Terms & Conditions

The total amount of Clients who will participate in the Arrangements as well as the number of days and nights and other services within the Arrangements will be established in the program itinerary and cost schedule with the total cost in the Proforma Invoice.

The costs which are notified by the DMC to the Client or Agent are payable to the DMC in advance and no later than the date stated in the Proforma invoice. Deposits and payment schedule will be also advised in the Invoice. In the event of any additional payments due that occur at the destination, that are not included in the final Proforma Invoice, it remains the responsibility of the Client to settle those payments in cash at the destination.

The provision of the Arrangements will be subject to payments being received in the DMC’s designated bank account following the receipt by the Client or Agent of the Proforma Invoice. If the Agent has not paid the required payments as specified by the prescribed dates, the DMC reserves itself the right to cancel the Arrangements without any chance of reverting the situation. If applicable, the DMC will apply the Cancellation and Alteration conditions.

The costs indicated are established in relation to the existing economic conditions. Any alterations of the economic conditions particularly the cost of fuel, taxes and fees, exchange rates, and the like; relative to the services offered in respect of the Arrangements will naturally lead to an alteration of the prices.

Costs expressed and the currency for transfers will be in the currency of the Agent’s country of origin where possible, otherwise the currency will be either US$ Dollars or EUROS.  All bank transfer charges and bank commissions should be paid by the Agent. A copy of the bank transfer document should be scanned and emailed to the DMC within 24 hrs of sending the transfer. Payments are to be made by bank to bank electronic or telegraphic transfer. Details of the DMC banks will be sent together with the Proforma Invoice.

Payments can also be made by credit or debit card and the DMC will advise the Client or the Agent how to make such payments.

Different deposit and payment schedules may apply to group bookings, International Flights, cruises and yacht charters and these will be advised by the DMC to the Agent by way of separate notifications.

The Client is subject to the conditions and regulations as imposed by the air and marine carriers and it is the responsibility of the Agent to make the Client aware of those conditions and regulations. Likewise, the Agent must ensure that the Client is aware of the check-in time, flight or vessel number or name, flight departure time or vessel embarkation time, air or sea port and terminal. In the case of local yacht charters the Agent must advise the Client the Yacht Charter Conditions and Requirements. The DMC cannot be held liable where the Client does not adhere to the aforementioned.

The Client’s details (also known as Rooming/Berthing List) should be sent by the Agent to the DMC and must contain the Client’s full names, nationality and passport number including any special needs or dietary requirements. In the case of children their dates of birth should also be sent to the DMC. The final list of the clients must be communicated to the DMC no later than the date as specified by the DMC.

The services included in the Arrangements are only those as specified in the Programme Itinerary, and any other notifications as provided to the Agent by the DMC. In principle, the DMC will not make refunds if the Client chooses not to use any of the services within the Arrangements.

• International flights unless included in the Arrangements.
• Internal flights unless included in the Arrangements.
• Services at the airport(s) or seaport(s) that are not mentioned as included in the Arrangements.
• Laundry, telephone charges, additional meals and drinks, and any other expenses of a personal nature.
• Food and beverages that are not mentioned as included in the Arrangements.
• Tourist Visa Card (tourist visa).
• Travel and Medical Insurance.
• Personal expenses.
• Gratuities.
• Vessel shore excursions unless specified as included.
• Independent activities for reasons of the Clients’ own choosing.
• Additional charges for Property or Vessel extensions such as late check-out or extra nights, upgrade to alternative Property or Vessel, or class of room or cabin, changing from a plan where meals are not included to a plan with additional meals.
• Extra staff and tour guide hours not contracted in the Arrangements.
• Any additional services not contracted in the Arrangements.

Bed or berth type and smoking preferences cannot always be guaranteed. Accommodation is usually available at the Property from 16.00 hours on the day of arrival and must be vacated by 12.00 hours on the day of departure.  The reservation is guaranteed for late arrival.

