Booking Details
Travelclub and Media Travel are trading names of Media Travel.co.uk Ltd. The following Booking Conditions form the basis of your relationship with Media Travel.co.uk Ltd trading as either Travelclub or Media Travel. Please read them carefully as they set out our respective rights and obligations. References to "you" and "your" in these Booking Conditions mean all persons named on the booking (including anyone who is added or substituted at a later date). “We” “us” and “our” means Media Travel.co.uk Ltd trading as either Travelclub or Media Travel. References to “arrangements” and “service” are to the flights, accommodation, transfers and car hire also featured on our websites.
We act as agent for the hotels and suppliers of car hire and transfers and the providers of flights (except for low cost airlines – see below) (“principal(s)”) When you make a booking, your contract will be with the principal concerned. If you book more than one service (such as stays at two or more different hotels or a hotel stay plus airport transfers), you will enter into a separate contract with each principal. If you book more than one service at the same time, the price payable for those services may, for convenience only, be charged to you as an arithmetical total. No “package” is created by us and we are not the organiser of any “package”.
As an agent, we accept no responsibility for the acts or omissions of any principal or any of its employees, agents, suppliers or sub-contractors or for the services provided by any principal. The terms & conditions of the principal who supplies your confirmed arrangements will apply to your booking. These are available on request and we advise you to read them carefully as they do contain important information about your booking.
These booking conditions apply to all types of booking made with us except where otherwise specifically stated.
NB Where you have provided us with an e-mail address by which we can contact you (for example to send you an e-ticket etc) you must check your e-mails on a regular basis. You must ensure that the e-mail address you have provided us with is correct and does not contain any typos or other errors and inform us of any changes.
1. Low cost airlines.
For all flights operated by low cost airlines, we make all bookings as a ticket provider. Your contract will be with the low cost airline concerned whose terms and conditions will apply to your booking. Full payment must be made at the time of booking and in return we will e-mail you the e-mail confirmation from the airline which along with your passport will enable you to travel on your confirmed flight. We will have no liability for the performance of the contract or for the acts and/or defaults of the airline or any of its employees, agents, suppliers or subcontractors.
2. Other airlines.
For all flights operated by an airline other than a low cost carrier, we act as agent for the ATOL holder through whom we book your flight. The name and ATOL number of that ATOL holder will be confirmed during the booking process.
3. Booking details
When a booking is made all details will be advised to you on screen. Once you have confirmed these details we will proceed to confirm the booking with the principal. Once the booking is confirmed an e-mail will be sent to you. Please check that all names, dates and timings are correct on receipt of your email and follow up documents, and advise us of any errors immediately. Any changes to these details will incur the charges stated below. - Please ensure that the names given are the same as in the relevant passport.
The personal details you provide at the time of booking will be used in accordance with the Data Protection Privacy Policy shown on our websites. We will need to collect from you all information required by the airline to comply with its legal requirements. We may also ask you to provide us with additional information for security purposes to avoid fraudulent bookings.
4. Payment
Currently a charge of 2% will be made on all credit card transactions on the Total cost of the holiday. For Debit card there are no surcharges by us. You will be required to make full / part payment for your booking at the time of booking. You must pay the full balance by the balance due date notified to you. If full payment is not received by the balance due date, we will notify the Principal who may cancel your booking and charge the cancellation fees set out in their Terms and Conditions.
5. Amendments
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We will do our utmost to accommodate your amendment requests but it may not always be possible. Any requests for amendments must be made in writing from the person who made the booking. We will charge an administration fee of £25 per person and any further cost we incur in making this alteration. Please note that certain travel arrangements may not be changeable after a reservation has been made and any amendment request could incur a cancellation charge of up to 100% of that part of the arrangements. If amendments are required within the 12 weeks of departure cancellation charges may apply in addition to an administration charge of up to £50 per person.
6. Cancellations
Any cancellation request must be sent to us in writing and will not take effect until received by us. If you cancel your booking we will charge the cancellation charges (which may be 100% of the cost of the travel arrangements).
The cancellation charges are detailed below
More than 84 days: Deposit
57-84 days: 30% or deposit whichever is greater
29-56 days: 50%
22-28 days: 75%
8-21 days: 90%
Within 7 days of departure: 100%
For flight bookings with all low cost airlines, the cancellation charges will be 100%. Bookings that include Scheduled flights may incur different cancellation charges as per their booking conditions.
7. Changes by your Travel Provider
Sometimes your accommodation provider may need to make a change. If you have already booked we will let you know as soon as we can, if there is time before your departure.
In the unlikely event that your accommodation provider has to make a significant change to your booking, they will offer you the option of accepting the change or cancelling the booking and receiving a full refund of all monies paid to us in connection with the accommodation booking.
We do not accept responsibility for any expenses or costs incurred by you as a result of the change and we do not accept responsibility for changes or cancellations that are due to unusual or unforeseeable circumstances beyond our control. These can include war or threat of war, riot, civil strife, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, governmental action or accommodation ceasing to be available.
