Booking Conditions

Club Vass Booking Terms & Conditions 2016

1. Conditions of Booking

Club Vass Active Holidays, Club Vass Holidays and Club Vassiliki Holidays  are all trading names of Club Vass Active Holidays Limited, a registered company fully bonded and licensed by the Civil Aviation Authority under A.T.O.L. No. 10311. All bookings, whether for inclusive holidays or other holiday services, accepted by Club Vass Active Holidays Limited trading as Club Vass Active Holidays, Club Vass Holidays and Club Vassiliki Holidays (hereinafter called ‘Club Vass') from the person making the booking on behalf of all persons named in the party (hereinafter called ‘the Client') are subject to these terms and conditions.  Any contract is made on these terms and conditions and is subject to English Law and exclusive jurisdiction.

2. Booking Procedure

All inclusive holidays and other holiday services, however advertised, whether through our brochures and price lists, websites or otherwise, are subject to availability.  Clients should telephone our offices to ascertain availability.  At the time of booking the appropriate deposit/full balance must be paid (see price list/holiday information).  Any booking between Club Vass and the Client is valid, and a contract made between both parties, only after the appropriate deposit/full balance is paid and the booking confirmed in writing in the form of a Confirmation/Invoice, by Club Vass to the Client.  This Confirmation/Invoice then acts as the contract between Club Vass and the Client and the applicable contract date will be the date it was raised by Club Vass (not the date of receipt by the Client). Bookings can be secured immediately by telephone, providing the Client can give details of a valid credit/debit card from which we can deduct appropriate remittances.  Bookings made by telephone will require full details of all party members to be given by the Client at the time. If the Client wishes to make a booking by sending a cheque in payment, or making a payment via internet banking, a provisional booking can usually be made by telephone where we hold the holiday or holiday service for the Client for several days to allow time for a cheque for the appropriate amount of deposit/full balance to be received at our offices, or payment to be received direct into our bank account. We will then issue a Confirmation/Invoice and send this to the Client. Whichever way a Client may make a booking, it is deemed that, in providing details of the party to us and providing a method of paying the appropriate remittance due, then the Client accepts these Booking Terms & Conditions as applying to the booking and will be bound by the terms herein.

3. Payment Terms

The balance of the holiday or holiday service cost shown on the Confirmation/Invoice must be paid in full not later than 9 weeks before the date of departure.  If the booking is made 9 weeks or less before the departure date the full amount of the cost of the holiday or holiday service is due immediately.  .  Please note that where deposit/full/balance payments are made by any type of debit or credit card a charge will be levied towards the cost of merchant processing costs incurred by us - details will be advised on booking and shown on the Confirmation/Invoice.  Such a charge would not apply to payments by cheque or cash or internet banking within the UK. If the balance is not received 9 weeks before departure then Club Vass reserves the right to treat the booking as cancelled and levy cancellation charges as detailed in paragraph 6.  Where Club Vass purchases, on behalf of the Client, flight seats on routes/days not normally operated by Club Vass or from airlines where larger than usual deposits and/or extended balance payment dates are required, it reserves the right to request the client to pay a larger deposit and/or pay the balance earlier than 9 weeks prior to departure, in order to secure those seats for the Client.  Where applicable this will be advised to the Client before making the booking.

4. Holiday Prices, What's Included and Price Guarantees

Normally our prices for inclusive holidays or other holiday services are calculated many months in advance of the relevant holiday season and are related to particular costs prevailing at that time, especially in respect of accommodation and flights.  Club Vass's policy on prices and any guarantee we may make in respect of such is detailed on the relevant price list or holiday information in our brochure or website, or as subsequently amended in any advertising or promotional material issued by Club Vass.  Details of what is included in our holiday prices are also given in the relevant price list and/or holiday information pages. Club Vass reserves the right to increase or decrease prices at any time, but this will not affect prices of holidays already booked, subject to any guarantee or partial guarantee in force at the time of booking the holiday. Once booked, however, the Client's inclusive holiday price or holiday service price may change if the client amends the booking (see paragraph 5)

5. Client's Change of Booking

If the Client wants to change the booking once it has been confirmed, for example, amend the date of departure, holiday duration, airport of departure and/or destination, accommodation or names of those travelling in the Client's party, Club Vass will do its utmost to assist.  We charge an amendment fee of £25 per booking (minimum) if the amendment is accepted, unless the amendment is very minor (normally additions to bookings incur no amendment fee), but any such fee will be related to the costs involved to Club Vass and depend on the length of time of advice before departure.  Any amendment must firstly be advised by telephone to Club Vass, at which time any amendment fee will be advised to the Client, who must agree to accept the fee and confirm this in writing before the amendment will be made. Where an amendment affects the holiday or service price, the price of the holiday or service will be recalculated, including any amendment fee, and a new Confirmation/Invoice issued. Where the Client wishes to amend the booking to a later departure date, if notice is given within 9 weeks of the original departure date, this will normally be treated as a cancellation and subject to the cancellation charges as detailed in paragraph 6 below.