The number of guests in each room or cabin is limited to the number of beds provided by the Property or Vessel. If the number of persons arriving at the Property or Vessel is different to the one selected during the reservation process, or children are not of the age required to classify as such in terms of rates/discounts (see ‘Children’), additional charges will apply, payable directly to the Property or Vessel by the Client subject to the acceptance of such by the Property or Vessel operator.

In the event of the third party provider overselling its accommodation, the DMC will endeavour to negotiate with the third party supplier that the Client’s booking be honoured; otherwise the third party supplier will be expected to relocate the Client to a different Property or Vessel of equal standard or superior standard.

If any foreseen construction work becomes necessary at the Property or Vessel,  or in the vicinity preventing access to the Property or Vessel, following being advised by the third party supplier the DMC will advise the Agent and the Client, quantifying the disruption to the Client and the third party supplier will be responsible for any additional costs incurred to ensure that the clients experience is not affected (including relocating to a Property or Vessel of equal standard or superior standard).

In case the schedules imposed by the international air carrier or international marine carriers result in shortening or prolonging the Arrangements the Client will be responsible for any extra costs for alterations to the Arrangements and any cancellation and alteration penalties. The alteration of airports or seaports by the international air carrier or international marine carrier does not allow room for reimbursement. The costs that derive from transferring, taking taxis, coaches and the like are to be paid by the Client.

The DMC cannot be held responsible for any delays of any transportation within the destination which derives in the non-presentation of the Client at the designated arrival or departure flight. If alternative transportation has to be arranged as a result of the aforementioned the Client will be responsible for paying any extra costs involved for alterations to the Arrangements and any cancellation and alteration penalties.

The responsibility of the air, land and marine carriers in the destination enrolled in the Arrangements proposed by the DMC as well as that of their third party suppliers, their representatives and their employees is limited exclusively to: compensations, complaints or reclamations of every nature in accordance with what is stated in their conditions of transport.

In the case whereby the Client chooses to make their own private transportation arrangements in the destination the DMC assumes no responsibility of any kind for those arrangements.

Where the third party supplier provides transportation services, the third party supplier will ensure that it conforms to the minimum requirements of the country’s regulations, including safety regulations.

It could be that drivers of transportation need to make stops in route for sustenance, ablutions and toileting. It is also expected that the driver also allows the same opportunity for the Client. In addition, and for reasons of safety the driver may need to make stops in route for short rest periods. Also, local safety regulations dictate that drivers should not drive continuously for more than 8 (eight) hours.

It could happen that for a number of reasons the excursions and/or activities provided in the Arrangements could be altered, without altering the essence of the Arrangements. The Client will be notified with anticipation every time possible; and will be offered a service within the same category as the one previously proposed or of a higher standard.

Where food and beverages are included in the Arrangements those food and beverages may be subject to alteration due to seasonal variations and availability of products and the DMC or third party suppliers cannot be held responsible for such alterations. The Agent must advise the DMC of any special diets no later than 7 (seven) working days prior to the arrival of the Client at the destination. The DMC will endeavour to arrange such special diets with the third party suppliers but cannot be held responsible where such special diets are not available.

Arrangements which specify the language to be spoken by tour guides, this service will be provided as a general rule and subject to availability. The tour guides shall ensure the safety of the Client and the smooth operation of the Arrangements and the Client shall follow the instructions of the tour guides. Hours during which the tour guide renders services shall, in principle, be from 08:00 to 22:00 or where the Arrangements include extension of these hours. Any additional hours not agreed with the DMC will be subject to the availability of tour guides and the extra cost of such will be charged to the Client.

Tour guides shall not accompany Clients on personal individual activities that are not part of the Arrangements. Clients joining such activities will be responsible for procuring the desired services after being provided with any necessary documentation by the DMC. The Client, shall pay the cost incurred when he/she asks for the personal accompaniment of a tour guide or other staff for such purposes as guiding, shopping, general assistance or similar, and such arising from Client injury or illness, the return of the Clients’ lost baggage or articles left behind owing to personal negligence, as well as alterations incurred by the Clients’ independent activity. Such personal accompaniment to be agreed by the DMC and subject to the availability of a tour guide or staff member. Clients shall accept all responsibility for decisions regarding individual purchases at souvenir shops or other types of shops even when said shops are introduced by the DMC or tour guides.

