Terms And Conditions
These Booking Terms & Conditions, together with our Privacy Policy and, where applicable, our Website Terms of Use (if your travel arrangements are booked through our website), along with any other written information we have brought to your attention before confirming your booking, form the basis of your contract with Travel Antares Ltd. Travel Antares Ltd is a company registered in England and Wales with company number: 14771489 and a registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ (referred to as “we,” “us,” or “our”). Please review these terms carefully as they outline our respective rights and obligations.
In these Booking Terms & Conditions, references to “you” and “your” refer to the lead named person on the booking (the “Lead Passenger”) and all other individuals included in the booking or any individuals to whom a booking is added or transferred.
By making a booking, the Lead Passenger agrees on behalf of all persons named in the booking that:
Authority and Agreement
He/she has read, understands, and agrees to be bound by these Booking Terms & Conditions and has the authority to bind all persons named in the booking.Use of Personal Data
He/she agrees to our use of personal data in accordance with our Privacy Policy and is authorized to share personal details, including any sensitive data (such as health conditions, disabilities, or dietary requirements), of all individuals named in the booking.Eligibility
He/she is over 18 years old, a resident of the United Kingdom, and, where applicable, confirms that all party members meet the age requirements for any services or bookings with age restrictions.Financial Responsibility
He/she accepts financial responsibility for the booking on behalf of all persons detailed in the booking.
IMPORTANT NOTICE:
We operate in various capacities, as both the Principal and Package Organiser for tailor-made package holidays, and as an Agent for bookings that involve single travel elements (e.g., hotel-only bookings) or pre-designed package holidays from third-party suppliers.
Our obligations vary depending on the type of booking you make:
- Tailor-Made Package bookings (where we act as Package Organiser) – see Section B.
- Single Element or Ready-Made Package bookings (where we act as Agent for third-party suppliers) – see Section C.
We will confirm whether we are acting as the Principal or the Agent in your booking confirmation. The specific terms of your booking will depend on our role, as outlined in the sections below:
- Section A: Applicable to all bookings.
- Section B: Applicable to Tailor-Made Package bookings, where we are the Package Organiser (see Clause 19 for the definition of a Package).
- Section C: Applicable to bookings where we act as an Agent for third-party suppliers (such as single-service hotel bookings or packages provided by external tour operators).
Applicable Law:
Unless otherwise stated, any reference to European Union law or international conventions in these Booking Terms & Conditions is to the law as it applies in England and Wales, including any amendments or retained laws after the UK’s exit from the EU, effective from 11pm on 31st January 2020.
SECTION A: APPLICABLE TO ALL BOOKINGS
This section applies to all bookings made with Travel Antares Ltd (“we” or “us”). Please read this section in conjunction with the relevant section below, which is applicable to your booking.
Booking & Paying For Your Arrangements
A booking is made with us when you pay the required amount and we issue a booking confirmation invoice, either directly or on behalf of the Supplier/Principal (where we act in an agency capacity—see Section C).
At the time of booking, you may need to pay a deposit or full payment. In some cases, quotations may be based on instant purchase, limited availability non-refundable airfares, and full payment of the total holiday cost must be made upfront. Full details will be provided at the time of booking. If only a deposit is paid, the balance must be settled by the due date provided. Failure to pay on time may result in your booking being treated as cancelled, in which case the relevant cancellation charges (set out in either Section B or C) will apply.
A binding contract between you and us (or with the Supplier/Principal where we act as Agent) forms when we send the booking confirmation to the lead person on the booking, either by email or hard copy if requested.
Travel documents (e.g., invoices/tickets/insurance policies) will be sent to you by email unless otherwise requested. Final travel documents will usually be sent after receiving cleared funds of your final balance, typically no later than two weeks before departure.
Please check all documents (including your ATOL Certificate) upon receipt and notify us immediately if there are any errors. If we are not informed within 10 days of sending the document, changes may not be possible, which may harm your rights.
