SMALL GROUP TOURS ON GUARANTEED DEPARTURE DATES

SUMMARY:

  • These conditions apply to Customers reserving a place on the Grand Tour of Poland or the Spirit of Poland.
  • Deposit, 20% of the Tour price, paid on the Reservation date.
  • Final balance, 80% paid 30 days before the Tour departure.
  • If you have to cancel your tour 41 days or earlier before the departure we charge only a small service fee of 20 EUR per person. Cancellations 40 days before departure result in 20% fee. The fee then grows to maximum 80%, depending on the cancellation date. Please find complete information below. If the real cost of your cancellation is lower than your cancellation penalty, we will offer the difference as a discount for your next reservation.
  • The maximum number of participants is 25 and there is no minimum. On average there are 12-18 participants. In the last years of operation there have always been at least 8 persons in a group. In the unlikely situation that there are fewer people, your price won’t change and we’ll organize a very enjoyable private tour for you consisting of the same or comparable services.
  • Billing currency is Polish Zloty (PLN). Prices are shown for orientation purposes also in the preferred currencies of our customers: USD, CAD, GBP, AUD and EUR.

1. GENERAL PRINCIPLES:
Please read carefully the following Conditions that regulate the contract between the CUSTOMER ("you") and the eTravel S.A. travel agency (“TRAVEL OFFICE”, “we”, “us”) for all Fixed-date Escorted tours: The Spirit of Poland, Grand Tour of Poland or other programs, as published in our offer (“Tours”).

2. COMPANY DETAILS:
eTravel S.A., Woronicza 15, 02-625 Warszawa, VAT tax number: PL521-36-14-786. The company is entered into the register of entrepreneurs kept by the District Court for the Capital City Warszawa, XIII WG KRS; registry number 0000394089. National Business Registry Number (REGON): 144414773. Share capital: 1,520,000 PLN. Travel agency registry number in Mazowieckie Voivodship: 1265. TRAVEL OFFICE holds an obligatory travel agency insurance issued by AXA a.s..

3. MAKING A RESERVATION:
A deposit of 20% of the total Tour price is required to make a Tour reservation. TRAVEL OFFICE sends a receipt of payment after receiving the deposit and the Tour Order Form filled by the customer.
A Tour booking is only definite once TRAVEL OFFICE has confirmed its acceptance in writing and issued a Confirmation Letter. This letter is issued maximum two working days after we receive the deposit amount. At this point a contract is concluded between TRAVEL OFFICE and the CUSTOMER.

4. FINAL PAYMENT:
The balance of the total Tour price is due 30 days prior to the Tour starting.
CUSTOMERS booking Tours at a short notice (i.e. less than 30 days) are required to make a full payment immediately.
Failure to make a full payment 30 days prior to the Tour departure may result in automatic cancellation of the reservation and forfeiture of the deposit.

5. TYPES OF PAYMENT:
We accept payment by credit card (VISA, Mastercard, Diners) or payments to our bank accounts in Euros or Polish Zloty.
Credit card: 
When a signed Tour Order Form is delivered to our office and the CUSTOMER selects Credit card payment, we debit the CUSTOMER's credit card with the due amount. The billing currency is Polish zloty (PLN).
Bank transfer:
eTravel S.A., Woronicza 15 , 02-625 Warszawa
ING BANK SLASKI SA, Swift code: INGBPLPW
PLN 89 1050 1025 1000 0024 1096 6176
EUR 55 1050 1025 1000 0090 3027 3172
IBAN: add “PL” before either of the account numbers above.
SWIFT code: RCBWPLPW
We disclaim any responsibility for additional costs and fees connected with bank drafts. The bank transfer fees must be borne by the Sender (symbol: OUR) or Shared (symbol:SHA).
If you prefer to pay into our EUR account, we will compute the final price according to the purchase rate (kurs kupna) of the National Bank of Poland. You can check the bank rates at www.nbp.pl/kursy/kursyC.html. This rate will also be given on your Receipt of Payment.

6. PAYMENT CONFIRMATION:
TRAVEL OFFICE is obliged to confirm to CUSTOMER all payments with a brief Receipt of Payment specifying the amount received or sent. This Receipt is usually sent along with the Confirmation Letter.

7. BILLING PRICE:
The rates are calculated, published and processed in Polish Zloty (PLN). On our website, foreign currencies (EUR, USD, GBP, AUD, CAD) are also mentioned, but only for orientation purposes.
All prices are quoted for a CUSTOMER sharing a double/twin room or staying in a single bedroom.

8. BOOKING AMENDMENTS:
You are welcome to make changes. There are no additional fees for any changes and amendments besides the cancellation fees.