The Client should ensure that all luggage are properly labeled for easy identification to include Client’s name, destination country and Property or Vessel name prior to the Client arriving at the destination. The safekeeping of luggage will be the responsibility of the Client and to make any necessary claims for lost, delayed or damaged luggage and personal items directly with the service provider. Normally no charge will be made for the storage of property. Should the Property or Vessel operator charge for storage it will be the responsibility of the Client to pay such charges. It is agreed that the Property or Vessel operator shall not be liable for loss or damage to stored property, caused by negligence of the Property or Vessel operator or its employees or by water damage, fire, theft or any other cause. Valuables have to be placed in the in-room or cabin safes or in the safes of the reception or other means provided by the Property or Vessel operator.

The performance of the Arrangements are subject to the following occurrences as specified below which may make it inadvisable, illegal, or impossible to conduct all or part of the Arrangements. It is provided that all or part of the Arrangements may be terminated or altered for any one of such occurrences. In no event shall the DMC be liable for consequential damages of any nature or for any reason whatsoever.

• • Case of force majeure: natural or nuclear disaster, industrial disputes, adverse weather conditions, flood,      fire, terrorist activity, civil strife, war or threat of war, riot, seismic activity, epidemics, governmental orders and the like.
  • Delay of land, sea or air carriers.
  • Alteration of times at airports, train stations, bus stations or seaports.
  • Failure of Clients to arrive at the destination as specified in the Arrangements.

The DMC, where possible, will notify the Agent and Client of any National festivities, civil or religious events or hazards that might affect the Arrangements and what has been described to the Client constitutes the rule; however, the Clients might have to endure certain exceptions and may alter the Arrangements. The DMC will inform the Agent and Client as soon as these events are known and will make every endeavour to make alterations to the Arrangements accordingly. The DMC will not be called upon or held liable in anyway in these cases.

If the DMC is obliged by reason of force majeure or for any other reason outside the DMC’s reasonable control to alter any component of a Clients’ programme itinerary the DMC shall inform the affected Client and Agent of the alteration and explain the reason for it at the earliest possible opportunity.

The DMC reserves itself the right to cancel any Arrangements, revise or alter its contents and services in the event of untoward occurrences.

Where the DMC is obliged to alter Arrangements outside the DMC’s reasonable control the DMC will use its best endeavours to ensure that the alteration causes the least possible disruption to the Client’s enjoyment of his/her Arrangements. To this end, the DMC will consider and implement alternative and less disruptive alterations and advise the Client and the Agent accordingly.

The DMC reserves the right to take necessary measures for the safety and smooth operations of the Arrangements where certain services are deemed impossible, or when there is valid reason to believe that the Arrangements cannot continue. In such cases, the DMC will explain in a timely manner its inability to function under the circumstances. However, said explanation may be made after revisions are made when conditions demand.

The Client must inform the DMC of any revisions, alterations or cancellations regardless of its causes.

The DMC acts as an intermediary between the Agent and its Client and the third party suppliers for the purposes of negotiating, contracting and acquisition of services with third party suppliers. The DMC does not own, operate or provide in anyway any land, air or marine transportation, any Property or Vessel, restaurants and the like, or any services related to those services. The DMC’s liability is limited only to claims of the administration of bookings, meaning the receipt and processing of bookings from Clients and the assignment of bookings to third party suppliers.

The DMC shall have public liability insurance cover suitable to the nature of their business and/or services and will indemnify the Agent or Client in accordance with the insurance conditions.

After the start of the Arrangements, if the Client should find that any of the Arrangements provided is different from that specified; the Client should report the discrepancy to the DMC immediately.

All or part of the Arrangements cannot be reimbursed if the Client does not show up on time in the place required at the set time for whatever reasons (independently of his/her will) and will be subject to the Cancellation and Alteration conditions.