Accuracy
We make every effort to ensure that the information and prices on our website or any other advertising material are correct. However, we reserve the right to correct errors or changes. Ensure you verify the price and details of your travel arrangements before booking.
Prices
Prices are subject to change and errors may occur. Check the price of your travel arrangement before confirming your booking.
Where you book a Tailor-Made Package, additional terms and conditions may apply (see clause 20).
Insurance
Adequate travel insurance is mandatory when booking with Travel Antares Ltd. You must ensure your insurance covers all personal requirements including pre-existing conditions, cancellation, and medical costs. If you travel without adequate insurance, neither we nor the Supplier/Principal will be liable for any losses.
Events Beyond Our Control
We will not be liable for events that are beyond our or the Supplier/Principal’s control. Such events include warfare, terrorism, civil unrest, serious health risks (including COVID-19), natural disasters, government actions, strikes, industrial disputes, unavoidable transport issues, and similar events.
Brexit may affect certain travel arrangements (e.g., flight routes or airport access). We will monitor and advise customers of any confirmed bookings affected, but these changes are considered events beyond our control.
Special Requests
Any special requests (e.g., dietary, room preferences) must be made at the time of booking. While we will do our best to accommodate such requests, they are not guaranteed and are not a condition of your booking unless explicitly confirmed in writing.
Delays, Missed Transport Arrangements, and Travel Information
If you or any party member misses your transport or experiences a delay, you must inform us and the carrier immediately.
Under UK law, passengers may be entitled to compensation from the airline for denied boarding, cancellations, or delays over 3 hours. Claims must be made directly to the airline. Compensation claims against the airline do not entitle you to cancel other travel arrangements made in conjunction with the flight.
We cannot be held responsible for delays caused by events outlined in the “Events Beyond Our Control” clause.
Advance Passenger Information
Many governments require air carriers to provide passenger information before departure. This data may be collected during booking or at the airport.
Disabilities and Medical Problems
We will do our best to accommodate special requirements related to medical issues or disabilities. Please notify us at the time of booking. If your needs cannot be met, we reserve the right to cancel the booking with applicable cancellation charges.
Visa, Passport, and Health Requirements
You are responsible for ensuring that you meet passport, visa, and health requirements for your destination. Check with the relevant authorities for your specific circumstances. Most countries require passports to be valid for at least six months after return.
Up-to-date travel advice is available from the UK Government’s Travel Aware campaign at https://www.gov.uk/travelaware.
Non-UK passport holders, including EU nationals, should consult their destination’s embassy for updated travel requirements.
Foreign, Commonwealth and Development Office (FCDO) Advice
It is your responsibility to stay informed about any travel advisories issued by the FCDO, particularly regarding the safety of your travel destination. If FCDO advises against travel, it may constitute an event beyond our control.
Your Responsibilities
You are expected to conduct yourself responsibly and not cause disruption during your travel. If your behaviour results in distress, danger, damage, or inconvenience, we (or the Supplier/Principal) reserve the right to terminate your booking without compensation. You may also be held responsible for damages caused.
Conditions of Suppliers
Many travel services are provided by independent suppliers, who operate under their own terms and conditions. Copies of these can be provided on request.
Excursions
Excursions or tours booked during your trip are not part of your contract with us. These are separate arrangements, and we are not responsible for their provision.
Taxes
We will inform you of any mandatory taxes included in your booking. Some countries may impose additional taxes that must be paid locally.
Accommodation Rating & Standards
Accommodation ratings are provided by suppliers and should be used as a general guide. Standards vary between countries and suppliers.
Law and Jurisdiction
These Terms & Conditions are governed by English law, and we both agree to submit to the exclusive jurisdiction of the English courts. If you reside in Scotland or Northern Ireland, you may bring proceedings in your local court under local law.
SECTION B: APPLICABLE TO TAILOR-MADE PACKAGE BOOKINGS
This section applies to Tailor-Made Packages booked with us, where we act as the Package Organiser (see Clause 19 for details). Please read this section along with Section A of these Booking Terms & Conditions.
