Travelshooters booking conditions

References to ‘you’ and ‘your’ below refer to passengers and travellers participating in a Travelshooters tour. ‘Us’, ‘our’ and ‘we’ refer to Travelshooters Limited trading as Travelshooters.

1. Deposit and final payment

1.1. For public group tours, a deposit of £750 per person is required at time of booking to reserve your place. This includes a non-refundable registration fee of £250.

1.2. For public group tours, payment of the balance of the tour price is due 90 days before the departure date.

1.2.1. If you don’t pay the balance in full at least 90 days before the departure date, we reserve the right to treat it as a cancellation by you — see below.

1.2.2. If booking less than 90 days before the departure date, the tour price must be paid in full at the time of booking.

1.3 For private tours, payment terms will be as determined during the tour planning process.

2. Cancellation by you

2.1. Must be done in writing by paper post (not by email or phone).

2.2. Will take effect on the date we receive your cancellation notification.

2.3. Following cancellation by you, our refund policy for public group tours is that if you cancel:

2.3.1. More than 120 days before the departure date, we’ll give you back your deposit less the non-refundable registration fee.

2.3.2. Between 90 and 120 days before the departure date, we’ll retain your full deposit.

2.3.3. Between 75 and 90 days before the departure date, we’ll retain 50% of the full tour price.

2.3.4. Less than 75 days before the departure date, we’ll retain the entire tour price you’ve paid.

2.4 For private tours, refund policy will be determined during the tour planning process.

3. Cancellation or alteration by us

3.1. We reserve the right to alter, cancel or withdraw any holiday or workshop.

3.2. We reserve the right to decline any person as a member of the tour for any cause at any time.

3.3. In the event an alteration or cancellation becomes necessary, you have the choice of:

3.3.1. Accepting the change

3.3.2. Taking an alternative available holiday from us and where this is of a lower price we will refund the difference and where this is of a higher price you’ll need to pay us the difference,

3.3.3. Withdrawing from the contract between us and accepting a refund of all money you’ve paid to Travelshooters. In this eventuality, and where cancellation is not due to under-booking or force majeure as defined below, we will pay you compensation on the following scale: more than 90 days before tour departure date — nil 60–90 days before tour departure date — £10 per person 30–59 days before tour departure date — £15 per person 15–29 days before tour departure date — £20 per person 14–0 days before tour departure date — £25 per person.

3.4. In all cases of alteration or cancellation we take no responsibility for any expenses incurred by you in conjunction with the altered or cancelled tour such as air-fares or other non-refundable arrangements. This is one reason why taking out travel insurance at the time of booking is mandatory — see below.

3.5. Underbooking occurs when the minimum number of bookings required to run a tour is not met. If we have to cancel a tour for this reason, we will do so more than 30 days prior to tour departure date.

3.6. Force majeure is unusual and unforeseeable circumstances beyond our control, such as war or the threat of war, riots, terrorist activity, civil strife, industrial disputes, natural or nuclear disaster, fire, flood or adverse weather conditions.

3.7. We reserve the right to change any of the prices, service or other particulars contained on this website at any time before we enter into contract with you. If there is any change, we will notify you before we enter into such contract.

4. Flexibility

4.1. You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and should allow for alternatives. The itinerary provided for each tour is merely representative of the types of activities contemplated, and we are under no contractual obligation to strictly follow it. It is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events, which may include sickness or mechanical breakdown, flight cancellations, strikes, events emanating from political disputes, entry or border difficulties, climate and other unpredictable or unforeseeable circumstances.

4.2. In the unlikely event that we become unable to provide a significant proportion of the services you have booked after you depart, we will make alternative arrangements for you at no extra charge, or if this is impossible, we will provide you with transport back to the point of departure from your holiday destination, and a pro rata refund for the cost of the remainder of your holiday. In addition, if appropriate, we will pay you compensation of an amount which is reasonable taking into account the circumstances, and which is not covered by the terms of your own travel insurance.

5. Prices and surcharges

5.1. Prices quoted are based on a prevailing currency conversion rates. We reserve the right to impose surcharges (price increases) up to 60 days before departure due to unfavorable changes in exchange rates, increases in air fares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so.

5.2. If any surcharge results in an increase of more than 10% of the tour cost excluding insurance premiums you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund.