If the Client does not produce the necessary documents for the Arrangements (passport, visas, medical insurance, vaccination certificates and the like) he /she will may not be able to participate in the Arrangements, and/or should the Client not be permitted to enter the destination or have to leave the destination any costs involved will be the responsibility for the Client to pay and no reimbursement will be allowed.

No reimbursement will be granted in case the Client decides to alter the nature of the Arrangements at the destination and will be subject to the Cancellation and Alteration conditions.

The DMC may refuse the participation in any or all of the Arrangements of Clients if it determines that he/she acts in a manner that inconveniences or interferes with the activities of other Clients and/or the DMC’s staff or the third party supplier’s staff and the smooth operation of the Arrangements.

The Client must abide by the laws and regulations of the destination. Any acts by the Client which contravene these laws and regulations will be the liability of the Client and the DMC will not be held accountable in any way for those acts. The DMC will endeavour to provide necessary assistance for the Client from the authorities and the Client’s national embassy in these cases. Any cost involved in such assistance by the DMC, any penalties imposed by the authorities or charges made by the Client’s national embassy will be the responsibility of the Client to pay, discharge or otherwise deal with.

The Agent shall indemnify the DMC for losses sustained owing to the Client’s wilful negligence, illegal acts, conduct against public order and the like , or breach of the Terms and Conditions.

The Client is required to make every effort to utilize information acquired from the DMC and to understand the details of the Client’s rights and responsibilities as well as the details of the Arrangements and the Terms and Conditions.

The DMC is not to be held responsible in case the Client is not capable of meeting the health control standards established by the destination authorities. It is the obligation of the Client to inform themselves of these formalities.

In the case of a Client requiring special attention from the DMC during the Arrangements for reason of ill-health or disability, the Agent or the Client shall advise the DMC of this when applying to join the Arrangements. The DMC shall comply with such requests to the extent deemed feasible and reasonable. In such cases, the DMC may require the Client to present a medical certificate or other supporting documentation. The DMC may refuse an Agent’s booking request if conditions at the destination and facilities are such that safe, smooth operation cannot be guaranteed, or require the Client to be accompanied by an escort.

If it is determined that any Client needs medical diagnosis, care or treatment by a medical professional owing to illness, functional disease or other reasons during the Arrangements, the DMC shall take measures necessary to assist the Client and at the same time maintain the smooth operation of the Arrangements. All costs resulting from such measures shall be borne by the Client.

Should the Client require the use of wheelchairs at the airport or seaport, the Agent must notify the DMC at least 72 (seventy two) hours in advance of the Clients’ arrival and departure. In the case whereby a Client requires a mobility room or cabin at the Property or Vessel the Agent needs to notify the DMC at the time of presenting the Client’s details, the DMC will advise the Agent if such rooms or cabins are available. If tour buses do not have the service to load wheelchairs into the passenger seating area, in this case the Clients will be assisted to seat in the bus and the wheelchair will be stowed in the luggage compartment providing the wheelchair is collapsible.

Infants up to 1 year 11 months and 29 days are usually free of charge. Children rates (normally 50% discount) generally apply for ages 2 years and over, only when sharing room with two adults. Children 2-11 years sharing room with only 1 adult might not benefit from a special children rate and might need to pay as an adult.

The parents or guardians are obliged to have in their possession the children’s documents, in order; and it is their responsibility to inform themselves of the requirements and with the administrative authorities (all the expenses will be undertaken by the respective parents or guardians). The DMC cannot accept the inclusion of a child to travel by himself/herself. The DMC cannot be held responsible in case, even though it is forbidden, that a minor is included in the Arrangements without the DMC’s knowledge.

Where the Property or Vessel is for adults only children cannot be booked at the Property or Vessel and will not be allowed to enter the Property or board the Vessel.

For reasons of hygiene and security, animals (pets) are not allowed to be included in the Arrangements unless previously notified, agreed by all parties concerned and comply with the destination laws and regulations.

