Terms and Conditions of Business
By checking to accept Expo World Travel’s terms and conditions you are agreeing to abide by the terms outlined below for and on behalf of the person making the reservation, the company they represent and the person(s) in whose name the reservation is made. All are hereafter referred to as “the passenger”.
1. BOOKING PROCEDURE
When a reservation request is made to Expo World Travel it is NOT a confirmed booking. Expo World Travel will issue a response to the request extending, if available, the opportunity to make a confirmed reservation. In order for a reservation request, however so received, to become confirmed Expo World Travel must be in receipt of a completed booking form agreeing to these terms. Expo World Travel will then issue confirmation of the reservation after which the request becomes confirmed. Travel documentation will be forwarded by email to the passenger at least 2 weeks prior to departure.
Expo World Travel require a deposit for all accommodation reservations of 1 night peak room rate per passenger invoiced upon booking confirmation. The total balance payment for accommodation reservations is due at least 8 weeks prior to departure or within 7 days of the invoice date if confirmed less than 8 weeks prior to departure. Payment of flights, meeting space or any of Expo World Travel’s ancillary services is due within 30 days of booking confirmation or within 7 days of invoice date if confirmed less than 8 weeks prior to departure. Payment of all invoices must be received by the invoice due date. Failure to meet the payment deadline may result in cancellation of the passenger’s reservation. Expo World Travel reserves the right to withhold the passengers travel documents until payment is received. Remittance may be made by bank transfer or credit card. Exceptions to the payment circumstances are possible subject to Expo World Travel’s suppliers payment conditions and will be notified to the passenger prior to confirmation of the reservation. These include but are not limited to::
a) NON-REFUNDABLE RESERVATIONS
Expo World Travel require full payment of all non-refundable reservations immediately at the time of confirmation unless alternative credit arrangements have been agreed with the passenger in advance.
b) RESERVATIONS WITH DIRECT PAYMENT TERMS
In the case of reservations where the total can be settled directly by the passenger with Expo World Travels supplier during the reservation, credit card details may be required in order that Expo World Travel can guarantee the reservation. The card will not be charged except in the case of incurring cancellation costs from the supplier as outlined in paragraph 4. In the event that the passenger has not supplied credit card details to guarantee the reservation, Expo World Travel are not liable in the event that the reservation is cancelled by its supplier.
c) IN THE EVENT THAT THE SUPPLIER REQUIRES A GREATER DEPOSIT
In the event that Expo World Travel’s supplier requires a greater deposit than is quoted in paragraph 2 of its terms, Expo World Travel
reserve the right to pass the additional charge to the passenger.
The rates advertised are subject to availability at reservation confirmation. Rates are based on single occupancy and inclusive of room rate only unless otherwise specified. Should the passenger require additional
occupants or additional services to be included within the rate this should be noted in writing to Expo World Travel. Many suppliers impose a surcharge for additional guests and services which will be notified to the
passenger within the reservation confirmation as is relevant.
Expo World Travel cannot be held liable for any inaccuracies or pricing errors on our website and/or pending reservations and reserve the right to correct any errors or inaccuracies. In such event Expo World Travel will offer the passenger the opportunity to make or keep their pending reservation at the correct price or cancel their reservation request. Expo World Travel reserve the right to alter the rate of a confirmed reservation only in the exceptional circumstance that the rate includes a government tax element which has increased since the initial confirmation.
4. CANCELLATION BY PASSENGER
All cancellation requests must be made in writing to Expo World Travel. In the event that the passenger requires to cancel their arrangements every effort will be made on the passenger’s behalf to negotiate the cancellation with the supplier at little or no penalty. Expo World Travel will notify the passenger of the cancellation conditions applicable to their reservation prior to confirmation of the booking. In the event that no cancellation conditions are specified it should be assumed that the reservation is non-refundable. It is the responsibility of the passenger to ensure he/she is fully aware of the terms and conditions related to their reservation request prior to reservation confirmation.
a) CANCELLATION TERMS SPECIFIC TO IBC
In line with the Dutch Uniform Conditions of the Hotel Industry the following cancellation conditions MAY apply:
- Rooms cancelled more than 2 months prior to the first arrival date: Rooms can be cancelled without penalty
- Rooms cancelled less than 2 months prior to the first arrival date: Up to 35% of the total reservation value may be charged
- Rooms cancelled less than 1 month prior to the first arrival date: Up to 60% of the total reservation value may be charged
- Rooms cancelled less than 2 weeks prior to the first arrival date: Up to 100% of the total reservation value may be charged
Whilst the penalty schedule above should be well noted most hotels will only apply the initial penalties to larger cancellations and waive the fee in the case of an odd room or night until within a month of the arrival date. This is however at the hotels discretion and Expo World Travel cannot guarantee if penalties have been waived until after the event.
