TERMS AND CONDITIONS – DELOITTE
The Ultimate Travel Company (UTC) of 25 -27 Vanston Place, London, SW6 1AZ
UTC Ultimate Challenges facilitate the raising of funds for charities by providing challenge events. Set out below are the terms and conditions to form the basis of your relationship with the Tour Operator (‘UTC’) of 25-27 Vanston Place, London SW6 1AZ, registered company number 3528325,
Making your booking
Please complete the online specific application and medical form for the challenge you wish to join, and pay your non-refundable* deposit online. On receipt of your application/medical form and deposit, we will confirm your place on the challenge in writing and send you further fundraising and event advice. Applicants whose forms are not accepted (e.g. medical conditions not suitable for the challenge) will have their deposits refunded.
Payment methods for joining a Challenge
The balance of payments will be deducted in three instalments and paid directly to The Ultimate Travel Company as follows:
- 10% non-refundable deposit at time of registering for the challenge
- 50% due at the end of March 2018 (week commencing the 26 March 2018)
- 40% due at the end of May 2018 (week commencing the 28 May 2018)
Failure to pay all monies on time
If The Ultimate Travel Company does not receive all payments (including all surcharges) on time, your place will be treated as cancelled.
Please note if, after the publication of the tour literature, airport tax is greater than the amount specified in the tour literature, the participant shall pay the balance.
Alterations made by the Ultimate Travel Company
We plan challenges many months in advance. Occasionally, we must make changes to the published itinerary and to amend or cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we reserve the right to modify or cancel any tour, flight schedule and accommodation arrangement should unforeseen circumstances amounting to ‘force majeure’ arise. We will notify you of any such changes as soon as possible. If the changes are significant enough to alter the nature of the expedition, you will be given the choice of an alternative challenge or a full refund of all monies paid. We shall not cancel any tour for reason of political tension or natural disaster unless specifically recommended to do so by the Foreign Office.
Each challenge will only operate with a minimum number of 25 participants a UK doctor will always accompany the group.
Alterations made by you
We will do our best to make any alterations you may require after confirmation has been issued subject to availability and the payment of any increased costs relevant to the changes. If alterations are made less than 10 weeks prior to departure, an additional £95 charge will be levied together with any other costs incurred.
Cancellations by you
All cancellations must be received in writing. Cancellation is taken from the date such notice is received and charges will be applied as follows
Time of Cancellation
More than 90 days before departure
90 to 60 days before departure
Less than 60 days before departure
Please note all deposits are non-refundable.
Airlines and other suppliers
The Ultimate Travel Company Limited, acts only as agents for the owners of the accommodation and services provided, for all carriers by air or otherwise and for road transport proprietors, and all bookings must be accepted subject to the ticket or transport conditions and regulations of the carriers or transport proprietors, and subject to the laws of the country in which such carriage or other facility is required.
Extending your stay before or after the challenge
Extending your flight is strictly subject to availability and may incur an additional cost. If you wish to extend please contact UTC as soon as possible and no later than the 01 March 2018.
Health, safety & fitness
The challenge in which you will be participating is physically demanding and will require a good level of fitness, strength and endurance. It is your responsibility to ensure that you are fit to participate. You will be asked to fill out a detailed medical form, which you should complete accurately and truthfully. Your place on the challenge will only be confirmed once your medical form has been assessed. If you have any doubts about your health, you should check with your doctor to ensure that you are sufficiently fit, healthy and mobile to participate in the challenge. You should consider that local medical facilities, particularly for those with an illness or infirmity, are likely to be inferior to those in the United Kingdom. Your personal safety during the challenge is of fundamental importance to us. While we do carefully monitor the safety of every challenge destination, the Foreign and Commonwealth Office does offer a travellers’ advice line on 0207 008 0232 or www.fco.gov.uk. Please ensure that you are kept informed of the latest FCO advice.
Personal comprehensive travel insurance will be organised by Deloitte and The Ultimate Travel Company on your behalf for the duration of your overseas challenge (please note any extensions before or after the event will not be covered and it is your responsibility to make sure you are covered for the additional stay). You will need to disclose any medical conditions which may affect your policy by calling the insurance provider. If this adds an additional cost to your insurance, it will be your responsibility to pay this extra premium. We will send more details in the new year about what is covered etc. but in the meantime, if you have any questions please do get in touch.
Passports and Visas
All participants are personally responsible for ensuring that they have a valid passport, and relevant visa/s.
Standard and quality of facilities
You should not have unreasonable expectations of the facilities that will be provided which may be below what you might expect at home. The itinerary and literature you receive from us will accurately describe the standard and quality of the travel arrangements.
We do not exclude or limit any liability to our clients which may arise from proven negligence by any person employed directly by us or by our suppliers, subcontractors or agents of the same whilst acting during their employment (other than air and sea carriers performing any domestic internal or international carriage of whatsoever kind) in respect of death, bodily injury or illness. Such liabilities shall be subject to English law and all proceedings shall be within the exclusive domain of the English courts. We shall endeavour to afford general assistance to our clients in the event of illness, injury or death during the period of the expedition. We accept responsibility for ensuring that all parts of the tour are supplied as described and that all services shall reach a reasonable standard. These obligations and responsibilities shall be limited to where international conventions in respect of air or sea carriers apply. Naturally, we cannot assume responsibility for loss or expense due to war, riots, strikes, terrorist activities or natural disaster.
Acceptance of risk
Your booking is accepted on the understanding that:
- You are aware that this is a challenging event. In addition to the usual dangers and risks, you should consider weather extremes, remoteness from medical services and physical exertion for which you may not be prepared before committing to the trip.
- You acknowledge that the enjoyment and excitement of adventure travel are derived in part from the inherent risk incurred in taking part in activities that are beyond the levels of safety you would normally encounter at home or in the workplace. You acknowledge that this is a reason for your participation.
- You acknowledge that the nature of the challenge requires considerable flexibility and that you must allow for changes to routes, schedules, transport etc. The outline itinerary for the challenge is an indication of what the group may accomplish and does not form a contractual obligation on our part. No refunds will be given for services not utilised.
- The expedition leader, doctor and local management staff have the right to disqualify any participant at any time during the challenge if it is deemed necessary for the safety of yourself or the other participants, or if it is deemed that your behaviour or actions are compromising the other participants’ enjoyment of the challenge.
Complaints and arbitration
We will always endeavour to resolve any complaints on the spot. However, if the matter cannot be resolved, you should inform the relevant supplier and/or expedition leader then write to us within 14 days of the end of the challenge. We will endeavour to resolve the issue as promptly as possible.