Terms and conditions

THE CONTRACT

The holiday contract is made by Serendipity Tours (ST)with the person who signs the booking form, even though payments may be made by others, and every person signing the booking form is fully responsible for the holiday contract. This contract is made under the terms of these booking conditions which are governed by Sri Lankan Law and both parties agree to submit to the jurisdiction of the Sri Lankan Court at all times.

Where a third party or other Tour Operator is used, their Terms and Conditions supersede the ones set out below and the client is bound by those.

Your holiday contract with ST includes:

The booking terms and conditions.

The relevant information in the brochure. Any changes to the particulars given in the brochure or website will be set out in the itinerary or advised in writing. ST checks to ensure that the descriptions, information and opinions given in brochures or website used by ST concerning the airlines, hotels, facilities and suppliers are correct, and based on the latest information available at the time of publishing. However, because brochures are necessarily prepared some time in advance, such matters may change by the time you are ready to book your holiday. You holiday contract is made on the basis of the changes notified in the itinerary or in writing.

The invoice.

The itinerary. If the service is dependent on participation by a minimum number of people the service may be cancelled by ST in writing within the period indicated in the itinerary without compensation if the minimum take-up is not achieved and if the service has been paid for then the sum paid will be refunded by ST.

Please check the details on the itinerary and invoice when you get them. They set out the details of the holiday ST believes you have booked. If you think there is an error you should contact ST immediately. Changes can only be made by the persons signing the booking form or by someone they authorize in writing.

If for any reason the company does not accept your booking, your deposit will be returned.

THE PRICE GUARRANTEE

After a Confirmation Invoice has been issued, the price of your holiday is, regrettably, subject to the possibility of surcharges in certain limited circumstances. ST guarantees that up until 30 days before your departure date the price of your holiday will not be subject
to surcharges except for:

    • Variations in transportation costs, including the cost of the fuel
    • Variations in duties, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports
    • the exchange rates applied to the holiday booking.

Should above price variations result in the cost of your holiday going up:

ST will absorb and you will not be charged for any increase equal to up to 2% on your holiday price (that is, you will only have to pay the increase over and above 2% of the holiday price)

If a surcharge would increase the total holiday price shown on your original Confirmation Invoice by 10% or more, you may cancel your booking within 14 days of the date of issue of the revised Invoice and obtain a full refund of all payments made to ST and any amendment charges previously incurred.

ST will not give any breakdowns whatsoever of the price of the holiday. The relevant exchange rate for each individual tour will be quoted upon request.

THE PAYMENT SCHEDULE

There will be no binding contract for your holiday until ST has received a signed booking form and/or payment of the deposit/sum required.

If you are booking within 45 days of the departure date, then full payment is required from you at the time of booking.

If you are booking more than 45 days before the departure date, then you need only pay the deposit shown on the invoice at the time of booking, and you must pay the balance before the date speficied for such payment to take place.

If you are booking a holiday for the peak period (December 15 to January 15) you may required to pay the full amount. This will depend on the terms and conditions of the supplier.

CHANGES TO THE HOLIDAY OR PERSONS TAKING THE HOLIDAY MADE BY YOU

A change must be requested in writing by the person who signed the booking form. ST will assist you if you wish to make changes to your booked holiday but cannot guarantee that relevant suppliers will agree to your changes. ST reserves the right to charge an additional premium of 50 USD in the event of changes to the itinerary once you are traveling or change a confirmed booking, and you will also have to pay the costs associated with the change. Please note that the administration charges are payable whether or not ST is successful in making the change.

If you or any person on the holiday is prevented from traveling, ST will agree to that person’s booking being transferred to another person who saSTfies all the booking terms, subject to both persons accepting joint and several liability for full payment of the price and ST charge for confirming the transfer and any additional costs arising from the transfer. ST must be given reasonable notice of the transfer request, which is considered to be at least 14 days prior to the outward departure date.

CHANGES TO THE HOLIDAY OR PERSONS TAKING THE HOLIDAY MADE BY US

It is unlikely that ST will have to change your booking but holiday arrangements are made many months in advance and ST is dependent upon a number of essential suppliers. ST therefore reserves the right to do so. In some instances travel schedules or holiday services can be changed, delayed or cancelled because of circumstances outside our control. This can cause you to miss travel connections, cause disappointment and impose further costs which ST reserves the right to charge to you. When ST makes a significant change to an essential term of the holiday contract before departure then ST will notify you as soon as possible.

If after departure ST is unable to provide a significant proportion of the services it had agreed to provide as part of the holiday contract, we will notify you as soon as possible and do our best to make suitable alternative arrangements at no extra cost to you. If ST cannot do so or you refuse to accept these for good reasons, ST will agree to refund you appropriately. ST will, if appropriate, also pay you compensation.