All bookings made, even if arranged at the same time, are separate and independent bookings. Where your Travel Provider initiates a change or cancellation to a booking, your ability to cancel or change any other bookings is not affected. For example, if your accommodation booking is changed or cancelled by your Travel Provider, the Booking Conditions of your flight booking (including cancellation charges) will still apply, and vice versa.
8. Financial protection
Flights (other than flights booked with a low cost carrier). We act as agent for the ATOL holder through whom we book your flight. The name and ATOL number of that ATOL holder will be confirmed during the booking process. When you buy an ATOL protected air inclusive holiday or flight* from an ATOL holder, you will receive a confirmation invoice from the ATOL holder via us confirming your arrangements and your protection under the ATOL holder’s ATOL. In the unlikely event of the ATOL holder’s insolvency the CAA will ensure that you are not left stranded abroad and will arrange to refund any money you have paid to the ATOL holder or to us on behalf of the ATOL holder for an advance booking. Please note: Not all holiday or travel services offered and sold by us will be protected by the ATOL scheme. *The air inclusive holidays and flights we arrange are ATOL protected providing either the person who pays for the booking is present in the UK when the booking is made or the first leg of any flight or flights we arrange for you commences in the UK. For further information, visit the ATOL website at www.atol.org.uk. All monies you pay us for an ATOL protected flight booking will be held by TTA Trusteees at all times on behalf of the applicable ATOL holder.
Flights with a low cost carrier. For all flights operated by low cost airlines, we make all bookings as a ticket provider. Your contract will be with the low cost airline concerned. Full payment must be made at the time of booking and in return we will e-mail you the e-mail confirmation from the airline which along with your passport will enable you to travel on your confirmed flight.
Other arrangements. We are members of the Travel Trust Association. All monies you pay us for your holiday (other than low cost carrier flights) will be paid into a trust account which is controlled by an independent trustee. These monies will not be released to the principals concerned until your holiday arrangements have been completed. These arrangements mean all monies you have paid us for arrangements other than flights will be refunded to you in the unlikely event of the principal being unable to provide your holiday due to their insolvency.
9. Insurance
You are strongly advised that you take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses. If we have issued your policy please check it carefully to ensure that all the details are correct and that all relevant information has been provided by you (eg. pre-existing medical conditions). Failure to disclose relevant information will affect your insurance.
10. Health advice
You are advised to contact your GP as soon as possible for up to date health advice and information for the destination you are travelling to. Currently these destinations include (Egypt-All, Turkey- All, Caribbean- Dominican Republic, Jamaica, Barbados and Cuba. Mexico- Cancun, Cozumel, Puerto Vallarta. Goa, Gambia, Tunisia, Morocco, Cape Verde, Kenya, Dubai, Maldives and Sri Lanka). Certain vaccinations may be recommended but not compulsory and other health precautions may need to be taken to avoid any medical problems during your trip. It is your responsibility to act upon the advice given as the principal would not be liable for any such occurrences regarding health advice. Please check the Health office orders issued by the relevant country of travel
11. Price Policy
The price of your Holiday will be confirmed to you at the time of making the booking. It is up to you to check these details carefully and confirm you are happy with them. We will also send you an invoice confirming your payment details and will contact you if there are any discrepancies in the pricing.
12. Delivery of documents
All documents (eg. invoices/tickets/Insurance policies) will be sent to you by e-mail. Once documents are sent to you we will not be responsible for non receipt unless such loss is due to our negligence. If you request your documents to be sent to you by post you may incur a postal charge which will be advised to you at the time of booking.
13. Passports, visas and health
All customers (including children) who make a booking are required to hold a valid 10 year passport. We will not be held responsible for any loss or delay that may occur as a result of the passport or visa not being produced for travel.
It is the responsibility of the lead passenger to disclose facts about any passengers that may affect their ability to travel. Particular regard should be paid to the following;
a) Criminal Offences (USA Visitors - Persons wishing to travel to the USA that have any criminal records including driving offences, must declare these at the time of booking)
b) previous deportations from the country/countries that you are visiting
It is a condition of booking that you take out adequate insurance either by taking out our special holiday insurance or by arranging another policy that offers the same or greater protection.
The carriage of passengers and their baggage is subject to provisions of the Warsaw convention (as amended if applicable) national legislation and the carriers conditions of carriage.
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. Neither us nor the Principal accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. Most countries now require passports to be valid for at least 6 months after your return date.
Please take special note that for all air travel within the British Isles, airlines require photographic identification of a specific type.
14. Who can buy holidays from us?
For the majority of our holidays we can only accept bookings from UK residents aged 18 years or over and there must be at least one adult (18 years or over) traveling on any one booking. Some tour operators do allow 17 year olds to travel but they will need a letter of consent from a parent / guardian.
