Terms & conditions

Reasons2Travel.com uses its general travel terms & conditions for all its packages, with the following exceptions:
* special terms & conditions apply to our customised business incentive trips, which are issued with each contract.
* if the executive party is a party other than Reasons2Travel.com that uses its own terms & conditions. If the terms & conditions of the executive organisation take precedence over those of Reasons2Travel.com this will be clearly stated in the description of the package, and a copy will be supplied upon request.

ARTICLE 1 INTRODUCTORY STIPULATION

Article 1, paragraph 1
For the purpose of these travel terms & conditions the following definitions are used:
a. Tour operator; the party that, as part of its operations, offers organised travel packages to the public or to a group of persons.
b. Travel contract; the agreement based on which a tour operator undertakes to the other party to provide an organised travel package that includes an overnight stay or a period exceeding 24 hours, as well as at least two of the following services:
transport; accommodation; another tourism-related service not associated with transport or accommodation that constitutes a significant part of the travel package;
c. Traveller; the other party in any contracts with the tour operator, or the person on whose behalf the trip has been negotiated and who accepts the stipulations, or the party to which the legal relationship with the tour operator has been transferred in accordance with article 8 of these terms & conditions.
d. Booking office; the company that mediates between the traveller and the tour operator in concluding the travel contract.
e. Working days; Monday through Friday, with the exception of recognised public holidays.
f. Business hours; Monday through Friday from 09.00 a.m. to 06.00 p.m. with the exception of recognised public holidays.

Article 1, paragraph 2
These travel terms & conditions apply to all travel contracts as well as to contracts relating to ‘own transport’ trips and scheduled bus shuttles. The tour operator may stipulate that these travel terms & conditions also apply to contracts relating to other trips, provided this is clearly stated in the publication.
These travel terms & conditions do not apply to incentive trips and events organised by the Incentives department. This department uses its own terms & conditions.

Article 1, paragraph 3
Where applicable the amounts referred to in these terms & conditions are inclusive of VAT.

Article 1, paragraph 4
For travel involving river and ocean cruises, tours and travel outside of Europe different stipulations may apply. The tour operator must notify the traveller of these different stipulations in advance.


ARTICLE 2 REALISATION AND CONTENT OF THE CONTRACT

Article 2, paragraph 1
The contract is realised by the traveller's acceptance of the tour operator’s offer. This acceptance may take place directly or through the mediation of a booking office. The contract will be confirmed to the traveller by electronic means or, where applicable, by means of an invoice.

Article 2, paragraph 2
The tour operator’s offer is subject to confirmation and may be revoked by the tour operator if necessary. Any revocation must take place as soon as possible but no later than 8 business hours after acceptance, stipulating the reasons. Revocation as a result of a correction to errors in the calculation of the travel costs is permitted; revocation as a result of an increase to the travel costs must comply with the requirements in article 4.

Article 2, paragraph 3
- Before or no later than on the date of the contract the traveller will provide the booking office or tour operator with any information on his person and on any fellow travellers that may be relevant to the conclusion or realisation of the contract. The traveller must also list any particularities about the nature and composition of the group of travellers that may be relevant to the tour operator’s proper realisation of the trip.
- If the traveller fails to fulfil this information obligation and this results in the tour operator excluding the traveller(s) in question from (further) participation in the trip pursuant to the stipulations in article 15, paragraph 2, the costs referred to in this article will be charged to the traveller.

Article 2, paragraph 4
Any party entering into a contract on behalf of or for someone else is jointly and severally liable for all obligations arising from the contract in question. The (other) traveller(s) is/are responsible for his/their own part of the contract.

Article 2, paragraph 5
- If the contracted trip is included in one of the tour operator’s publications the information in the publication in question forms part of the contract.
- If the tour operator has included general provisos in the general part of the programme and these provisos conflict with the travel terms & conditions, the stipulations that are more favourable for the traveller will apply.
- Obvious mistakes and errors in a publication do not put the tour operator under any contractual obligations. These are mistakes and errors that, from the perspective of the average traveller, are or should be clearly recognisable as such.