9. CANCELLATION MADE BY CLIENT:
All cancellations must be made in writing and sent by email to TRAVEL OFFICE prior to the Tour departure. Cancellations are subjected to the following penalties: if you cancel

  • 41 days or more before the tour departure, a full refund is made excluding a 20 EUR service fee per person.
  • 40-30 days before the tour departure, the cancellation penalty is 20% of the total price of the tour.
  • 29-10 days before the tour departure, the cancellation penalty is 30% of the total price of the tour.
  • 9-4 days before the tour departure, the cancellation penalty is 50% of the total price of the tour.
  • 3 days before the tour departure or later, the cancellation penalty is 80% of the total price of the tour.
Once the tour has commenced, there will be no cancellations and refunds for the unused portion.

10. CANCELLATION MADE BY TRAVEL OFFICE:
We never cancel tours. However, if it became necessary to cancel a Tour prior to departure, TRAVEL OFFICE will make every effort to provide similar alternative arrangements at the next available date at no additional cost, offer alternative fixed-date Escorted tours or a more private option of the tour at the lowest possible price. If this is not acceptable, a full refund of all monies received by TRAVEL OFFICE in Polish zloty (PLN) will be made to the CUSTOMER. In the case of credit card payments, slight differences may occur as a result of differences in exchange rates. We shall strive to inform you about any cancellations and program changes with due notice (at least 60 days before the start). TRAVEL OFFICE disclaims responsibility for any additional costs or fees related to such a Tour booking (e.g. non-refundable airplane tickets etc.).

11. PRICE CHANGES:
The price confirmed by our staff is guaranteed, but we must reserve a theoretical right to change the price in unforeseen circumstances (unpredictable increase of transport costs, considerable increase in taxes or extremely adverse exchange rates). The likelihood of such instances is low. If this instance was to happen, we must inform (by e-mail, also by phone if possible) the Customer not later than 60 days before the Tour start date and transparently state the reasons why we are asking for a price increase. After we have sent this information, the Customer is allowed to cancel the reservation within no later than 3 days. If there is no reply within 3 days, it signifies the Customer’s agreement to these conditions. If the Customer cancels we make a 100% refund of the monies prepaid by the Customer.

12. NUMBER OF PARTICIPANTS:
Maximum: 25 persons. No minimum. If there is more than the maximum number of participants, the decisive factor for accepting the reservation is the time of receipt of the signed Tour Order Form followed by a prompt payment of the deposit to TRAVEL OFFICE.
In the unlikely event of only 1-6 participants signed for a tour we may make some.

13. AIR TRANSPORTATION:
The price does not include the costs of transportation to and from Poland. We can assist you with selecting airfares to Poland that are most suitable when combined with land transportation arrangements.

14. LAND TRANSPORTATION:
All Fixed-Date Escorted Tours start and end in Warsaw. Our escorted tours are usually by minibuses or small coaches (16-30 seats). Seats cannot be booked but the Tour leader may make any decisions concerning their rotation during the trip.

15. ACCOMMODATION:
Hotels reserved for our tours are rated as Comfort (*** in Polish hotel classification) or above (up to Deluxe *****). All hotel rooms provide en suite private bathroom (and/or shower) and toilet. We ensure that the hotels are upmarket, clean, comfortable and well located so as to facilitate sightseeing of the area.

16. SINGLE AND TRIPLE BEDROOMS:
Single and especially triple bedrooms are available on a limited basis. Single rooms require an extra charge – the full prices are indicated on our price list. The prices for Triple bedrooms are on request. Triples usually consist of a larger twin room with an additional bed (a single bed or occasionally folding bed/cot) for the third person. We cannot guarantee that the third bed will be comfortable for an adult.

17 MEALS:
It is advisable that you inform us about any special dietary requirements in advance. Fill in the appropriate section in the Tour Order Form. Consult the Tour description on the website and the list of services in the Tour Voucher to learn which meals are included in the price.

18. CHILDREN:
Children aged 8 or more are charged the full adult rate for our Tours. Discounts are possible if triple rooms can be booked. Children aged 8-18 must be accompanied by an adult. Children under 8 are not permitted to take part in our Tours.

19. SMOKING POLICY:
Smoking is not allowed on the coaches. Frequent stops are made throughout the day, which provide an opportunity to smoke. In hotels we book for all customers non-smoking rooms, so please state your preference as to smoking room in advance.

20. PASSPORTS AND VISAS:
The CUSTOMER is responsible for, and must be in possession of a passport valid for six months after the conclusion of the Tour. Visas may be required for citizens of South Africa, China, Russia, Turkey and some other countries.

21. LUGGAGE:
The allowance is two suitcases up to 30 kg (66lb) in total weight per person. Luggage is transported at the owner's responsibility throughout the Tour. Hand baggage and small articles such as coats, umbrellas or cameras are entirely in the care of the CUSTOMER.