The cancellation of one or more persons from a booking, but not the total persons is treated as a part cancellation and cancellation charges will apply to those persons being cancelled.  Any increase in the price per person for the remaining persons in the booking, payable as a result of part cancellation, is not a cancellation charge and not generally covered by holiday insurance, whether or not, the reason for the persons who did cancel from the original booking is covered under the terms of insurance.  Clients must also note that where substitution of persons on a booking is accepted, with or without amendment fee, insurance cover is not transferable and the substitute persons must take insurance cover for themselves. In Resort - where Clients wish to change their holiday details after arrival e.g. changing accommodation, we will do our utmost to assist, subject to availability and payment of appropriate additional costs.  Please note that for changes of accommodation, cancellation charges may be incurred against the original accommodation as well as additional charges payable for the new accommodation. Please also note that cancellation from watersports activities booked prior to arrival is not allowed and NO refunds will be given for non-participation in such watersports activities, whether due to illness, injury or any other reason.  Clients may be able to claim for loss of participation in the watersports from their holiday insurance if the reason falls within the terms.

6. Client's Cancellation of Booking

Any cancellation of booking, either in part or full, once it has been confirmed (see paragraph 2), must be notified in writing by the Client.  The following scale of charges, payable by the Client is applied to all cancellations:


Period before departure within                                   Amount of Cancellation

which written instructions are                                    Charge (shown as %age of

received by Club Vass                                                 total holiday cost)

More than 63 days                                                                     Deposit

57-63 days                                                                                          25%

43-56 days                                                                                          50%

29-42 days                                                                                          60%

15-28 days                                                                                          75%

0-14 days                                                                                           100%


Period before departure within                                   Amount of Cancellation

which written instructions are                                    Charge (shown as %age of

received by Club Vass                                                 total holiday cost)

More than 84 days                                                                     Deposit

64-84 days                                                                                          20%

57-63 days                                                                                          25%

43-56 days                                                                                          50%

29-42 days                                                                                          60%

15-28 days                                                                                          75%

0-14 days                                                                                            100%

Departure date or after                                                                       100%

The Client may be able to recover the majority of these costs if the reason for cancellation falls within the terms of the Client's travel insurance

7. Holiday Flights, Accommodation & other Holiday Services

All holiday flights, accommodation and other holiday services booked are reserved exclusively for the persons named by the Client and shown on our Confirmation/Invoice, including those substituted or added by agreed amendment of the booking.  No other person may use these flights, accommodation or other services without the written permission of Club Vass or it's authorised representatives.  Assignment, subletting and sharing are prohibited and in many circumstances are illegal.

8. Holiday Insurance

As a condition of booking all persons named on the Confirmation/Invoice, including those substituted or added by agreed amendment of the booking, must take out a suitable holiday insurance - in particular providing cover for injury to themselves and third party liability in respect of injury to others, whilst participating in the various sports and activities we offer. It is recommended that holiday insurance is taken out at the time of booking the holiday so that cover for cancellation runs concurrently with the holiday booking.

9. Passports, Visas, Driving Licences and Health Requirements

A valid passport is essential when travelling abroad.  A full passport is required to all destinations. Holders of non-British Passports should check with the consulate of the country being visited for details of regulations before booking.  Visas are not normally required by British Passport holders to Club Vass' holiday destinations (where required we will advise on booking).  Normally, a full and valid British driving licence is adequate for car hire in our holiday destinations. 

At the time of publication no compulsory vaccinations are required for British Citizens visiting our holiday destinations.  Clients (in particular non-British citizens) should always check with their doctor as to which inoculations are advisable or necessary before travel.  Equally, persons with health problems who feel that their condition may be aggravated, or their health suffer as a result of travelling, should consult their doctor first and if necessary obtain a medical certificate to confirm they are fit to travel, in order to satisfy airlines or insurance companies if required to do so.  Pregnant women especially should seek the advice of their doctor.  Airline regulations only permit travel for women up to a certain number of weeks pregnancy, dependent upon the airline concerned.  Please advise us prior to booking and we will check with the relevant airline.