Article 2, paragraph 6
Changes or additions to the trip offered by the tour operator may be required on medical grounds (‘medical requirements’). The tour operator will make every effort to comply with these requirements unless this cannot, in all reasonableness, be required from the tour operator. Medical requirements must expressly be confirmed by the tour operator in writing. In such cases the tour operator is entitled to charge the following costs:
- administrative costs associated with the change or addition to an amount of EUR 23.- per booking (in the case of trips based on own transport EUR 11.- per booking if less than 5 days or in the case of accommodation in the Netherlands);
- communication costs;
- any additional fees charged by the service providers involved in the realisation of the trip.

If the tour operator is prepared to consider change requests on non-medical grounds (‘other requirements’), which he will only do if there is a reasonable chance of success, the tour operator is entitled to charge the following costs:
- administrative costs associated with the change request to an amount of EUR 27.- per booking (in the case of trips based on own transport EUR 14.- per booking if less than 5 days or in the case of accommodation in the Netherlands);
- communication costs;
- any additional fees charged by the service providers involved in the realisation of the trip.
Once again, these requests require express written confirmation from the tour operator.

Article 2, paragraph 7
If, in the case of trips including transport, the travel duration is listed in the publication in days, the departure and arrival days are counted as full days irrespective of the actual departure and arrival time. For the individual transport components of the trip the exact departure and arrival times will be listed in the travel documents. These times are final and the tour operator can only deviate from these times with good reason and within reasonable boundaries. In such cases articles 11 and 12 do not apply. The tour operator is not liable for any delays caused by the transport companies that are used for the trip.

Article 2, paragraph 8
The tour operator is not liable for photographs, brochures and other information material insofar as it is published under the responsibility of third parties.

ARTICLE 3 PAYMENT

Article 3, paragraph 1
- Upon conclusion of the contract an amount (deposit) must be paid that equals 50% of the total agreed travel cost with a minimum of EUR 45.38 per traveller, unless the publication in question indicates otherwise.
- In the case of trips based on own transport the deposit upon conclusion of the contract for hotel accommodation is the same.
- In the case of all other accommodation types, such as bungalows, apartments, motorboats, yachts, caravans and camp site spaces the deposit is 30% of the total travel cost.

Article 3, paragraph 2
The remainder of the travel cost must be received by the booking office no later than 6 weeks before the date of departure (in the case of trips based on own transport 6 weeks before the date of arrival at the first booked accommodation address). In the case of late payment the traveller is in default. The tour operator will notify the traveller of this fact in writing after which the traveller has the option to pay the outstanding amount within 7 working days. If payment is not made within these 7 days the contract is deemed to have been cancelled on the day of the original default and the tour operator is entitled to charge the traveller the applicable cancellation costs. In this case the stipulations in article 9 will apply and any deposits paid will be offset against the cancellation costs.

Article 3, paragraph 3
If the contract is concluded within 6 weeks before the date of departure the full travel cost becomes immediately due and payable.


ARTICLE 4 TRAVEL COST

Article 4, paragraph 1
The published travel cost is per person unless stated otherwise. The services and facilities outlined in the relevant publications are included in this travel cost.

Article 4, paragraph 2
The published travel cost is based on the prices, exchange rates, levies and taxes as known to the tour operator at the time the publication was sent to print.

Article 4, paragraph 3
As long as the total travel cost has not been paid in full the tour operator is entitled to increase this cost up to 20 days before the commencement of the trip in the case of changes to the transport costs (including fuel costs), taxes and levies owed, and applicable exchange rates. The tour operator will specify on the basis of what change(s) the increase was calculated. The aforementioned changes will also result in a reduction of the total travel cost unless, in view of the associated costs, this cannot in all reasonableness be expected from the tour operator. The tour operator will also specify what any price reductions are based on.

Article 4, paragraph 4
After timely payment of the full travel cost the tour operator will not make any changes to the travel cost during the period starting 6 weeks before the date of departure (in the case of trips based on own transport 6 weeks before the date of arrival at the first booked accommodation address). Only in the case of extreme increases to fuel prices can the tour operator deviate from this stipulation, up to 20 days before the date of departure. The tour operator will specify how the increase was calculated.

