Terms and Conditions

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 Terms of Agreement, Policies, and Recommendations are offered to ensure a safe, viable, and quality tour package. There are limitations, obligations, and responsibilities that we must make as Tour Operators to ensure a most incredible experience at the most affordable package price.

These terms and conditions constitute the entire understanding and agreement between you, the trip participant (“traveller”) (“Travellers”), and Phantasm Tours Ltd (“Phantasm Tours”,” “we,” “our”, or “us”) concerning any bookings, tours or transactions made with Phantasm Tours Ltd.

Acceptance: By checking out and paying a deposit, or the amount in full, you enter into a contract agreeing that we act on behalf of yourself and your travel partner, where applicable, with regards to all events included in the tour upon which you have booked.

Reservations: At minimum a deposit is required at the time of reservation. A reservation is not accepted and there is no contract between us until we confirm your reservation in writing. Upon receipt of your deposit, you will receive a booking confirmation.

Limitations: 

1/ Tours will occur during scheduled day/evening hours. Some areas are not well-lit. Although flashlights will be available, you may wish to bring your equipment.

2/ Please note that our tours may not be suitable for travellers under 18 years old and may be included at the discretion of the parent/guardian and must be accompanied by their parent/guardian. There are, at times, difficult paths that may be problematic with persons with physical limitations.

3/ Health & Medical. Our tours are physically active, with varying levels of demands and fitness requirements depending on the specific itinerary. You represent that neither you nor your traveling partner does not have any condition, physical or mental, that would create a hazard for you or other travellers or affect other people’s enjoyment of the tour. You understand that you are solely responsible for determining your emotional and medical suitability for the tour and will consult with your, or your traveling partner, doctor, and/or specialist, regarding medical and health safety precautions appropriate for the Tour. You represent and warrant that you have answered fully and truthfully the questions posed to you on the guest questionnaire regarding your and/or the Travel Partner’s, medical history, and condition, and will notify Phantasm Tours Ltd immediately if those answers require amendment or supplementation.

Note that we are not a medical authority. If you have a physical condition, dietary restrictions, or other conditions (pre-existing medical) that will require special attention during the tour, you must inform us in writing when the booking is made. We may require a medical certificate if you have a special condition.

We assume no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the tour.

Accessibility: If you make us aware of any physical limitations we will do our best, within the realms of the locations, to endure that you are able to participate in as much of the tour as possible. If you require additional care personnel please get in touch, as we will not be able to provide specialist support to individuals. Each managed location on the itinerary will have its own accessibility statement which we will be happy to signpost for your information. We are in no way responsible for the veracity of these statements. Please be aware that we will be visiting historical locations and hotels so not all will have a lift. If you need a ground floor room, please make us aware at the time of booking.

Availability: All packages and tours are subject to the availability of venues, celebrity escorts, tours, accommodations, tour leads, roads, and weather conditions at the time of travel. We cannot be held responsible for changes beyond our control. Extreme conditions & unscheduled situations may warrant changes in itineraries or dates. With these conditions, we will not be able to refund any official / published deposits or payments applied to the tour. For this reason, we highly recommend that you purchase trip cancellation and interruption insurance.

Changes in Itinerary: The tour operator may at any time, without notice, cancel or change the approved and accepted itinerary or substitute published tours. The traveller shall have no claim against the tour operator because of any cancellation, change, or delay of the published tour, accommodations and meal options, traveling expenses or other loss, and inconveniences from delays. For this reason, we highly recommend that you purchase trip cancellation and interruption insurance.

Travel Insurance is highly recommended.

Luggage on the coach, whatever size, is limited to one baggage piece and small carry-ons. Porterage is included for stays in larger Hotels (if available).

Punctuality: It is the responsibility of the traveller to arrive at a tour start meeting point as established in the specific trip itinerary. If there are meet-up issues, we will attempt to be of assistance, but cannot take the obligation of the cost for your personalized transfers to/from the airport.

Pricing: There is no additional charge for solo travellers although the tour capacity will be limited to 4 solo travellers out of a total of 15 guests, unless you, as a solo traveller, are happy to be allocated a roommate.

