Terms & Conditions
Terms & Conditions
Thank you for visiting www.ulysse-retreats.com. This site is owned and operated by Ulysse Retreats. The following terms and conditions form the basis of your contract with Ulysse Retreats. Please read them carefully as they are legally binding.
0. Definitions
"We/us" means Ulysse Retreats.
"The Event" means any holiday, accommodation, activity, retreat, event or function organised or advertised by us.
"You" means the person who has signed the booking form and includes all the people on whose behalf you have signed.
"Supplier" means the company or person that is holding or providing the event or any part of it.
"Price" means the total cost of the event.
1. Contract
All bookings are subject to availability. Before a booking is taken, full details of your proposed trip will be advised to you. Please note that the itineraries are subject to change. Please also check that all names are the same as the relevant passport or relevant identification, that dates and timings and all other elements of your trip are correct.
A binding contract between us and you (the lead name on the booking) is only formed when we issue our booking confirmation (by email or post) after having received payment from you, in cleared funds, of either the required deposit or the full price of your holiday (depending on when the booking is made relative to the intended departure date). By making the booking you accept that you have the authority to bind all members of your party to these terms and conditions of booking and you take responsibility as the lead name on the booking to make payment and to receive documentation on behalf of your party.
2. Payment & Deposits
Deposits are payable at the time of booking and the balance of payments are split into the following phases: An agreed non-transferable deposit is payable at the time of booking. It is non-refundable if not cancelled within 7 days of purchase. The remaining balance is due 60 days prior to the trip start date. If booking within the 60 days before the retreat, a payment in full will be required. If you do not make your payment by the due dates given, then you shall be deemed to have cancelled the event. Deposits are used by us to enter into the contractual arrangements on your behalf and are non-refundable after 7 days. Payments can be made with a valid credit card or debit card, online bank transfers (details provided on request) where upon receipt we will endeavour to place the booking for you at the same price, although this cannot be guaranteed. We will however notify you should there be an increase in price.
3. Insurance
It is essential and a condition of booking with Ulysse Retreats, that you take out a comprehensive travel insurance policy to cover you before, during and after your trip. We will not be responsible for any costs incurred by you or any member of your party before, during or after your trip as a consequence of inappropriate or insufficient travel insurance being purchased.
4. Cancellation by Us
We may cancel the event or any part of it: for safety reasons if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome; If we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers; If a supplier or suppliers are unable to host the event for any reason; If changes you wish to make to the booking mean it is uneconomical or impractical to hold the event. If we cancel the whole of the event we shall use our best endeavours to rearrange the event on a mutually convenient date, or provide a refund to you of the cost to us of the event. Save as above we shall be under no further liability to you for cancellation of the event or any part of it. We will also be liable to pay appropriate compensation to you unless the reason for cancellation is a Force Majeure Event (see below). If we rearrange the event for a different date, the non-transferrable deposit may be refunded up until four months prior to the new date of the event, which mainly depends on the contractual obligations with the supplier.
5. Cancellation by You
You may cancel your booking within a period of 1 week after the initial depost. After 1 week, you may cancel your booking however all deposits and (if applicable) any additional payments made to date on the booking are non-refundable and cancellation charges apply. If you however cancel more than 90 days BEFORE the retreat starts, any payments made MINUS the deposit will be refunded to you. If you cancel WITHIN the 90 days before the retreat, no refunds will be made to you unless we find a replacement for the vacancy created by your cancellation. If we do find a replacement, we shall refund you the payment(s) MINUS the deposit within 30 days of the cancellation.
In all cases, where cancellation results in us making a refund payment to you, such payment will be made to you as the lead and contracting member of your party, or any substitute lead and contracting member of the party assigned by you. This will be the case regardless of which members of the party make the deposit and balance payments for the booking.
6. Passports, visas and health requirements
We will, upon request, provide general information relating to passport, visa and health requirements for the destinations we feature. This may be limited to providing contact details for the relevant embassy or consulate. Most countries now require passports to be valid for at least 6 months after your return. Ultimately, it is your responsibility to ensure that you and your party will be able to obtain, and will be in possession of, all necessary travel documents/visas in advance of travel. It will also be your responsibility to ensure that you and all members of your party will be able to comply with all health requirements for the destination concerned. We will not accept liability if you or any member of your party is refused entry onto any transport or into any country due to failure on your/their part to carry correct documentation or to comply with relevant health requirements. If you or any member of your party have any disabilities, it is extremely important that the necessary arrangements be made to make your holiday go smoothly. We must therefore insist that you contact our offices before completing any reservation to ensure disabilities compatibility for the holiday that you choose.