Article 4, paragraph 5
The traveller is entitled to refuse to pay an increase in the travel cost as referred to in the previous paragraphs. He must exercise this right within 3 working days after receipt of the price increase notification at the risk of this right lapsing. If the traveller rejects the cost increase the tour operator is entitled to cancel the contract. The tour operator must exercise this right within 7 working days after the traveller has received the price increase notification at the risk of this right lapsing. At this point the traveller is entitled to a remission or immediate reimbursement of any monies paid to date. Articles 11 and 12 do not apply.


ARTICLE 5 INFORMATION

Article 5, paragraph 1
The traveller will receive information about passports, visas and any health-associated formalities from or on behalf of the tour operator no later than the date of the conclusion of the contract. In good time before the date of departure the traveller must obtain any necessary additional information from the relevant authorities and verify that the previously received information has not changed.

Article 5, paragraph 2
If the traveller cannot make the trip or can only make part of the trip as a result of missing any documentation or having invalid documentation any consequences and associated expenses will be at the expense of the traveller, unless the tour operator undertook to supply the document in question and the fact that the document is not available may be attributed to the tour operator, or if the tour operator is in default of the information obligation described in the next paragraph.

Article 5, paragraph 3
Upon departure and throughout the entire trip the traveller must be in possession of the required documents, such as a valid passport or, where permitted, an identity card and the necessary visas, proof of inoculations and vaccinations, a driving licence and green card.

Article 5, paragraph 4
The traveller will receive information from or on behalf of the tour operator about the possibilities of taking out a cancellation costs policy and travel insurance.


ARTIKEL 6 REISBESCHEIDEN

The traveller will receive the necessary travel documents no later than 7 days before the date of departure (in the case of trips based on own transport 7 days before the date of arrival at the first booked accommodation address), unless this term needs to be exceeded for justifiable reasons.
If the traveller has not received any travel documents 5 days before the date of departure he must notify the tour operator or booking office forthwith.
If the trip is booked within 10 days before the date of departure the tour operator or booking office will inform the traveller how he will be receiving the necessary travel documents.

ARTICLE 7 CHANGES MADE BY THE TRAVELLER

Article 7, paragraph 1
After the conclusion of the contract the traveller can request changes. Up to 28 days before the date of departure (in the case of trips based on own transport 28 days before the date of arrival at the first booked accommodation address) such requests will be honoured as much as possible and will be confirmed by the tour operator in writing. Any changes are subject to the condition that the traveller pays the amended travel cost minus any deposits in according with the stipulations in article 3. Furthermore, the traveller will be charged an administrative fee of EUR 27.00 per booking.

Article 7, paragraph 2
A decision on the traveller's request will be made as quickly as possible. If the request is rejected the traveller will be notified forthwith, with an explanation of the reasons. In this case the traveller can maintain or cancel the original contract. In the latter case article 9 shall apply. If the tour operator or booking agent does not receive a response from the traveller to the rejection of the traveller's requests the original contract will be realised.

Article 7, paragraph 3
From 28 days prior to the date of departure (in the case of trips based on own transport 28 days before the date of arrival at the first booked accommodation address) no further changes will be possible. However, the tour operator and traveller may come to a mutually workable agreement.


ARTICLE 8 SUBSTITUTION

Article 8, paragraph 1
Provided the tour operator is notified early enough the traveller can ask to be replaced by another traveller. The following conditions apply to such a substitution: the substitute traveller will comply with all the terms & conditions of the contract; and
the request is submitted no later than 7 days prior to the date of departure, or early enough for the necessary actions and formalities to be completed; and the terms & conditions of the service provider(s) involved in realising the contract do not exclude such a substitution.

Article 8, paragraph 2
The party making the booking, the traveller and the substitute traveller are jointly and severally liable for the payment of the outstanding part of the travel cost to the tour operator, the administrative and communications costs referred to in article 7, paragraph 1, and any additional costs incurred by the change.


ARTICLE 9 CANCELLATION BY THE TRAVELLER

Article 9, paragraph 1
If a contract is cancelled cancellation fees are payable for each traveller in addition to any reservation fees.
If a trip consists of several components to which different cancellation terms apply the relevant stipulation applies to each individual component.