Published Prices: Any devaluation or revaluation of currencies or significant market changes may affect published prices.

Price Adjustments: Quoted trip prices are set far in advance of departure based on our projections of fuel, exchange rates, inflation, tariffs, government fees, airfares and other costs using available information. The price at booking is guaranteed under normal conditions. In the rare event that current costs create an unsustainable financial situation if we were to fully absorb the increases, we reserve the right to pass on these unexpected costs to you in whole or in part.

We will give you advance written notice of any price increase and the reason for it. If we do so and your trip price increases by more than 10% of the original tour cost excluding any insurance premiums, you may cancel the booking within 10 days of receipt of notice of the surcharge and obtain a full refund, less any non-refundable deposits to our suppliers. We will work with our suppliers to try and obtain any non-refundable deposits so that we can give you a full refund. However, we cannot guarantee such a result.

Payment Policies: 

1/ If a reservation is not fully paid by the final payment due date, we reserve the right to treat the reservation as cancelled and subject to the cancellation terms explained below.

2/ To secure a tour package, a deposit must be received. Published/Official Deposits are not refundable.

Refunds during tour/ post-tour: No refunds will be provided for any unused portion of a tour once the tour begins, including if you leave a tour for any reason, miss the tour’s departure date, or have to be removed from a tour. There are no exceptions to this cancellation and refund policy, including for reasons related to unavailability of activity/vendor/venue, weather, civil strife, personal, family, or medical emergencies, or any other circumstances beyond our control. For this reason, we highly recommend that you purchase trip cancellation and interruption insurance.

Gratuities and Service Charges: All local service charges are included on confirmed final itinerary items. Tips to your driver/chauffeur/tour guides/special guests are not included and are at your discretion.

Government-issued Travel Documentation (Passport, VISAs, etc.) is the responsibility of the traveller and not of Phantasm Tours Ltd. Failure to obtain these in a timely manner before the travel start date may lead to the cancellation of the trip with all fines to be paid by the traveller.

Required entry vaccination regulations: The traveller will be responsible in understanding and adhering to any health care limitations/vaccinations for entry into any port. Guidance on this will be offered by Phantasm Tours Ltd but remains solely the responsibility of the traveller to meet and is not eligible for any waiver of refund liabilities.

Right to Refuse: Phantasm Tours Ltd, and its partners and associated ambassadors, have the right to refuse to receive a purchase agreement from any person/persons that is/are deemed not appropriate or fitting for the tour and its guests.

Images Release: You grant us and our suppliers a worldwide, royalty-free, perpetual license to use, re-use, distribute, display, create derivate works of, and reproduce any images, photos, or videos that you provide to us (whether directly or through a photo sharing service) in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for any purpose, including to promote and publicize our travel products and services worldwide.

Tour Expulsion: If a traveller’s behaviour during the tour becomes incompatible with the safety, comfort, or convenience of the other travellers/hosts, Phantasm Tours Ltd has the exclusive right and discretion to expel them from the tour at any time.

Smoking & Alcohol Consumption: Smoking of any product is not permitted in any hotel, its rooms, the buses, venues, or other public spaces. The excessive use and consumption of alcohol products (interfering with proper judgment or behaviour) is strictly prohibited on the tour. If any traveller is found to be, or have been, consuming illegal substances, they will be immediately expelled from the tour.

Responsibility/Liability: Payment of the trip itinerary constitutes consent to all Legal policies and terms and conditions described here. Neither the Operator nor any mentioned or unmentioned subagents/affiliates shall be held responsible for any personal injury, property damage, or other loss a passenger incurs on any tour arising from acts, changes, or omissions of our itinerary/amenities, any air carrier, public transport company, hotel, car rental company, ticketed/un-ticketed (public or private) property/location/venue/vendor, subcontractor or other person or organization, whether or not such company is rendering any services supplied on the tour.

Distribution of Travel Documents and Receipts: All tickets and vouchers are issued and supplied subject to the foregoing and to all terms and conditions under which transportation and services are provided.

