Where possible, we will do our best to assist with individual requests but there can be no guarantee of this service, except in the case of a single room supplement where an additional charge is levied.

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Baggage Allowance

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Our baggage allowance is one 23kg bag (might be more with some airlines) with wheels and pull handle plus one piece of hand luggage (golf tours always allow for a golf bag as well). On confirmation of your booking we will send our recommendations for the best type of suitcase for your holiday, as well as our helpful hints on what to pack. On an Epic Journeys holiday you are responsible for your own luggage and we recommend that you take note of our helpful hints – let our experience be your guide when it comes to travelling light!

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Passports & Visas

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A valid passport is required for your holiday and your passport must be valid for at least 6 months after your last flight home. Should any visa be necessary, we will advise you of the requirements. Visa fees are not included in the cost of your holiday.

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Internet Banking Payment

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Direct Credit for deposits and final payments is the simplest method to make payment – Bank account details are as follows:

Epic Journeys Ltd ASB a/c:12-3217-0220665-00

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Travel Documents

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We will keep you updated with our regular helpful hints once your reservation has been confirmed. Tickets, travel documents, pre-departure information, hotel details and travel vouchers will be forwarded to you a minimum of 15 days prior to your departure.

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Travel Insurance & Cancellation Fees

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Cancelled bookings will incur charges and it is important that you take out appropriate Travel Insurance to cover such fees. Most travel policies will cover cancellation fees if you are forced to cancel your holiday due to circumstances beyond your control. Please check with your insurance provider for full details.
We recommend cancellation insurance be taken out at the same time as you pay your deposit. You will not be able to participate on an Epic Journeys holiday unless you have suitable travel insurance.

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Epic Journeys Cancellation Fees are:

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The deposit is non refundable unless the minimum number of passengers isn’t achieved, in which case there will be a full refund of any tour monies paid.
90 days prior to departure a 50% cancellation fee applies.
60 days prior to departure a 100% cancellation fee applies.

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After departure no refund is available on any unused portion of your holiday.