CANCELLATIONS BY YOU

All cancellations must be advised in writing and will take effect the day we receive it.

ST voluntarily returns all recoverable costs for cancellations. ST will be entitled to retain part of the payment made by you as compensation for the work that has been put into preparing the itinerary. The compensation amount will differ according to whether the holiday period is during peak times or off-peak times in accordance with the tables below.

Off-peak period
Period between notification of cancellation and departure date Amount of cancellation charge

More than 45 days

The deposit is non refundable
Less than 45 days The deposit is non refundable + the relevant sum as indicated below

45-30 days Up to 40% of the holiday price
29-15 days Up to 60% of the holiday price
15-0 days Up to 100% of the holiday price

Peak period (December 15 to January 15)
Period between notification of cancellation and departure date Amount of cancellation charge

More than 45 days

The deposit is non refundable
Less than 45 days The deposit is non refundable + the relevant sum as indicated below

45-30 days Up to 75% of the holiday price plus
29-0 days Up to 100% of the holiday price plus

CANCELLATIONS BY US

ST will notify you as quickly as possible of any cancellation.

ST may cancel the holiday if you do not pay the balance of the price on time and ST may retain the deposit you have paid.

In the event of cancellation by ST you will be entitled to either:

have a full refund; or

accept a substitute alternative from ST of equivalent or closely similar standard and price, if one is available; or

choose a substitute alternative of a lower standard to the travel arrangements booked together with
a refund of the difference in price.

We assume no responsibility for any loss, damage to baggage, property or for injury illness or death or for any damages or claims however so caused arising directly or indirectly from war, riot, civil strife, industrial dispute, terrorist activity, actions of governments or other state bodies, unavoidable technical problems with transport, , machinery or equipment, delays, power failure, natural or nuclear disaster, avalanche, fire, adverse weather conditions or levels of water in rivers, accidents, force major, Acts of God.

Where ST is required to pay you compensation, whether as provided in these booking terms or otherwise, ST will pay 50 USD per person. ST may in appropriate circumstances increase the sum but ST liability to pay compensation shall be limited in all circumstances to the lesser of a maximum of three times the price of the holiday.

PASSPORTS AND VISAS

You must ensure that Your passport and travel documentation is in order and that You have obtained the necessary visa and all other requirements for your Travel Arrangements. Should You require assistance on this matter We will be pleased to make recommendations. We will not be held responsible for You travelling without the correct travel documents.

INTERNATIONAL AND DOMESTIC AIR BOOKINGS

Reconfirmation of flight bookings is your resposibility. As travel arrangements may be booked to connect with international and domestic air flights it is you or the travellers responsibility to keep us updated as to flight times and numbers.

Domestic Air Bookings. The following Terms apply.
– Payment to be made in advance for the confirmation of flight
– Maximum 05 Kg of hand luggage per passenge.
– Flying time is engine ON to SHUT DOWN
– Service hours are from 0630 hrs to 1800 hrs daily (subjected to weather conditions)
– Overnight parking charges will apply
– On ground waiting charges will apply per hour, 01st hour free of charge
– Upon confirmation of a booking no refund will be made
– The carrier reserves the right to delay, extend, reschedule or cancel a flight for operational reasons – bad weather, VIP movements or other similar situations beyond the immediate control of the carrier. Carrier shall not, in any circumstances whatsoever be liable or responsible in respect to any inaccuracy, misdescription, detention, delay, loss, damage, sickness, additional expenses or injury, and of whatever kind occurring to any passenger, property, or baggage at any time.
– In case of bad weather the carrier reserves the right to return to base or find an alternative location to land. In such cases the client shall bare the cost.

Cancellation policy
For cancellations done by the charterer, the following will be applicable
* Cancellations done 30 days prior to departure – No charge
* 29 – 20 days before departure – 50% of charter cost
* 19 – 11 days before departure 75% of charter cost
* 10 days or less, before scheduled date of departure – 100% charter cost

VACCINATIONS

We strongly advise you and everyone travelling in your party to check with their own medical advisers at least a month before travel on recommended vaccines and the possible need for malaria tablets.

TRAVEL INSURANCE

It is a condition of booking that you and everyone in your party are adequately insured for the full duration of the holiday in respect of illness, injury, death, loss of baggage and personal items, cancellation and curtailment. The choice of insurer is the sole discretion of you. In accepting and paying for the holiday you confirm to us that you either have or will have procured such insurance before the commencement of your travel arrangements.

COMPLAINTS

If you have a complaint about your holiday then you should immediately contact ST representative, even while on holiday. It is unreasonable to take no action while you are on holiday, then complain afterwards. If ST representative cannot solve your problem before you return home then you should contact ST within 28 days of returning home. If you do not complain within that period then this may affect ST ability to investigate your complaint and may impact on the way that your complaint is dealt with.