Aristeia Travel Booking and Cancellation Policy
Introduction:
At Aristeia Travel, our ethos is built upon delivering unforgettable, tailored experiences to the discerning traveller. Each journey with us is an investment in memories, luxury, and exclusivity. To ensure transparency and maintain the premier quality of our offerings, we present our detailed booking and cancellation policy.
- Reservation and Payment
- Initial Inquiry: When you express your interest in one of our curated experiences, our team will present an itinerary tailored to your preferences. This itinerary will provide details of the trip, including the total cost.
- Booking Deposit: A non-refundable deposit, ranging from 40-60% of the total trip cost, is essential to confirm your reservation. The specific deposit amount will be indicated on your tailored itinerary.
- Final Payment: The balance is due no later than eight (8) weeks before the trip’s commencement. If the balance isn’t settled by this time, Aristeia Travel reserves the right to treat the booking as cancelled by the client. For certain exclusive or specially tailored trips, we may require the full balance to be settled earlier, typically between 12 to 16 weeks prior to the trip’s commencement, as a measure to secure all necessary arrangements well in advance.
- Bespoke Travel Design Fee
Fee Overview:
Standard Itineraries: £500.
Large-scale Itineraries: £1,000 to £1,500, based on complexity.
Purpose: The design fee covers consultation, itinerary planning, adjustments, and personalized service, ensuring dedicated attention to creating your unique travel experience.
Credit Towards Booking: The design fee is fully credited to the final booking cost, representing an investment in your tailored travel journey.
Non-Refundable: The fee compensates for time and expertise and is non-refundable if you choose not to proceed with the booking.
- Flight Arrangements and Luggage Policy
For certain itineraries, Aristeia Travel may assist with arranging flights, including private jet charters and limited in-country flights. Please note the following conditions:
- Luggage Allowance: Details regarding luggage capacity and weight limits for your specific flight will be provided with your final itinerary. Any luggage exceeding these allowances may incur additional charges at the airport, which will not be reimbursable by Aristeia Travel.
- Oversized/Overweight Baggage: Charges associated with oversized or overweight baggage are the client’s responsibility and are non-reimbursable.
- Missed Flights: Clients are solely responsible for ensuring timely arrival for all flights. Aristeia Travel cannot be held accountable for missed flights due to late arrivals.
- Flight Changes: Any changes to flight details (including dates, times, or passenger names) are the responsibility of the client. Aristeia Travel will not be responsible for fees or issues arising from changes made after final confirmation.
- Lost or Delayed Luggage: Aristeia Travel is not responsible for any lost, delayed, or damaged luggage. We strongly encourage clients to have comprehensive travel insurance to cover such incidents.
- Recommendation: For greater flexibility, we encourage clients to arrange their own commercial flights.
- Cancellation Terms
Client-Initiated Cancellation:
For Trips under £40,000:
- More than 12 weeks before departure: Retention of the deposit as a cancellation fee.
- Between 8 to 12 weeks before departure: Forfeiture of 50% of the total trip cost.
- Less than 8 weeks before departure: Forfeiture of 100% of the total trip cost.
For Trips over £40,000:
- More than 16 weeks before departure: Retention of the deposit as a cancellation fee.
- Between 12 to 16 weeks before departure: Forfeiture of 50% of the total trip cost.
- Less than 12 weeks before departure: Forfeiture of 100% of the total trip cost.
No Shows: Non-arrival without prior notice will be considered a ‘no-show,’ resulting in the forfeiture of the full trip cost.
Aristeia-Initiated Cancellation: In the rare event that we must cancel a trip due to external conditions, clients will have the option of joining an alternative trip or receiving a complete refund. We will not be responsible for additional costs or losses, such as visa costs, airline tickets, etc.
- Travel Insurance and Documents
Protection against unforeseen circumstances is paramount. We strongly advocate for our travellers to secure comprehensive travel insurance. Not opting for travel insurance places full liability on the client for any financial losses or unforeseen expenses. Ensure your insurance covers trip cancellations, medical emergencies, travel disruptions, and lost personal belongings.
It is the traveller’s responsibility to ensure they possess a valid passport, visa, and meet health requirements for all destinations on their itinerary. Your passport must be valid for at least 6 months beyond your return date.
- Alterations and Modifications
- Client-Requested Changes: If after booking, you wish to alter your trip in any form, please notify us immediately. We will endeavour to implement your changes, though we cannot guarantee all requests. Additional fees may apply.
- Aristeia-Requested Changes: At times, alterations might be necessitated due to conditions beyond our control. In such scenarios, we’ll ensure the itinerary remains as close to the original as possible, without compromising on quality or experience.
- Liability and Responsibility
While we pledge to offer impeccable experiences, Aristeia Travel is not liable for damages, expenses, or inconveniences stemming from third-party actions, unforeseeable or uncontrollable events, or any conditions beyond our immediate control.
- Acknowledgment and Agreement
By making a deposit or payment towards your trip, you, the client, acknowledge and agree to Aristeia Travel’s Booking and Cancellation Policy, as well as all other terms and conditions outlined in our documentation. This agreement signifies your understanding and acceptance of all conditions pertaining to your booking, including but not limited to, liability limitations, cancellation policies, and responsibility clauses regarding travel documentation and insurance.
9. Additional Costs and Incidental Expenses
While Aristeia Travel strives to provide an all-inclusive experience, certain incidental expenses may arise that are not included in the trip cost. These include, but are not limited to:
- Local Transportation: If an activity requires the use of a taxi or similar transport on the ground, this cost is the responsibility of the client unless explicitly stated in the itinerary. Additionally, discretionary taxi use for convenience (e.g., opting to take a taxi instead of walking) is non-reimbursable.
- Entry Fees and Equipment: Some activities may require small fees, such as for headphones, locker rentals, or entry to specific attractions. These incidental charges are the responsibility of the client.
- Petty Cash Recommendation: We advise travellers to carry a small amount of local currency or petty cash to cover incidental expenses that may arise during the trip.
- Non-Reimbursable Items: Aristeia Travel cannot reimburse any incidental costs, including transportation, equipment fees, personal purchases, or any expenses incurred outside the agreed-upon itinerary.
- Lead Guest Responsibilities
For all group bookings, including families, Aristeia Travel designates one individual as the Lead Guest. This individual serves as the primary point of contact and assumes the following responsibilities:
- Communication: The Lead Guest is responsible for ensuring all members of the group or family are informed of the trip details, updates, and any changes communicated by Aristeia Travel.
- Payments: All payments for the trip, including deposits, balances, and any additional costs, must be coordinated and submitted through the Lead Guest. This simplifies financial arrangements and ensures accountability.
- Decisions and Requests: Any modifications to the itinerary or additional requests must be submitted by the Lead Guest on behalf of the group or family. Aristeia Travel will not coordinate with individual members for changes or requests unless explicitly authorized by the Lead Guest.
- Acceptance of Terms and Conditions: The Lead Guest is responsible for reviewing, understanding, and signing Aristeia Travel’s terms and conditions on behalf of all group or family members. By signing, the Lead Guest confirms that all members agree to and are bound by the terms, including payment schedules, cancellation policies, and liability clauses.
- Incidental Expenses: Any incidental expenses incurred by individual members of the group or family remain the responsibility of the respective individuals, unless otherwise agreed upon and settled through the Lead Guest.
- Accountability: The Lead Guest is responsible for ensuring that all members of the group or family comply with the terms and conditions outlined in this policy.
Thank you for choosing Aristeia Travel as your companion in exploration.