6. Airport transfers

6.1 Where airport/hotel transfers are included in the cost of the holiday, such transfers are only included when you travel on the flights specified by us. If you arrive or depart on different flights you will be responsible for your own transfer costs and arrangements.

7. Travel bookings

7.1 Bookings for travel to and from the start and end point of a tour are your responsibility and we are not responsible for these or any expenses, loss or other damage caused to you by the acts or omissions of the carrier.

8. Authority on tour

8.1. At all times the decision of our tour leader or representative will be final on all matters likely to endanger the safety and well-being of the tour. By booking with us the you agree to abide by the authority of the tour leader, who represents us. You must at all times strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited. You also agree to be bound by the our Responsible Travel guidelines.

9. Claims and complaints

9.1. If you have a complaint against us you must must first inform the tour leader or company representative whilst on the tour in order that the leader/representative can attempt to rectify the matter.

9.2. If satisfaction is still not reached through these means then any further complaint must be put in writing to us within 30 days of the end of the tour. We will not accept any liability for claims received after this period.

10. Responsibility

10.1. You acknowledge that the nature of the tour is adventurous and may involve a significant amount of personal risk. You hereby assume all such risk and do hereby release us from all claims and causes of action arising from any damages or injuries or death resulting from these inherent risks.

10.2. We and our agents act only in the capacity as agents in all matters pertaining to hotel accommodation, sightseeing tours, and transportation, and are not responsible for any loss, damage, theft, or injury to person or property resulting from a defect in any vehicle, or the actions of any persons who provide services for this tour or for the action or inaction of any third party. Baggage is at your risk entirely.

10.3. Airlines, railways, coach and shipping companies and other suppliers have their own booking conditions or conditions of carriage, and you will be bound by these as far as the relevant transport provider or supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant transport provider or other supplier, and they are often also subject to various international conventions. Where relevant, copies of such conditions may be available for inspection at our offices, or at the offices of the relevant supplier.

11. Limitation of liability

11.1. We will accept liability for the negligence of our staff or agents causing death or physical injury to persons or loss or damage to personal property only to the extent it is obliged under English law. This acceptance of liability is subject to clause 11.3 below.

11.2. In other circumstances the company will be liable to the client for the proper performance of the contract. This acceptance of liability is subject to clause 11.3 below.

11.3. The company shall not be liable for any damage or loss if the failure to carry out the contract is:

11.3.1. attributable to the client

11.3.2. attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.

11.3.3. due to unforeseen and unusual circumstances beyond the company’s control, the consequences of which could not have been avoided even if all due care had to be exercised.

11.3.4. due to political disputes, border closures, refusal of visas, industrial action, climate or other matters of a similar nature and any other force majeure.

11.3.5. due to an event which the company, even with all due care could not foresee or forestall.

11.3.6. Any liability covered under section 11.2 is limited to the price paid. In the case of damaged property the liability is limited to a maximum amount equal to the amount paid by or on behalf of the owner of the property. In all cases the company specifically excludes all liability for indirect or consequential loss or expense including loss of profits.

11.4. Where your holiday arrangements involve travel by air, rail or sea, or hotel accommodation the compensation is limited by the following international conventions respectively: Warsaw Convention as amended 1955, Bern Convention 1961, Athens Convention 1974 and Paris Convention 1962. No compensation payable by the company for flight difficulties if you have available to you denied boarding compensation from the airline.

11.5. The Company’s acceptance of liability in clauses 11.1 and 11.2 above is subject to assignment by you to us of your rights against any agent, supplier or sub-contractor of ours which is in any way responsible for the unsatisfactory tour arrangements or your death or personal injury.

12. Optional extras

12.1. Optional extras do not form part of the tour or contract. It is understood and accepted by you that any assistance given by the tour leader or representative in arranging optional extras does not render us liable for optional extras. Amongst others optional extras include excursions, sightseeing flights and other extras not included in the tour price.

13. Your health

13.1. If you are affected by any condition, medical or otherwise, that might affect other people’s enjoyment of the tour, you must advise us at the time of booking. Should you fail to comply with the above or commit any illegal act when on the tour or, if in the opinion of the tour leader, your behavior is causing or is likely to cause danger, distress or annoyance to others we may terminate your travel arrangements without any liability on our part and you will not be entitled to any refund.