5. CANCELLATION BY SUPPLIER
In the event that Expo World Travels supplier cancels a passengers booking every effort will be made to assist the passenger in making alternative arrangements. Expo World Travel are not liable for any additional costs incurred as a result of the cancellation or for any costs incurred on other elements of the trip which may be affected.
All amendment requests must be made in writing to Expo World Travel. Amendments requested directly to the supplier will not be accepted. An amendment to a reservation is not complete until the passenger has received written confirmation from Expo World Travel. Expo World Travel will notify the passenger of the amendment conditions applicable to their reservation prior to confirmation of the booking. In the event that no amendment conditions are specified it should be assumed that the reservation is non-changeable. It is the responsibility of the passenger to ensure they are fully aware of the terms and conditions related to their reservation request prior to reservation confirmation.
7. ADMINISTRATION FEES
Expo World Travel reserve the right to charge a standard administration fee of £25 per booking/passenger for the processing of amendments, cancellations or refunds which will be included in the amendment costs quoted at the time of the request.
8. CHECK IN & OUT
With regards to flight reservations it is the responsibility of the passenger to ensure they are aware of the airlines check in deadline and to ensure they meet that deadline. It is also the responsibility of the passenger to check in and out of any hotel reserved on the date shown on the passenger’s confirmation documentation. Should the passenger be unable to check in or out on the date stipulated, the passenger must contact Expo World Travel to advise an alternative date. Failure to contact Expo World Travel with a revised date may result in non-refundable cancellation of the passenger’s reservation. In no circumstance will Expo World Travel be held liable for any costs incurred as a result of the passenger’s failure to check in or out at the correct time or date. The check in and out times applied to any accommodation booked appear on the passengers confirmation documentation. Expo World Travel cannot be held liable for any inaccuracies or errors in this information. Should the passenger require an earlier check in or later check out please advise Expo World Travel of your request which will be notified to the supplier. Expo World Travel cannot be held liable in the event that the special request is not adhered to and the passenger should be aware that some suppliers will make a surcharge for this service.
9. MINIMUM STAYS
Should Expo World Travels supplier require a minimum stay period, this will be notified to the passenger within the property details or direct to the passenger in writing. Should the requested reservation not meet with the minimum stay period, Expo World Travel reserves the right to pass on to the passenger any charges incurred for the additional nights required to meet their suppliers policy.
10. SPECIAL REQUESTS
Any special requests required by the passenger should be indicated on the booking form or made to Expo World Travel in writing. These requests will be notified to the supplier, however Expo World Travel cannot be held liable in the event that the special request is not adhered to. Special requests include room type preferences, dietary requirements and registration of loyalty scheme membership numbers. It should be noted that loyalty points cannot always be claimed on Expo World Travels rates. In the event that no collection of loyalty scheme point conditions are specified it should be assumed that points will not be awarded. It is the responsibility of the passenger to ensure he/she is fully aware of the terms and conditions related to their special request prior to reservation confirmation.
It is the duty of the passenger to ensure that he/she has in their possession all necessary valid health, visa and travel documents required at the time of travel. Should the passenger require advice on documentation requirements of the country they are visiting please contact Expo World Travel. It is imperative that the passenger arranges adequate Travel Insurance to suit the circumstances of his/her travel plans. This is not included within Expo World Travel’s services.
12. BAGGAGE/PERSONAL ARTICLES
At all times and in all circumstances all baggage and personal articles are carried at the ‘owner’s risk’. Expo World Travel cannot accept responsibility for them at any time.
Expo World Travel request that all communication regarding the passenger’s reservation be made in writing. Expo World Travel cannot accept responsibility for any verbal communication that proves to be incorrect at a later stage unless it has been confirmed in writing.
14. LIABILITY DISCLAIMER
Expo World Travel cannot be held liable for any inaccuracies or errors in the information and services published on their website or advertisements (including without limitation pricing, photographs, lists of hotel amenities, product descriptions etc). The information supplied is based on the properties official marketing material and/or the results of a site inspection by a member of Expo World Travel personnel.
Expo World Travel are working with suppliers to offer passengers maximum flexibility in regards to booking terms with opportunities to amend or refund reservations wherever possible, until as late as possible. Should amendments or cancellations incur supplier fees these will be passed on to the passenger. It is the passengers responsibility to check quotations for the applicable amendment & cancellation terms, ensure they are aware of all restrictions applicable to the country of departure and country of arrival and that they have completed, and are carrying copies of, all required documentation.
Published: April 2022