POST SYMPOSIUM TOUR

TERMS & CONDITIONS

5SBFG POST SYMPOSIUM TOUR, 22-24 JUNE 2023

PLEASE READ CAREFULLY. Ensure you take the time to read and understand the conditions of booking set out below prior to booking a tour with us.

Payment of the program price constitutes your acceptance of the terms and conditions!

Once your booking has been confirmed with us, you are obliged to abide by the following terms and conditions. They are as follows:

1. Booking conditions

1.1 All bookings are made with PerfectMeetings.hr/Urka d.o.o. Travel Agency (us/we).

1.2 By booking a tour with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis.

1.3 The services to be provided are those referred to in your booking confirmation ticket/voucher.

1.4 A booking is only secured once full payment is received, no later than May 15, 2023, and PerfectMeetings.hr/Urka d.o.o. Travel Agency has sent you email or written confirmation.

1.5 If we accept your booking, we will issue a booking confirmation ticket. A contract will exist between us from the date we issue the booking confirmation ticket.

1.6 It is the responsibility of the client to make sure the tour dates booked are accurate.

1.7 The tour must have a minimum of 25 persons to run.

1.8 In case of insufficient number of participants, the trip will be cancelled!

All bookings with carriers and other service providers are subject to the terms and conditions and limitations of liability imposed by those carriers and other service providers. Please note that some of these limits or exclude liability in respect of death, personal injury, delay and loss or damage to baggage. Although PerfectMeetings.hr /Urka d.o.o. travel agency cannot accept any responsibility for any loss because of such actions or because of any act of omission of any such third parties, PerfectMeetings.hr -Urka d.o.o. travel agency will assist in the resolution of reasonable disputes.

2. Tour requirements

2.1 We have no upper age limit though we remind you that some tours can be physically demanding, and clients must ensure that they are suitably fit to allow full participation.

2.2 It is the responsibility of the client to ensure that they obtain proper and detailed medical advice at least two months prior to participation for the latest health requirements and recommendations.

3. Pricing and additional charges

3.1 Our activity/tour prices are subject to variable and seasonal pricing, both of which are standard practice within the travel and tourism industry. This means our prices:

• may vary at any time in accordance with demand, market conditions and availability.
• any reduced pricing or discounts that may become available after you have paid will not apply.
• if a client wishes to cancel a booking to take advantage of a cheaper price, full cancellation conditions apply.
• prices are stated in euro.
• we reserve the right to impose additional charges up to 48 days before departure due to increases in transportation costs, increases in local operator costs, taxes, or if government action should require us to do so. In such instances we will be responsible for the any amount up to 2% of the activity/tour price and you will be responsible for the balance.
• If any additional charge results in an increase of more than 10% of the tour price you may cancel the booking within 14 days of notification of the additional charge and obtain a full refund.

4. Inclusions

The cost of the tour includes:

• all listed activities outlined in the program.
• all transport listed in the program.
• the services of a group guide as described in the program.

5. Exclusions

The cost of the tour does not include:

• international or internal flights unless specified.
• meals other than those specified in the program.
• visa and passport fees
• travel insurance
• optional activities and all personal expenses

6. Optional activities/services

Optional services not included in the tour price/program do not form part of the tour or this contract.

You accept that any assistance given by the group guide in arranging optional activities does not render us liable for them in any way. The contract for the provision of that service will be between the client and activity/service provider.

7. Insurance

The price of tours PerfectMeetings.hr/Urka d.o.o. Travel Agency do not include travel insurance.

PerfectMeetings.hr -Urka d.o.o. Travel Agency strongly recommends that all clients take out comprehensive insurance cover for cancellation, medical expenses, personal accident, personal baggage, money, and public liability before travelling.

PerfectMeetings.hr -Urka d.o.o. Travel Agency accepts no responsibility for the theft, loss or damage to personal belongings or liability for personal injury/death at any time during the duration of your tour.

8. Cancellation or amendments

All cancellations must be received in writing to PerfectMeetings.hr -Urka d.o.o. travel Agency and confirmed by PerfectMeetings.hr -Urka d.o.o. travel Agency.

Refund:

• 48 or more of days’ notice prior to departure date – full amount paid.
• 28-47 days’ notice prior to departure date – 70% of full amount
• 14-27 days ‘notice prior to departure date- 50% of full amount
• Less than 14 days prior to departure – no refund

8.2 Refunds will be calculated from the day the notification of cancellation is received. Refunds are based on the above chart.