Definition of a Package
A “Package” exists when you book at least two different types of the following travel services for the same trip or holiday:
- Transport
- Accommodation
- Rental of cars, motor vehicles, or motorcycles (in certain circumstances)
- Any other tourist service not part of the above services
The travel services must be purchased together from our website or advertised as a package.
Important Note: If your booking includes only one type of travel service (from the first three) combined with tourist services (from the fourth), it will not be considered a Package unless:
- The tourist services account for 25% of the total value and are essential to the package.
- The tourist services are selected and purchased after the main services have started.
These will be treated as “single service” bookings without the rights under the Package Travel Regulations. For such arrangements, refer to Section C of these Booking Terms & Conditions.
We also offer ‘Ready-Made Packages’ organized by third-party suppliers, where we act as an Agent. This section will not apply in such cases; please refer to Section C.
Pricing of Packages
We reserve the right to change the price of unsold trips and correct errors in confirmed trip prices. Prices may increase due to:
- Changes in the cost of transport (fuel, etc.)
- Taxes or fees imposed by third parties
- Exchange rate fluctuations
If a confirmed trip’s price increases by more than 8% (excluding insurance and additional services), you can:
- Accept a change to another trip (if of lower quality, we will refund the difference).
- Cancel and receive a full refund of all payments made, minus any amendment fees or additional services.
If the trip price decreases, you will receive a refund minus an administrative fee of £10 per person.
No price changes will occur within 20 days of departure, and no refunds will be issued during this period.
Cutting Your Package Travel Arrangements Short
If you return home early, we cannot refund any unused travel arrangements. If you have no valid complaint about service standards, you will not receive a refund for the incomplete portion of your trip. Check with your travel insurance for possible coverage.
Changes to Your Booking & Transfers
To change your booking after receiving our confirmation invoice, you must inform us in writing. The first named person on the booking should do this. We will try to assist, but changes are not guaranteed and will incur a £15 per person administration fee, plus any additional costs from suppliers.
Transfer of Booking:
If someone in your party cannot travel, they may transfer their place to another person, provided:
- The new traveler meets all trip conditions.
- We are notified at least 7 days before departure.
- You pay any outstanding balance, a £15 per person transfer fee, and any additional charges.
- The new traveler agrees to these Booking Terms & Conditions.
Both you and the new traveler are jointly responsible for payment. If no replacement is found, cancellation charges will apply.
Important Note: Some arrangements cannot be amended after confirmation, and changes may incur cancellation charges of up to 100%.
Cancellation by You Before Departure
If you or anyone in your party cancels your confirmed booking, you must notify us in writing via the address in these Booking Terms & Conditions or email us at discover@travelantares.co.uk. Cancellation takes effect when we receive your written notice.
If one or more members cancel, the price for remaining travellers may increase, and you will be responsible for this increase.
Cancellation Charges:
We incur costs in cancelling your arrangements, so cancellation charges are as follows:
| Period Before Departure | Cancellation Charge |
|---|---|
| More than 62 days | Deposit only |
| 0 – 62 days | 100% of holiday cost |
Note: Amendment charges are non-refundable. Certain arrangements may not be amended after confirmation and could incur cancellation charges of up to 100%.
If your cancellation reason is covered by your insurance, you may reclaim these charges.
Cancellation Due to Unavoidable & Extraordinary Circumstances
You can cancel your confirmed arrangements without paying a cancellation charge if “unavoidable and extraordinary circumstances” occur at your destination or nearby. This includes situations like:
- Warfare or acts of terrorism
- Serious health risks (e.g., disease outbreaks)
- Natural disasters (e.g., floods, earthquakes)
In this case, we will refund all payments made but are not liable for additional compensation. This right applies only if the Foreign Commonwealth and Development Office advises against travel to your destination.
Note: There is no automatic statutory right of cancellation under the Consumer Contracts Regulations 2013.
If We Change or Cancel Your Package Travel Arrangements
We may need to change or cancel your booking.