15. Final Travel Arrangements
Please ensure that all your travel, passport, visa and insurance documents are in order and that you arrive in plenty of time for checking in at the airport. It may be necessary to reconfirm your flight with the airline prior to departure. You should take a note of any reference number or contact name when reconfirming. If you fail to reconfirm you may be refused permission to board the aircraft and you are unlikely to receive any refund.
16. Accommodation/Hotel Classifications & Star Ratings
The official star ratings and classifications are given by the local Tourism Authorities in the relevant country, and may not reflect the same standards as in the UK, as different countries have different qualifying standards. For example a four star hotel may not necessarily have the same facilities/standards as a four star in the UK, and cannot therefore be compared. For self-catering properties, an ‘A’ class is not necessarily of a higher quality than a ‘C’, our suppliers quote these classifications only to comply with current legislation. When choosing your holiday, please refer to the information in our suppliers descriptions, which indicate facilities available at each property.
17 Special requests and medical conditions / disabilities
If you have any special requests, you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.
If you or any member of your party has any medical condition or disability which may affect your accommodation or flight or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, you must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. You must also promptly advise us if any medical condition or disability which may affect your holiday or flight develops after your booking has been confirmed. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking or the condition / disability develops after booking, cancel when we become aware of these details.
18. Complaints
If you have a problem during your holiday, please inform the relevant supplier (eg. Hotel) immediately who will endeavor to put things right. Please write to us within 28 days of your return home by writing to our Customer Services Department, Sage House, 3rd floor, 319 Pinner Road, Harrow, Middlesex, HA1 4HF giving your original booking reference number and all other relevant information. Complaints received after 28 days will not be entertained.
NB please bear in mind that we act only as agent for the principal(s) concerned and therefore cannot accept any liability for your arrangements. Any assistance provided in resolving a complaint in relation to any arrangements is provided on a goodwill basis and in our capacity as agent only.
19. Force Majeure
We accept no responsibility for and shall not be liable in respect of loss or damage or changes or cancellation caused by "force majeure" events i.e. circumstances outside our control, including but not limited by war or threat of war, riots, civil strife, industrial dispute, terrorist activity, natural or nuclear disasters, fire or adverse weather conditions.
20. Behaviour
When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the principal(s) concerned. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions. Principals reserve the right at any time to terminate your stay/transfer or that of any member of your party due to your misconduct, where justified in their reasonable opinion. No refunds will be given. Furthermore, neither the principals nor we shall be under any obligation whatsoever to pay compensation or meet any costs or expenses you may incur as a result of your stay/transfer being terminated.
21. Room Allocation
On arrival at the accommodation, you will be allocated a room. Please note: when checking-in after midnight, your room will be reserved from the previous day. You must therefore, normally check out of your room at 11:00hrs on the booking departure date, unless otherwise stated on the accommodation voucher issued by us.
22. Website and Pricing details
Please note, the information and prices shown on our websites may have changed by the time you come to book your arrangements. Whilst every effort is made to ensure the accuracy of the website and prices at the time of printing, regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen holiday (including the price) with us at the time of booking.
There may be small differences between the actual accommodation and its description. Occasionally, local conditions may mean that some facilities or services become unavailable or subject to restriction. In addition to this, please be aware that advertised facilities within your hotel and around the resort may not be fully functional in early and late season. We cannot accept responsibility for any changes or closures to area amenities or attractions. We cannot accept responsibility for any inaccurate, incomplete or misleading information about any accommodation or its facilities and/or services, except in the case of our negligence.
All images of hotel rooms on the website are for representation purposes only and may not reflect the actual room you are allocated. From time to time building work and its associated noise is unavoidable in resort. We do not control such work and we do not always receive advance notice of when it is scheduled. However we will always notify you as soon as possible if we think building work will affect your holiday enjoyment.
23. Safety Standards
Please note, it is the requirements and standards of the country in which any services which make up your holiday are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and may sometimes be lower.
24. Conditions of Principals
The services which make up your arrangements are provided by independent principals. Those principals provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the principal's liability to you. Copies of the relevant parts of these terms and conditions are available on request from us or the principal concerned
25. Errors and Omissions
We will do our best to correct errors and omissions as quickly as practicable after being notified of them. However there may be times when obvious errors occur. For example, very occasionally this may result in a price, product or other service detail description being incorrect. In such cases we reserve the right to cancel the booking or offer a reasonable alternative.
26. Excursions/activities
We do not sell excursions or organize activities. We have no involvement in any such activities or excursions which are neither run, supervised nor controlled in any way by us. They are provided by local operators or other third parties who are entirely independent of us. We do not have any responsibility or liability whatsoever for anything which may go wrong on a resort booked excursion and cannot accept any liability on any basis in relation to such activities or excursions.
27. Law and Jurisdiction
Your contract with the hotel and services provided by us on the hotels behalf in accordance with these booking conditions will be governed and construed in accordance with English Law and the Courts of England and Wales will have exclusive jurisdiction to determine any disputes which may arise out of, under or in connection with this agreement.