Question: What are EuroParcs booking Terms and Conditions ?
The following booking conditions form the basis of your contract with EuroParcs Limited. Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
These booking conditions only apply to holiday arrangements which you book with us in the UK and which we agree to make, provide or perform (as applicable) as part of our contract with you. All references in these booking conditions to “holiday”, “booking”, “contract”, “package”, or “arrangements” mean such holiday arrangements unless otherwise stated.
In these booking conditions, “you” and “your” means all persons named on the booking (including anyone who is added or substituted at a later date) or any of them as the context requires. “We”, “us” and “our” means EuroParcs Limited.
1. Making Your Booking
The first name person on the booking (“party leader”) must be authorised to make the booking on the basis of these booking conditions by all persons named on the booking and by their parent or guardian for all party members who are under 18 when the booking is made. By making a booking the party leader confirms that he/she is so authorised. The party leader is responsible for making all payments due to us. The party leader must be at least 18 when the booking is made.
Subject to the availability of your chosen arrangements, we will confirm your package by issuing written confirmation. This written confirmation will be sent to the party leader. Please check this confirmation carefully as soon as you receive it. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 10 days of our sending it out (5 days for tickets). We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so.
We may communicate with you by e-mail in relation to your booking. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.
In order to confirm your chosen holiday a deposit of £100 (or an equivalent amount as advised by us if paying in another currency) per booking (or full payment if booking within eight weeks of departure) must be paid at the time of booking.
The balance of the holiday cost must be received by us not less than 8 weeks prior to departure. This date will be shown on the confirmation. Reminders are not sent. If we do not receive all payments due in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all deposits paid or due at that date. If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges shown in clause 6 depending on the date we reasonably treat your booking as cancelled.
3. Your Contract
A binding contract between us comes into existence when we despatch our confirmation to the party leader. We both agree that English law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (“claim”). We both also agree that any claim must be dealt with by the Courts of England and Wales only.
4. The Cost Of Your Holiday
We reserve the right to increase or decrease the prices of unsold holidays at any time. The price of your chosen holiday will be confirmed at the time of booking. We promise not to levy any surcharges.
We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error. Please note, changes and errors occasionally occur. You must check the price of your chosen holiday at the time of booking.
5. Changes By You
Should you wish to make any changes to your confirmed holiday you must notify us in writing as soon as possible. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such requests. Where we can, an amendment fee of £25 per booking will be payable together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. No amendment fee will be payable in respect of changes of your address or vehicle except where the vehicle change results in an increased cost for your ferry / Eurotunnel crossings. A change of holiday dates will normally be treated as a cancellation of the original booking and rebooking in which case cancellation charges will apply. Changes may result in the recalculation of the holiday price where, for example, the basis on which the price of the original holiday was calculated has changed.
6. Cancellation By You
Should you or any member of your party need to cancel your chosen holiday once it has been confirmed, the party leader must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our office. As we incur costs from the time we confirm your booking and may be unable to re-sell your holiday the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage this is calculated on the basis of the total accommodation cost payable by the person(s) cancelling any amendment / cancellation charges which have already been incurred.
If your booking includes ferry crossings , Eurotunnel or car hire the cancellation terms for the transport element are in accordance with those of the relevant supplier since we act as an agent for them and not as principal.
Insurance premiums and amendment / cancellation charges are not refundable in the event of the person(s) to whom they apply cancelling.
Period before departure Cancellation charge
within which written shown as % of
notification of cancellation accommodation
is received by us cost
More than 56 days deposit only
29 - 56 days 33%
15 - 28 days 66%
Less than 15 days 100%
Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to your insurance company.
If any member(s) of your party is/are prevented from travelling, the person(s) concerned will be able to transfer their place to someone else (introduced by you) providing the following requirements are complied with. We must be notified of the transfer(s) not less than two weeks before departure. Where a transfer to a person of your choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of £25 must be paid before the transfer can be effected.
Where any cancellation reduces the number of full paying party members below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.
We consider adequate travel insurance to be essential. Details of an insurance provider are available via a link on our website. If you decide not to purchase insurance from this provider, you must give us details of your alternative policy (insurer and policy number).
If travelling by car we recommend you take out European motoring breakdown assistance insurance. Please read your policy details carefully and take them with you on holiday. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs. We do not check alternative insurance policies.