Force Majeure: Phantasm Tours Ltd will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or non-performance of any of its obligations under this agreement to the extent that any such delay or non-performance is due to any Force Majeure.

“Force Majeure” means any circumstances beyond our reasonable control, including without limitation acts of nature, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labour strikes, requisition, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances.

If we and any of our Suppliers are affected by Force Majeure, we and our Suppliers shall be entitled to, and may in our sole discretion, vary or cancel any itinerary or arrangement in relation to the tour, and choose to offer future travel credits or no refunds of money paid. Regarding civil unrest, once we have investigated the prevailing situation, as we deem fit, it shall remain in our sole and absolute discretion whether to proceed with the tour.

Tour Operator Responsibilities: The tour Operator accepts no responsibility for losses or expenses due to delays or changes in changes or omissions by of our itinerary/amenities, schedules, flight cancellations, or misconnections due to unavailability of resources, disruption to planned itinerary/ancillary, mechanical problems, sickness, quarantine, weather, acts of God, strikes, government actions, war, terrorism pandemic activity or other circumstances beyond its control. Passengers must bear all such losses or expenses.

Responsibility with Third Party Vendors: Certain services reserved by Phantasm Tours Ltd, including but not limited to transportation, accommodations, restaurants, site locations/venues, sightseeing, and activities may be purchased from various independent suppliers not affiliated with Phantasm Tours Ltd (referred to as “Third Party Supplier(s)”, “Vendor(s)” or “Supplier(s)”). Phantasm Tours Ltd takes reasonable care in selecting competent, reliable, and qualified suppliers based on information that is
reasonably available to us.

That said, we act only as an intermediary for these Third-Party Suppliers and do not and cannot control the quality of their services. You acknowledge that you are aware and clearly understand that these Third-Party Suppliers are independent contractors, are not managed by Phantasm Tours Ltd, and are not agents or employees of Phantasm Tours Ltd. In the event of an injury, damage to property, delay or any other loss, compensation must be sought from the Third-Party Suppliers, not from Phantasm Tours Ltd. You understand further that each of these Third-Party Suppliers is subject to the laws of the state or country in which the service is provided. The liability of Third-Party Suppliers may be limited by their tariffs, conditions of carriage, tickets, and vouchers, and international conventions and agreements.

Issues or Questions During or After the Trip: If you have any issues or questions during your tour, promptly notify us or your tour leader so that we/your tour leader can attempt to address them. You must submit any unresolved concerns in writing to Phantasm Tours Ltd within 30 days of the tour’s end date.

Dispute Resolution. In the unlikely event a dispute arising out of, in connection with, or relating to this agreement and/or the transactions and relationships among the parties contemplated by this agreement, you agree that the dispute shall be submitted to a neutral legal mediator in the West Midlands, with both parties dividing equally the costs of such mediator. If the dispute cannot be resolved through mediation, then the dispute will be progressed through the civil courts of England, under the laws of Great Britain and Northern Island.

Acknowledgment Of Arbitration. You understand that our agreement contains an agreement to arbitrate. You understand that after signing our agreement, you will not be able to bring a lawsuit concerning any dispute that may arise which is governed by the arbitration agreement, unless it involves the question of constitution or civil rights. Instead, you have agreed to submit all claims and disputes within the scope of this agreement to an impartial arbitrator or arbitrators in accordance with the arbitration procedures outlined in this agreement.

Merger. This agreement is the final, complete, and exclusive statement of the parties’ agreement on the matters contained in this agreement. It supersedes all previous negotiations and agreements. Phantasm Tours Ltd reserves the right to update and/or alter these terms and conditions at any time. It is your responsibility to be familiar with these terms and conditions.

Severability and Successors and Assigns. If any provision of this agreement shall be unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such an unenforceable provision will be replaced with one that is valid and enforceable and which achieves, to the extent possible, the original objectives and intent of the original provision. This agreement shall inure to the benefit of and be binding upon Phantasm Tours Ltd, the traveller and their respective heirs, legal and personal representatives, successors, and assigns.