8.3 Clients are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation fees.

8.4 If the client leaves a tour for any reason after it has commenced, we are not obliged to make any refunds for unused services. No refund will be made if the client fails to join a tour, join it after its designated departure date, or leave it prior to its completion. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third-party tour and transport operator fees.

8.5 We may cancel a tour at any time up to 14 days before departure. We may cancel a tour at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events it is not viable for us to operate the planned itinerary.

 In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that the client may have incurred because of their booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.

8.6 If the client wishes to transfer their booking to a third party, the client must notify us at least 7 days prior to the proposed departure date. If the client notifies us less than 7 days prior to the proposed departure date the refund policy applicable to cancellations will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the tour.

9. Changes by PerfectMeetings.hr/Urka d.o.o. Travel Agency

9.1 PerfectMeetings.hr/Urka d.o.o. Travel Agency reserves the right to vary, modify or cancel any itinerary, either partially or fully.

• In the event of cancellation of the tour by PerfectMeetings.hr/Urka d.o.o. Travel Agency full refund or alternative travel arrangements will be offered to all clients booked onto the tour.
• If access to any county area is prohibited for reason beyond PerfectMeetings.hr/Urka d.o.o. Travel Agency control the client will be entitled to choose between accepting the change, accepting an alternative tour if PerfectMeetings.hr/Urka d.o.o. Travel Agency cannot offer substitute services or a refund. The amount of the refund will be pro-rated based on the total number of the tour days already done.
• We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by the client. Please note we are not responsible for any incidental expenses that may be incurred because of the change of itinerary such as non-refundable flights.
• Under no circumstances will PerfectMeetings.hr/Urka d.o.o. Travel Agency be held responsible for weather conditions. No booking can be cancelled or amended based on weather conditions.
• We accept no responsibility for weather conditions that may affect the delivery and implementation of our itinerary.

10. Clients Travelling

Clients must observe the laws and regulations of the countries visited, including customs and foreign exchanges restrictions.

In the interest of safety there may be times when a PerfectMeetings.hr/Urka d.o.o. Travel Agency representative must decide. It is a condition of booking that the client must comply with the authority and decisions of the appointed PerfectMeetings.hr/Urka d.o.o. Travel Agency representative. If the client does not comply with the PerfectMeetings.hr/Urka d.o.o. Travel Agency representative and are not compatible with the general enjoyment and well-being of the members of the tour, PerfectMeetings.hr/Urka d.o.o. Travel Agency reserves the right to exclude the client from continuing the tour. In such a case, PerfectMeetings.hr/Urka d.o.o. Travel Agency will not be liable for any refund, compensation or any additional costs incurred by the client.

The client appreciates and acknowledges that the nature of this type of tour requires considerable flexibility, and they should allow for alternatives. The itinerary provided for the tour is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

This tour is guaranteed to depart once they have 25 fully paid participants.  If the client would like to know how many people are booked on the tour, please don’t hesitate to ask us prior to making the booking.

We highly recommend that clients don’t carry valuable items with them as we are not responsible for any accidents arising from any damage to said items during the tour.

11. Client responsibilities

It is the responsibility of the client to acquaint themselves with all the relevant tour information and the nature of their itinerary. The client acknowledges that the decision to partake is made in light of consideration of this information and the client accepts that they are aware of the personal risks attendant upon such participation.

PerfectMeetings.hr/Urka d.o.o. Travel Agency must be advised of any medical conditions, or physical disability of the client that requires special attention when the booking is made.

When a client is booked with PerfectMeetings.hr/Urka d.o.o. Travel Agency they accept responsibility for any damage or loss they cause. Full payment for any such damage or loss must be paid at the time direct to the owner or manager or other supplier. If a client fails to do so, s/he will be responsible for meeting any claims (including legal costs) subsequently made against PerfectMeetings.hr/Urka d.o.o. Travel Agency because of his/her actions.

Clients are expected to be respectful to other tour members and people around them. Failure to do so may result in their being asked to leave the tour by the Group Guide, with no right of refund. It is also in our rights not to carry the client on any future tours booked. The client must always comply with the laws, customs and laws of the country, and they also agree to participate in accordance with our responsible travel guidelines.