8. Changes And Cancellation By Us
We start planning the holidays we offer many months in advance. Occasionally, we may have to make changes both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations we must reserve the right to do so. However, we promise we will only cancel your confirmed booking after the date the balance of the cost of your holiday must be paid where either you have failed to make all payments due in full and on time or where we are forced to do so as a result of circumstances outside our control and/or “force majeure” as defined in clause 9 below. We will not cancel after this date for any other reason.
Whilst most changes are minor, occasionally we have to make a significant change, for example a change of site or type of accommodation. If we have to make a significant change or cancel, we will tell you as soon as possible. If there is time to do so before departure, we will offer you the following options:-
(a) for significant changes to accept the changed arrangements
(b) purchasing an alternative holiday from us of a similar standard to that originally booked if available ( if the chosen
alternative is less expensive than your original one we refund the difference, but if it is more expensive we will
ask you to pay the difference)
(c) cancelling or, if we cancel, accepting the cancellation in which case you will receive a full and quick refund of all monies
you have paid to us.
Please note the above options are not available where any change made is a minor one.
Where a change or cancellation relates to a transport element (ferry / Eurotunnel / car hire) liability is as set out in the relevant supplier’s terms and conditions.
If we have to make a significant change or cancel on or after the date the balance of the holiday cost must be paid, we will pay you compensation subject to the following exceptions. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care.
Period before departure Compensation
a significant change or per party
cancellation is notified to you
15 - 56 days £40
Less than 15 days £80
In all cases our liability for significant changes and cancellations is limited to offering you the above mentioned options and, where applicable, compensation payments. We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation.
No compensation is payable for minor changes or where we make a significant change or cancel more than 8 weeks before departure. No compensation will be payable if we cancel as a result of your failure to make all payment due in full and on time.
Very rarely, we may be forced by “force majeure” (see clause 9) to change or terminate your holiday after departure but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain any refunds from our suppliers), pay you any compensation or meet any costs or expenses you incur as a result.
9. Force Majeure
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of "force majeure". In these booking conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
10. Our Liability To You
(1) We promise to make sure that the holiday arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, you suffer death or personal injury or your contracted holiday arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, your contracted holiday arrangements. Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
(2) We will not be responsible for any injury, illness, death, loss (including loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following: -
‑ the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party or
‑ the act(s) and/or omission(s) of a third party not connected with the provision of your holiday and which were unforeseeable or unavoidable or
‑ 'force majeure' as defined in clause 9 above
(3) Please note, we cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which your campsite or any other supplier agrees to provide for you where the services or facilities are not advertised by us and we have not agreed to arrange them as part of our contract with you.
(4) The promises we make to you about the services we have agreed to provide or arrange as part of our contract - and the laws and regulations of the country in which your claim or complaint occurred - will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and regulations of the UK which would have applied had those services been provided in the UK. The exception to this is where the claim or complaint concerns the absence of a safety feature which might lead a reasonable holiday maker to refuse to take the holiday in question. Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause 10(1). We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we have not exercised reasonable skill and care.
(5) Where we are found liable for loss of and/or damage to any luggage or personal possessions (including money), the maximum amount we will have to pay you is £30.00 per person affected unless a lower limitation applies to your claim under this clause or clause 10(8) below. You must ensure you have appropriate travel insurance to protect your personal belongings.
For all other claims which do not involve death or personal injury, if we are found liable to you on any basis the maximum amount we will have to pay you is twice the price (excluding insurance premiums and amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim under clause 10(8) below. This maximum amount will only be payable where everything has gone wrong and you have not received any benefit at all from your holiday..
(6) It is a condition of the acceptance of liability set out in clause 10(1) of these booking conditions that you notify us of any claim you and/or any member(s) of your party has in accordance with clause 11 “Complaints And Problems”. For all claims any person(s) to whom any payment is made (and their parent or guardian if that person is aged under 18) must assign to ourselves or our insurers any rights they may have to pursue any third party in connection with the claim. You must provide us and our insurers with all assistance we may reasonably require.
(7) Please note we cannot accept any liability for any damage, loss, expense or other sum(s) of any description (a) which, on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you or (b) which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally, we cannot accept liability for any business losses.