7. Failure to Provide an Event
If, due to reasons beyond our control, an event is unable to take place due to (but without limitation); closure of premises, the ceases of trading, a change in supplier management or weather restrictions, we will provide you and your group with an alternative event and if this is does not prove possible, a refund to you of the cost to us of the event.
8. Information
Whilst we make every effort to ensure that the information on our website is accurate and not misleading, it may have been published many months before your trip takes place and may be subject to change. We reserve the right to make changes to the website and any information it contains at any time.
9. Force Majeure
Compensation will not be payable in any cases where an amendment, change or cancellation is due to an unusual or unforeseeable event or circumstance beyond our reasonable control including, but are not limited to, war, threat of war, riot, civil disturbance or strife, health epidemic, terrorist activity (actual or threatened), industrial disputes, technical or maintenance problems with transport, machinery or equipment, power failure, natural or nuclear disaster, fire, flood, drought, adverse weather conditions, levels of water in rivers, acts of god, closure of airports, changes of schedules or operational decisions of transport providers, (each such event or circumstance being defined in these Booking Conditions as a “Force Majeure Event”).
10. Travel delays
Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details are publicised at EU airports and are available from airlines. However, reimbursement in such cases does not entitle you to a refund of your holiday cost from us in any circumstance.
11. Alterations made by You
We shall try to accommodate any reasonable changes you wish to make to the event. Alterations and amendment requests should be made with us and not end suppliers and should be made in writing to us by the lead name. These changes shall not be deemed accepted until we have confirmed in writing to you. If you wish to increase or decrease the number of persons participating in the event you may do this up to eight weeks prior to the date upon which your event is due to start. Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event.
Please note that in many cases, suppliers apply 100% cancellation charges and will not permit name changes or other booking alterations to be made. If you and/or any member of your party are considering altering your booking in any way, please contact our staff, who will notify you of the applicable charges.
In addition to amendment and cancellation charges that we apply, you will be responsible for any increased charges arising from changes to accommodation arrangements and/or room occupancy levels that you wish to make.
12. Excursions & Activities
Where excursions and/or activities are booked and paid for in advance as part of the price of the trip and detailed on our booking confirmation, these will form part of the contract with us. We undertake to use reasonable skill and care in selecting suppliers who provide excursions and activities as part of your contract. We reserve the right to modify or alter any aspect of the excursion or activity at any time. Any excursions and/or activities that you decide to purchase at any time from a local supplier or third party once your trip has commenced will not form part of your contract with us. Your contract for such excursions/activities will be made with the relevant supplier or third party and on that party’s terms and conditions and we have no liability whatsoever for the performance of that excursion or activity.
We reserve the right to use all photo and video material in our Marketing.
13. Your Obligations
You shall take out your own individual insurance suitable for your needs (including sickness and delays for events involving travel by land, sea, or air) before the event. You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the event. If you breach these obligations we may cancel or curtail the event or any part of it and in those circumstances you shall not be entitled to any refund.
You shall agree to grant Ulysse Retreats the non-exclusive, irrevocable, royalty free licence to use any photography or video material where you feature to promote and market their events & their respective brands.
14. Our Obligations
We shall take reasonable care and skill in arranging the event and comply with all applicable laws in relation to the event; where ever possible, re-schedule the event instead of cancelling or offer a refund to you of the cost to us of the event. Please note that all of the photographs and illustrations we use on our website and in literature (including quotations) we send you are for marketing purposes and may not entirely represent the actual products received.
15. Liability
We do not accept any liability for:
• Participants' medical or psychiatric conditions which may develop during or subsequent to the holiday.
• Loss of, or damage to, personal property of participants.
If you have had any major physical or emotional illness within the past 5 years, or are under medical or psychiatric supervision, you must notify us of the details at the time of booking and, where appropriate, enclose a doctor's certificate of fitness to travel. Non-disclosure of relevant information can invalidate your insurance and cancel our contractual obligation to you.
16. Changes to these Terms and Conditions
We may need to make changes to these terms and conditions. Any changes can only be made by us and not any third party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.
17. Contact us
To contact via email please use vla@ulysse-retreats.com