13.2. By forwarding a signed reservation form and trip deposit, you certify that you do not knowingly have any physical or other conditions of disability that would create a risk for you or other trip participants.

13.3. Once a trip has been confirmed, medical circumstances will not be considered as exceptions to our cancellation policy.

13.4. We assume no responsibility for medical care or for special dietary requirements.

13.5. If you have special dietary or other requests, you should inform us of these prior to departure. We will advise the relevant supplier of your requirements, but we cannot guarantee that such requests will be met, and will have no liability to you if such requests are not met.

14. Itinerary

14.1. Although Travelshooters works hard to make the itinerary as accurate as possible, tour itineraries should be considered an approximate schedule of activities rather than a rigid schedule of events.

14.2. Tour itineraries are subject to revision due to weather and prevailing tour conditions, government restrictions, and other reasons beyond our control.

14.3. The tour leader and Shoot Director have the right to make changes in the published itinerary whenever in their sole judgment conditions warrant, or if they deem it necessary for the comfort or safety of the tour.

15. Travel requirements

15.1. You must have a valid passport and all necessary visas, permits and certificates, including medical certificates required for the whole of the journey and you accept responsibility for obtaining the same. All information and advice given by us on visas, vaccinations, climate, clothing, baggage, special equipment etc is given in good faith, and we are not responsible for any errors or omissions as to the information provided.

16. Travel Insurance

16.1. The cost of the tour does not include insurance.

16.2. It is mandatory that you obtain travel insurance with a minimum coverage of £50,000 while traveling with us and this insurance must cover personal injury, medical expenses, repatriation expenses, and evacuation expenses. It is strongly recommended the coverage be extended to include cancellation, curtailment, loss of belongings and all other expenses which might arise.

17. Limited insurance held by us

17.1. Where we, or any associated company, own or control the vehicles the company is covered by a policy but this cover is limited. If you require a higher level of cover then you must arrange extra cover. This insurance comes into effect only in the case of a vehicle accident and subsequent injuries; it is no substitute for your own travel and medical insurance which must still be taken. Where the company, or any associated company, does not own or control the vehicle cover is provided under our public liability policy.

18. Image usage, copyright and direct dealings with our Shoot Directors

18.1. Our photo holidays are leisure tours for amateur photographers. All images taken on our photo holidays are exclusively for reasonable private amateur use. No release forms are signed and no permission is given for professional, publication, agency, client or photolibrary use, or for any form of distribution of such images.

18.2 Our Shoot Directors are contractually bound not to participate in direct business dealings with clients introduced to them through their relationship with Travelshooters, including but not limited to future tours where Travelshooters is not the principal organiser. By joining one of our private or group tours, you agree to respect this contractual arrangement and not to approach any Travelshooters Shoot Director, lead photographer or tour service provider on a direct basis for a period of three (03) years after the end date of your last tour with Travelshooters.

19. Severability

19.1. In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.

20. Successors and assigns

20.1. These Terms and Conditions shall inure to the benefit of and be binding upon the Company and the Client and their respective heirs, legal personal representatives, successors and assigns.

21. Errors and omissions

21.1. Although we have made a concerted attempt to verify the accuracy of statements made herein the Company cannot be held responsible for any error, omission or unintentional misrepresentation that may appear in this brochure.

22. Privacy policy

22.1. We will provide your personal information, as well as any personal information you provide in relation to the persons whose travel arrangements have been requested by you, to suppliers and carriers to enable the operation of the services requested by you. We do our utmost to protect your personal information. Please see our Privacy Policy.

23. Consumer Protection

23.1. To ensure compliance with the Package Travel Regulations, we provide every customer from whom we receive a part or full tour payment with a certificate guaranteeing repayment of their funds in the event of the tour not being completed owing to the insolvency of our company.

24. Applicable law.

24.1. The contract including all matters arising from it is subject to English Law and the exclusive jurisdiction of the English Courts.

25. These conditions

25.1 By completing the booking form, you are agreeing to accept all the above conditions. The person who completes the booking form does so on behalf of all the individuals included on it, so that all are bound by the booking conditions.


Registered details of Travelshooters Limited: Registered in England and Wales no. 07597209. 
Registered office: Farren House, Farren Court, The Street, Cowfold, Horsham, West Sussex, England RH13 8BP.