(8) Where any claim or part of a claim (including those involving death or personal injury) concerns or is based on any travel arrangements (including the process of getting on and/or off the transport concerned) provided by any air, sea or rail carrier to which any international convention or EU regulation applies, the maximum amount of compensation we will have to pay you will be limited. The most we will have to pay you for that claim or that part of a claim if we are found liable to you on any basis is the most the carrier concerned would have to pay under the international convention or regulation which applies to the travel arrangements in question (for example, the Athens Convention for international travel by sea and COTIF, the Convention on International Travel by Rail). Please note: where a carrier would not be obliged to make any payment to you under the applicable international convention or regulation in respect of a claim or part of a claim, we similarly are not obliged to make a payment to you for that claim or part of the claim. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the carrier for the complaint or claim in question. Copies of the applicable international conventions and regulations are available from us on request.
11. Complaints and Problems.
In the unlikely event that you have any reason to complain or experience any problems with your holiday whilst away, you must immediately inform the supplier of the service(s) in question. Any verbal notification must be put in writing and given to the supplier as soon as possible. In addition you must notify us at our office by telephone and/or fax as soon as possible. Until we know about a problem or complaint we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, you must write to us within 30 days of your return to the UK giving your booking reference and full details of your complaint. Only the party leader should write to us. For all complaints and claims that do not involve personal injury, illness or death we regret we cannot accept any liability if you fail to notify the complaint or claim entirely in accordance with this clause.
12. Behaviour / Site Rules
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 (reasonably estimated if not precisely known) must be paid direct at the time to the relevant owner or manager or other supplier. If you fail to do so, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions. If the actual cost is less than the amount paid, the difference will be refunded. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. You should ensure you have appropriate travel insurance to protect you if this situation arises.
We expect all clients to have consideration for other people and to observe the campsite rules. If in our reasonable opinion or in the reasonable opinion of any other person in authority, for example a campsite manager, you or any member of your party behaves in such a way as to cause or be likely to cause danger, annoyance or distress to any third party or damage to property or are in breach of the campsite rules we are entitled, without prior notice, to terminate the holiday of the person(s) concerned. In this situation the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
13. Conditions Of Suppliers.
Many of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable international conventions (see clause 10(8). Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.
14. Special Requests And Medical Problems
If you have any special request you must advise us at the time of booking and clearly note it on your Booking Form. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot promise any request will be complied with unless we have specifically confirmed this in writing. Confirmation that a special request has been noted or passed onto the supplier or the inclusion of the special request on your confirmation 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 problem or disability which may affect your holiday, please tell us before you confirm your booking. In any event, you must give us full details in writing at the time of booking. If we feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation.
15. Passports, Visas & Health Requirements
You (all persons on the Booking Form) need to have a valid passport(s). British citizens do not need a visa for France, Spain, Italy or Portugal. If you or any member of your party is 16 or over and haven't yet got a passport, our recommendation is that you should apply for one at least 6 weeks before your holiday. The UK Passport Service has to confirm your identity before issuing your first passport and will ask you to attend an interview in order to do this. If you or any member of your party is not a British citizen or holds a non British passport, you must check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel.
It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery and from the National Travel Health Network and Centre www.nathnac.org Information on health is contained in the Department of Health leaflet T7 (Health Advice for Travellers) available from the Department of Health by telephone on 0870 1555455 or via its website www.dh.gov.uk and from most Post Offices. You should obtain a European Health Insurance Card (EHIC) prior to departure.
It is the party leader’s responsibility to ensure that you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry correct documentation.
If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.
16. Financial Security
In accordance with the provisions of The Package Travel, Package Holidays and Package Tours Regulations 1992 all deposit and balance payments for package holidays are held in a separate trust account until the package holiday is completed. In the unlikely event of our insolvency before a package holiday the monies paid are secure and will be refunded. If insolvency occurs during a package holiday and as a consequence additional costs are incurred, including repatriation, these will be refunded out of the monies held in the trust account.
17. Brochure / Website Accuracy
Please note, the information and prices shown in our brochure and on our website may have changed by the time you come to book your holiday. Whilst every effort is made to ensure the accuracy of the brochure and price list at the time of printing, 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.
We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure.
19. 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 be lower.