General:
a. in the case of cancellation up to 56 days before the date of departure 10% of the travel cost (with the exception of the stipulation in article 9.f);
b. in the case of cancellation from 56 days up to and including the 28th day before the date of departure: the deposit, to a maximum of 50% of the travel cost;
c. in the case of cancellation from the 28th day up to and including the 14th day before the date of departure: 90% of the travel cost;
d. in the case of cancellation from the 14th day up to and including the date of departure: 100% of the travel cost;
e. in the case of cancellation on the date of departure or later: the full travel cost;
f. pre-ordered tickets for events cannot be returned and do not form part of this calculation.

Article 9, paragraph 2
The cancellation costs referred to in this article will not exceed the total travel cost.

Article 9, paragraph 3
If the traveller is able to demonstrate that the damages suffered by the tour operator are less than the amounts stipulated in the first paragraph the traveller will be charged the lower amount.

Article 9, paragraph 4
In the event the contract is not cancelled but the traveller opts for a substitute, article 8 applies.

Article 9, paragraph 5
For some trips or parts of trips, for instance cruises, scheduled services and tours, different cancellation terms may apply, but only if they have been clearly stipulated in advance in the relevant publication.

Article 9, paragraph 6
The cancellation of a contract by one or more travellers who have jointly booked accommodation in a hotel, apartment, holiday home or some other form of accommodation is considered a cancellation of all contracts, so that all travellers are liable to pay the amounts referred to in the previous paragraphs. If the remaining travellers desire it and their group size is catered for in the price list for the type of accommodation in question the respective contracts will remain in place, in which case the stipulations under C apply. The travellers referred to under B must pay the travel cost listed in the price list for the remaining travellers. If the remaining travellers wish to enter into a new contract for the same period and the same accommodation the cancellation fees received from the remaining traveller(s) will be deducted from the new travel cost. The total of the cancellation fees and the increased travel cost will never exceed the total travel cost of the original travellers.

Article 9, paragraph 7
A cancellation by the traveller will only be processed during business hours on working days. Cancellations outside business hours are deemed to have been processed on the next working day.


ARTICLE 10 CANCELLATION BY THE TOUR OPERATOR

The tour operator is entitled to cancel the contract with immediate effect for substantial reasons.
‘Substantial reasons’ are circumstances of such a nature that the tour operator can no longer be reasonably expected to be bound by the contract.
The number of registrations being lower than the required number listed in the publication constitutes a substantial reason. The traveller(s) must be notified of the cancellation in writing and within the period stipulated in the publication. Articles 11 and 12 do not apply.

ARTICLE 11 CHANGES, POSSIBLY FOLLOWED BY CANCELLATION BY THE TOUR OPERATOR

Article 11, paragraph 1
The tour operator is entitled to make changes to the agreed services on one or more material points for substantial reasons. ‘Substantial reasons’ are circumstances of such a nature that the tour operator can no longer be reasonably expected to be bound by the contract. If the reason for the change can be attributed to the traveller any resulting damages will be at the expense of the traveller.
If the reason for the change can be attributed to the tour operator any resulting damages will be at the expense of the tour operator. Whether this is in fact the case will be determined on the basis of article 12. If the reason for the change can neither be attributed to the traveller nor the tour operator each party will bear its own damages, as described further in article 13.
If the tour operator saves money as a result of the change the traveller is entitled to his share of the savings.

Article 11, paragraph 2
Within 48 hours (2 working days) after the substantial reasons occurred the tour operator must provide the traveller with a change proposal in the form of an alternative offer. This obligation on the part of the tour operator does not exist if the reason for the change can be attributed to the traveller. The traveller is entitled to reject the change(s).

Article 11, paragraph 3
The alternative offer must at least be of an equal level and value. The equality of alternative accommodation must be evaluated by objective standards and must be determined on the basis of the following conditions that must be clear from the alternative offer:
the location of the accommodation in the destination place;
the nature and class of the accommodation;
the other facilities the accommodation offers.
In this evaluation of equality the following must be taken into account:
the composition of the group of travellers;
the special characteristics of the traveller(s) in question that have been provided and confirmed to the tour operator in writing;
the changes or additions to the programme requested by the traveller that have been confirmed by the tour operator in writing;
the personal circumstances announced and documented with the reservation that have been stipulated by the traveller(s) as being of material relevance.