There is a strict no smoking policy at any time whilst travelling on PerfectMeetings.hr/Urka d.o.o. Travel Agency touring vehicles or while engaged in activities conducted under PerfectMeetings.hr/Urka d.o.o. Travel Agency on an activity/tour. If the client does not comply with the no smoking policy and are not compatible with the general enjoyment and well-being of the members of the activity/tour, PerfectMeetings.hr/Urka d.o.o. Travel Agency reserves the right to exclude the client from continuing the activity/tour. In such a case, PerfectMeetings.hr/Urka d.o.o. Travel Agency will not be liable for any refund, compensation or any additional costs incurred by the client. PerfectMeetings.hr/Urka d.o.o. Travel Agency cannot accept responsibility for the behaviour of others on an activity/tour nor if any activities are curtailed as a result.

12. Limitation of liability

12.1 We will accept liability for the negligence of our staff or agents causing loss or damage to personal property only to the extent it is obliged under the applicable law. Our obligations, and those of our suppliers providing any service or facility included in the tour, are to take reasonable skill and care to arrange for the provision of such services and facilities. This acceptance of liability is subject to clause c. below.

12.2 In other circumstances we are responsible to you for the proper performance of this contract. This acceptance of liability is subject to clause c. below.

12.3 We shall not be liable for any damage or loss if the failure to carry out the contract is:

1. a) attributable to you.
2. b) attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
3. c) due to unforeseen and unusual circumstances beyond our control, the consequences of which could not have been avoided even if all due care had to be exercised.
4. d) due to political disputes, border closures, refusal of visas, industrial action, climate or other matters of a similar nature and any other force majeure.
5. e) due to an event which we, even with all due care, could not foresee or forestall.
6. Complaints by clients

13.1 The client shall immediately inform the PerfectMeetings.hr/Urka d.o.o. Travel Agency of any observations or complaints in respect of the tour. This must be put in writing to us within 7 days of the end of the tour.

Complaint will be carefully examined as soon as possible, but no later than 15 days from the date of receipt. If the complaint cannot be resolved in this period due to additional investigation, the

client must be informed about it. Finally, the client is informed of the complaint’s result.

14. Contract law

14.1 Any dispute arising out of or on connection with the present contract shall be finally settled in accordance with the Courts of the Republic of Croatia only.

14. 2 Since the PerfectMeetings.hr/Urka d.o.o. Travel Agency is headquartered in the EEC; the mandatory provisions of the EEC Directive shall also apply.

14.3 The courts shall in any case consider such mandatory provisions of the law of the country where the Agent is established (Croatia) which would be applicable even if the parties submit the agreement to a foreign law. The courts may take the above provisions into account to the extent they embody principles that are universally recognized and provided their application appears reasonable in the context of international trade and/or appear to be relevant for the enforcement of the judgment award.

15. Modifications – Nullity

15.1 No addition or modification to this contract shall be valid unless made in writing. However, a party may be precluded by his conduct from asserting the invalidity of additions or modifications not made in writing to the extent that the other party has relied on such conduct.

15.2 The nullity of a particular clause of this contract shall not entail the nullity of the whole agreement, unless such clause is to be considered as substantial, i.e. if the clause is of such importance that the parties (or the party to benefit of which such clause is made) would not have entered into the contract if it had known that the clause would not be valid.

16. Photos, Marketing and Web Cookies

16.1 By taking part in the tour the client consents to us using photos and/or videos of the client for advertising and promotional purposes in any medium we choose. The client grants us a permanent, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

16.2 We may use technology to track the patterns of behaviour of visitors to our site. This can include using a “cookie” which would be stored on your browser. You can usually modify your browser to prevent this happening. The information collected in this way can be used to identify you unless you modify your browser settings.

17. Privacy Policy

We collect information about the client for 2 reasons: firstly, to process their booking and second, to provide them with the best possible service. The personal information requested by the company at the time of booking plus any subsequent information is held in its original form and on computer. The information is required to assist the company, employee and any subcontractors to deliver the activity/tour and in maintaining the company’s high standards of delivery.

By providing us with the information to process the client’s booking they are agreeing that the information can be kept and accessed by authorized company personnel. We will never pass on your personal details or payment details to any third party. We will otherwise treat the clients’ details in accordance with our Privacy policy (available for viewing at www.perfectmeetings.hr).