After acceptance of the booking if the Agent or the Client cancels or alters the Arrangements, or does not pay any required deposits or balances of the Arrangement costs by the prescribed time, the DMC reserves itself the right to apply cancellation or alteration fees as listed below as a percentage of the Arrangement cost, unless the DMC has advised the Agent or Client of any different cancellation and alteration conditions which may be imposed by third party suppliers.

Individual Clients – Up to groups of 14 members:

More than 30 days prior to arrival no forfeit of deposit.
30 to 16 days prior to the arrival forfeit of deposit.
15 to 8 days prior to arrival 50% of total invoiced amount.
7 to 4 days prior to arrival 75% of total invoiced amount.
3 to 0 days prior to arrival 100 % of total invoiced amount.

Groups – For groups of 15 or more members:

65 days prior to arrival no penalty fees.
64 to 35 days prior arrival 15% of total invoiced amount.
34 to 20 days prior to arrival 35% of total invoiced amount.
19 to 8 days prior to arrival 60% of total invoiced amount.
7 to 0 days prior to arrival 100% of total invoiced amount.

The DMC will, however, consider any exceptional circumstances resulting in the Client’s cancellation or alteration of the Arrangements and depending on those circumstances the DMC may amend its cancellation and/or alteration fees accordingly subject also to any third party suppliers agreeing as a measure of the DMC’s goodwill. The DMC reserves itself the right to deny any claims in this respect and the DMC’s decision will be final.

The Cancellation and Alteration conditions also apply to Vessels, unless different cancellation and alteration conditions apply which are notified separately.

The DMC strongly advises travellers to take out travel and medical insurance to cover the cost of cancellation and other risks including personal accident, personal public liability. Medical insurance maybe compulsory to enter some destinations and the Client is responsible to be aware of any entry regulations.

Should the Client have any complaint about the Arrangements or express any dissatisfaction whatsoever, the Client should contact the DMC immediately and later forward such in writing to the DMC with supporting evidence to the DMC to enable the DMC to fully investigate such complaints and respond accordingly. The DMC will take all possible steps to resolve such complaints amicably after the DMC has before it all the necessary supporting information and documentation. In the event that the DMC offers compensation as a result of its Client’s complaint, such compensation will be accepted in full and final settlement of the Clients’ claim. Any complaints and/or claims must be made no later than 30 (thirty) days after the Clients departure from the destination.

To guarantee that any reimbursements, such as refunds or compensation, be regarded as admissible it must be transmitted to the DMC by the Client or Agent in writing and duly signed by the Agent and sent either by hand delivery, by mail or courier service at the Agent’s cost and must be accompanied by all the elements justifying such a demand within a period no longer than 30 (thirty) days after the Clients departure from the destination. Some mail services can take a long time to reach its destination and the Client must check if the document(s) will arrive in the specified time as aforementioned.

If for any given reason the Client cancels or alters any part of the Arrangements on the spot at the destination no reimbursement will be admitted.

Where deposits, cancellation, alteration and administration fees are applied the remaining payments received from the Agent will be reimbursed by way of holding on account a credit for payment of future Arrangements. If the payments are not enough to cover these deposits and fees, the DMC shall charge the difference separately to the Agent.

The DMC will acknowledge any new request and will communicate to the Client or Agent regarding who will be responding and when the response will be provided. Prior to submitting its response, the DMC commits to quality checking the information it is sending to ensure it is accurate, and answers all elements of the request, however the DMC cannot be held responsible for any omissions or errors.

The DMC will have in place policies and procedures and will adopt due diligence and best practice in the course of its business and activities which will also include the observance of local health and safety standards and the preparation of risk assessments.

The DMC will provide the Agent and the Client with a duty telephone number that the Agent and the Client may contact any time 24 hours each day if the Client experiences any untoward occurrences or emergencies in respect of the Arrangements.

Any ideas, images, creativity, wording, theming or content put in place by the DMC remains the intellectual property of the DMC.

Should any disputes or discords arise on account of improper implementation or non-implementation of these Terms and Conditions; the parties take whatever action is necessary to settle the matter by way of negotiations or arbitration. In the case the matter is not settled by way of negotiations or arbitration, it should be put forward to the court of jurisdiction.