Article 11, paragraph 4
If the tour operator’s offer referred to in paragraph 2 is rejected by the traveller or if such an offer is not made paragraph 6 applies.

Article 11, paragraph 5
The tour operator can also amend the contract on a non-material point for substantial reasons and must notify the traveller accordingly forthwith. In such a case the traveller can only reject the change if the effect to the traveller is beyond minor.

Article 11, paragraph 6
A traveller who avails himself of his right to reject the change or alternative offer referred to in the previous paragraphs must notify the tour operator accordingly within 3 days after receipt of the change notification. In such a case the tour operator is entitled to cancel the contract with immediate effect. The tour operator must exercise this right within 7 working days after the traveller has received the price increase notification at the risk of this right lapsing. In this case the traveller is entitled to a remission or reimbursement of the travel cost (or, if the trip has already been partially made, reimbursement of a proportionate amount) within 2 weeks, without prejudice to any right to compensation within the meaning of paragraph 7 of this article.

Article 11, paragraph 7
In the event of cancellation pursuant to the stipulation in the previous paragraph the tour operator will reimburse the traveller for any damages the traveller has suffered, unless the cancellation is the result of force majeure within the meaning of article 12, paragraph 4, not including overbooking.

Article 11, paragraph 8
If after the departure of the traveller(s) an important part of the services to which the contract relates are not being provided or if the tour operator becomes aware he will be unable to provide an important part of these services the tour operator will ensure that suitable, alternative packages are made with a view to the continuation of the trip. If such packages are not possible or are not accepted by the travellers for sound reasons the tour operator will provide the traveller(s) with an equivalent means of transport to return him/them to the place of departure or to another return location agreed with the traveller(s). Any damages to the traveller resulting from this change will be at the expense of the tour operator if the failure to perform can be attributed to the tour operator pursuant to the stipulations in article 12.

Article 11, paragraph 9
Without prejudice to the stipulations in article 15, paragraph 1, the tour operator is obliged to notify the traveller of any changes to the departure time made by the tour operator. With respect to the return trip this obligation does not apply to travellers who have booked transport only and/or for whom the address at which they are staying is not known.


ARTICLE 12 LIABILITY AND FORCE MAJEURE

Article 12, paragraph 1
Without prejudice to the stipulations in articles 10, 11, 13, 14 and 15 the tour operator is obliged to realise the contract in line with the expectations the traveller can reasonably be expected to have based on the contract.

Article 12, paragraph 2
If the trip does not progress in line with the expectations referred to in paragraph 1, the traveller is obliged to notify the parties involved within the meaning of article 17, paragraph 1, of this fact as soon as possible.

Article 12, paragraph 3
If the trip does not progress in line with the expectations referred to in paragraph 1, the tour operator is obliged to reimburse the traveller for any damages suffered, unless the failure to perform cannot be attributed to the tour operator or to the parties the tour operator employs in the realisation of the contract because:
the failure to perform can be attributed to the traveller; or
the failure to perform could not be foreseen or could not be remedied and can be attributed to a third party that was not involved in the provision of the services that formed part of the trip; or
the failure to perform was caused by an event the tour operator or the parties the tour operator employs in the realisation of the contract could not have foreseen or remedied even with due observance of all possible care and caution; or
the failure to perform was caused by force majeure within the meaning of paragraph 4 of this article.

Article 12, paragraph 4
The term ‘force majeure’ refers to abnormal and unforeseen circumstances that are outside the control of the party invoking the force majeure and the consequences of which could not have been avoided or prevented in spite of all precautionary measures.


ARTICLE 13 HELP AND ASSISTANCE

Article 13, paragraph 1
Depending on the circumstances the tour operator is obliged to provide the traveller with help and assistance if the trip does not progress in line with the expectations the traveller can reasonably be expected to have based on the contract. The costs arising from such assistance will be at the expense of the tour operator, if the failure to perform can be attributed to the tour operator pursuant to the third paragraph of article 12. If the reasons can be attributed to the traveller, the tour operator is only obliged to provide such help and assistance as he may reasonably be expected to provide. In this case the costs arising from the assistance will be at the expense of the traveller.