22. TOUR INCLUSIONS:
Tour inclusions are agreed with the CUSTOMER prior to issuing the contract. They are specifically given in each Tour description on our website. The tour usually includes all the travel as noted in the itinerary, the welcome meeting on your arrival in Poland, accommodation in comfortable hotels, meals as indicated, tour materials, service of the tour leaders, driver and local guides, program and entrance fees as noted in the itinerary, porterage, taxes, tour insurance, and basic health insurance.

23. TOUR EXCLUSIONS:
Airfare, luggage and travel cancellation insurance, airport transfers, passport costs, visa and optional excursions are excluded. All items of personal nature (room service, beverages, telephone charges, laundry, special food requests, etc.) and meals not specified in the tour itinerary are not included and must be paid by the CUSTOMER. Tips for services are left at your discretion.

24. HOTEL OR ITINERARY VARIATIONS:
Changes in the itinerary may occur even though our tours are carefully planned. TRAVEL OFFICE reserves the right to change any features of any tour as necessary, given the possibility always with a prior notice.. TRAVEL OFFICE reserves the right to substitute comparable hotels or make itinerary changes as necessitated by circumstances beyond our control. We shall make efforts in good faith to substitute accommodation, meals or other features with replacement of comparable value for any item cancelled.

25. CUSTOMER'S RESPONSIBILITIES:
It is the responsibility of the CUSTOMER to present themselves when expected and to follow all the rules and instructions which have been designed to ensure the safety and enjoyment of all Tour participants.
Should a CUSTOMER's conduct become incompatible with the smooth operation of the Tour and adversely affect the safety and enjoyment of other CUSTOMERs, the CUSTOMER shall be excluded from the Tour and TRAVEL OFFICE shall be under no liability to such a person.
The CUSTOMER is responsible for damage caused by themselves and persons in their care, and shall cover the damage where it occurs.

26. RESPONSIBILITIES OF TRAVEL OFFICE:
It is the responsibility of TRAVEL OFFICE to use its best efforts to provide the goods and services as set forth in this Website, brochure and descriptive literature. We have taken all reasonable steps to ensure that the suppliers of all services provided are of an acceptable standard. We will also accept responsibility for any proven negligent acts or omissions of our employees and agents.
We cannot be held responsible for acts, errors, omissions of any third party not directly employed by, or under specific control of TRAVEL OFFICE.
TRAVEL OFFICE excludes in advance responsibility for delays, changes in schedule, losses, injuries caused by acts of God, or of governments, local laws, climatic conditions, fires, wars, whether declared or not, riots, theft, terrorist activities, social and labor unrest, theft, mechanical or construction failures and difficulties, diseases, epidemics, quarantine, medical or customs regulation or danger, incidents to sea, land and air travel, and other similar acts, incidents, omissions, and conditions beyond our ability to control (“Force Majeure”).
Cancellation of Tour or any services caused by the Customer‘s inability to arrive in Poland as a consequence of external circumstances (e.g. volcano eruptions, floods, flight cancellation) does not release the Customer from paying the cancellation fee. However in the case when Customer cannot arrive because of Force Majeure (e.g. volcano eruption, floods) or flight cancellation and the Customer’s liability does not cover local cancellation fees – we promise to minimize the cancellation costs imposed on you.
If as a result of Force Majeure the Customer cannot return to their home country on the planned end date of their stay, TRAVEL OFFICE is responsible to help them to minimize the cost of their extended stay until the return journey.

27. COMPLAINTS:
TRAVEL OFFICE shall strive to address promptly the causes of all well-found complaints, including by means of providing replacement services wherever possible.
Should a service included in our Tour cannot be delivered objectively to the Customer’s expectation, TRAVEL OFFICE and the service supplier must be notified immediately so as to allow for the opportunity to remedy the situation.
All formal complaints must be submitted in writing (e-mail, fax or post) no later than 10 days after the end of the Tour. The customer is requested to report timely anything they were not satisfied with. Delayed complaints decrease our ability to deal with the problem and will thus exclude our responsibility.
TRAVEL OFFICE will refund the difference between the contracted services and the replacement services, on the condition that the Customer does not receive replacement services of the same or higher value.
The CUSTOMER covers the costs of all replacement and extra services of a higher value if they are delivered at his/her request.

28. LEGAL BASIS:
The contract and all the matters arising therefrom are subject to the Polish law. The CUSTOMER agrees to the exclusive jurisdiction of the Polish courts residing in Warsaw, Poland. Our overriding principle and goal is Customer Satisfaction. These Conditions regulating Small Group Tours on Guaranteed Departure Dates are effective as from 30 December 2005. Last amendment: November 29, 2016.