Changes: For minor changes (e.g., flight times), we will inform you but have no liability. Significant changes include:
- Change of accommodation area
- Accommodation of lower standard
- Significant itinerary changes
- Change of UK departure airport (with exceptions)
Cancellation: We will not cancel your arrangements less than 61 days before departure, except due to Events Beyond Our Control or non-payment.
If a significant change or cancellation occurs, we will inform you and offer:
- Acceptance of the changed arrangements
- A refund of all payments made
- Alternative arrangements, if available (with refunds for lower-value alternatives)
You must notify us of your choice within 7 days. If we do not hear from you, we will assume acceptance of the change.
Compensation:
If we make significant changes or cancel, you will receive compensation based on the following schedule:
| Period Before Departure | Compensation Amount |
|---|---|
| More than 62 days | NIL |
| 42 – 61 days | £10 |
| 28 – 41 days | £20 |
| 15 – 27 days | £30 |
| 14 days or less | £50 |
Important Note: We do not pay compensation for minor changes, cancellations over 61 days before departure, acceptance of significant changes, cancellations due to non-payment, or changes requested by you.
If we are unable to provide a significant part of your arrangements after you have departed, we will, if possible, make alternative arrangements at no extra charge and provide a price reduction if those are of lower standard.
Complaints
We strive to ensure your Package travel arrangements run smoothly. If you encounter issues, please inform the relevant supplier (e.g., your hotel) immediately. If the issue is not resolved locally, contact us using the emergency contact numbers in your travel documents.
If the problem persists, send a formal written complaint to our Customer Services Department at:
Travel Antares
71-75 Shelton Street,
Covent Garden, London,
WC2H 9JQ
Email: discover@travelantares.co.uk
This should ideally be done within 28 days of your trip’s end, including your booking reference and relevant information.
Our Responsibilities
We accept responsibility for arrangements as an “organiser” under the Package Travel and Linked Travel Arrangements Regulations 2018. If we or our suppliers negligently perform services and you do not receive the enjoyment expected, you may be entitled to a price reduction or compensation.
We are not responsible for claims arising from:
- Acts/omissions of the person affected
- Acts/omissions of a third party unconnected to the contracted services
- Events Beyond Our Control
Our liability for luggage or personal possessions is limited to the excess on your insurance policy. For other claims (excluding injury, illness, or death), we limit compensation to three times the price paid by the affected person(s).
In case of insolvency, we provide financial security for flight-inclusive packages through our ATOL license (No. 12482) and will provide you with an ATOL Certificate outlining what is protected. For packages without flights, we offer protection through a trust account with Protected Trust Services (PTS).
Assistance During Your Trip
If you encounter difficulties during your trip, we will provide appropriate assistance, including information on health services and local authorities. However, we will not be liable for costs incurred without our prior authorization.
SECTION C: Applicable to Agency Bookings
This section applies to bookings made by us when acting as an Agent. Read this in conjunction with Section A.
Your Contract with the Supplier/Principal
When we act as Agent, you enter a contract with the Supplier/Principal of your chosen travel arrangements. We are not responsible for the supplier’s acts or omissions.
Payment
If you paid a deposit, the full balance must be paid by the notified due date. Failure to do so may result in cancellation by the Supplier/Principal, along with applicable fees.
Changes and Cancellations by You
Requests for changes or cancellations must be submitted in writing and will be processed according to the Supplier/Principal’s terms. Additional administration fees will apply.
Changes and Cancellations by the Supplier/Principal
We will inform you promptly of any significant changes or cancellations by the Supplier/Principal. You must inform us of your choice regarding alternative arrangements within the stipulated time frame.
Our Responsibility for Your Booking
Your contract is with the Supplier/Principal. We are responsible only for making the booking according to your instructions. Our liability is limited to twice the commission earned on your booking.
Complaints
For complaints regarding your travel arrangements, contact the Supplier/Principal directly. If you wish to complain about our services, contact us at discover@travelantares.co.uk or via post.
Financial Protection for Agency Bookings
Your payments for Agency bookings are not protected by us but may be protected by the Supplier/Principal in certain circumstances. Please ask us for details.