Article 13, paragraph 2
If the trip does not progress in line with the expectations, the traveller can reasonably be expected to have based on the contract because of reasons that cannot be attributed to either the traveller or the tour operator each party will bear its own damages. For the tour operator these damages will consist of, among others, extra manpower; for the traveller these damages will consist of, among others, extra accommodation and repatriation costs.


ARTICLE 14 EXCLUSIONS AND LIMITATIONS TO THE TOUR OPERATOR’S LIABILITY

Article 14, paragraph 1
If the tour operator is liable for damages suffered by the traveller pursuant to article 12, this liability will be limited or excluded in line with the relevant international treaties and conventions. Neither will the tour operator accept liability for damages for which the traveller can claim on his travel and/or cancellation costs policy.

Article 14, paragraph 2
If the tour operator is liable to the traveller for loss of travel enjoyment, the reimbursement will be no more than the original travel cost.

Article 14, paragraph 3
Without prejudice to the stipulations in the previous paragraphs of this article, the liability of the tour operator for damages other than those caused by the death or injury of the traveller remain limited to no more than three times the original travel cost, unless the damages were caused by an intentional act or omission or gross negligence on the part of the tour operator. In this case there is no limit to the tour operator’s liability.

Article 14, paragraph 4
The exclusions and/or limitations to the tour operator’s liability in this article also apply to the employees of the tour operator, the booking office and the service providers involved, as well as their personnel, unless this is precluded by a treaty, convention or specific legislation.


ARTICLE 15 OBLIGATIONS ON THE PART OF THE TRAVELLER

Article 15, paragraph 1
The traveller(s) is/are obliged to comply with all the instructions issued by the tour operator to promote the successful realisation of the trip and is/are liable for damages caused by his/their unacceptable behaviour, to be assessed based on the behaviour of an appropriately behaving passenger. Each traveller must confirm the exact departure time with the tour guide or the tour operator’s local agent no later than 24 hours before the outbound or return journey.

Article 15, paragraph 2
The tour operator is entitled to exclude any traveller who causes or may cause sufficient nuisance to seriously impair or potentially impair the proper realisation of the trip from the (remainder of) the trip, if the tour operator can not reasonably expected to fulfil his obligations under the contract in respect of the traveller in question. Any costs resulting from such an exclusion will be at the expense of the traveller in question if and to the extent that the consequences of the nuisance or impairment may be attributed to the traveller. If and to the extent that the cause of the exclusion cannot be attributed to the traveller he will be reimbursed the travel cost or part thereof.


ARTICLE 16 INTEREST AND COLLECTION COSTS

Travellers who have not met their financial obligations to the tour operator at the required time will be charged interest of 1% on the outstanding amount for each month or part thereof of the delay. The traveller in question is also bound to pay extrajudicial collection costs equalling 15% of the arrears with a minimum of EUR 50.00, unless this amount is unreasonable in view of the collection activities.

ARTICLE 17 COMPLAINTS

Article 17, paragraph 1
A failure to perform within the meaning of article 12, paragraph 2, must be reported to the service provider in question as soon as possible in order for the provider to take suitable measures. If the problem is not resolved within a reasonable period of time and is detrimental to the quality of the trip this must be reported to the tour guide forthwith. If the tour guide is not present or contactable the traveller must contact the tour operator forthwith in the manner set out by the tour operator. The tour operator will reimburse the communication costs unless it is demonstrated that they did not, in all reasonableness, have to be incurred.

Article 17, paragraph 2
If the problem has not been resolved to the satisfaction of the traveller, even after the above steps and gives cause for complaint, the traveller must submit his complaint to the tour guide (complaint report) as soon as possible or, if this is not possible, to the tour operator. If a complaint is not resolved satisfactorily, it must be submitted to the booking office in writing and substantiated by reasons within one month of the traveller’s return to the Netherlands. If the complaint does not relate to the realisation but to the conclusion of a contract, the complaint must be submitted to the booking office within one month of the traveller becoming aware of the facts to which the complaint relates.