Your Health & Sporting Activity - Club Vass considers the health and safety of its clients to be of paramount importance.  In order to assist us in assessing the fitness of all clients to participate in the watersports we offer it is a condition of booking that the Client advises us of any pre-existing medical or other condition, or other circumstances (such as taking medication) applicable to members of the Client's party, that may affect our decision to accept the booking on grounds of safety.  We ask all Clients to advise us both at the time of booking and on arrival overseas (in case of subsequent events after booking) of such factors.  The existence of a pre-existing medical or other condition does not mean we will not accept a booking (although we reserve the right in our absolute discretion to refuse a booking where we consider the safety of the Client who would be jeopardized) but it gives us the opportunity to consider additional safety precautions in relevant cases.  Failure to advise of such may result in our refusal to allow participation in the sporting activities once in resort and under such circumstances no refund of monies will be given.

All Clients are responsible for the provision of necessary valid documents for their own travel abroad and own health requirements.

10. Client's Responsibility on Holiday

Watersports - Our team of experienced watersports' staff organize and limit the watersport activities we offer according to weather conditions and the Client's ability and experience (and we reserve the right in our absolute discretion to refuse any Client's request to use the equipment at times or during conditions where our staff consider the safety of the Client would be jeopardized).  Our supervision does not omit any Clients from their responsibility of rigging and inspecting equipment before use, and limiting their own risk of accident and injury whilst using the equipment.  We therefore accept watersports bookings on condition that each member of a Client's party accepts responsibility for any injuries suffered unless these arise from our proven negligence. This condition equally applies to the use of safety equipment, such as buoyancy aids, which we recommend should be worn at all times on/in the water. It is a condition of booking that all Clients wishing to participate in watersports can swim at least 50 metres clothed. 

General behaviour - When travelling abroad all persons should be aware that they are visiting another country whose customs and laws may differ from ours.  Equally they should be aware of their responsibility to others, whether holidaymakers or locals, and accordingly behave in a reasonable manner.  Club Vass reserves the right in its absolute discretion to decline to accept or retain a person as a client or terminate without further notice to the holiday arrangements of any customer whose behaviour is such that it is likely, in our opinion, or that of an airline pilot, accommodation owner or manager, or other person in authority, to cause distress, damage, danger or annoyance to other customers, employees, any third party or property.  Under such circumstances if a person is prevented from travelling, or their holiday or holiday service curtailed, Club Vass's responsibility for the holiday or service ceases.  Full cancellation charges will apply and Club Vass will be under no obligation whatsoever for any refund, compensation or costs such persons may incur.  Any damages to accommodation caused by negligence of the Client or members of his/her party or their guests and any stay beyond the stated time or by additional persons whose permission has not been granted by Club Vass, will be charged to the Client, in resort, by the representative or agent of Club Vass.  Equally willful or negligent damage to our watersports equipment will also be charged to the Client locally. Failure to pay any such charges may result in legal action against the Client.

11. Changes to Holidays or Holiday Services by Club Vass

As arrangements for holidays, or separate components such as flights or accommodation, are made by us many months in advance of the relevant holiday season, some changes may be necessary and we reserve the right to make these at any time.

Minor changes - Most changes are minor in nature, such as changes to departure times.  Flight details will be advised on the Confirmation/Invoice.  These are normally for guidance only.  Club Vass reserves the right to amend any flight details or substitute any airline or aircraft as necessary at any time, subject to the provision that it will not change the timings by more than 12 hours (see major changes).  Final flight details will be given on your travel documents.  Similarly, in the unlikely event that Club Vass is unable to provide the accommodation as booked, we reserve the right to substitute alternative accommodation of a similar or higher standard.  Where accommodation is not officially classified, similar standard accommodation will be deemed to be that which is the same price as the substituted accommodation, provided it is in the same resort and has the same facilities e.g. number of bedrooms.  Where significant we will advise our customers of minor changes, either before they book or after booking, given Club Vass has itself received reasonable notification of the changes.  Flight timings changes are not normally advised and clients should check their travel documents on receipt.  Under such circumstances cancellation of the holiday by the Client would be subject to normal cancellation charges. 

Major Changes - These are changes involving a change of UK airports, resort area, time of departure or return by more than 12 hours (but NOT for reason of flight delays incurred to the scheduled time of departure as given on travel documents) or offering substitute accommodation of lower standard (see ‘Minor Changes' for definition of ‘similar standard').  If a major change becomes necessary, we will inform the Client as soon as is reasonably possible if there is time before departure and offer the choice of accepting the alternative arrangements together with any refund of cost difference or cancelling the booking and receiving a prompt and full refund of all monies paid at the time of cancellation. If the Client wishes to cancel from our holiday or services in the event of a major changes described above, and has booked other holiday services not provided by Club Vass, then Club Vass will only be liable for a refund of any monies paid to us and will not be liable for any other costs that the Client may incur in relation to the amendment or cancellation of those holiday services not provided by Club Vass. Club Vass cannot accept liability for losses and inconvenience arising out of disruption to local services such as electricity and water supplies caused by actions or circumstances beyond its control.

12. Cancellation of Inclusive Holiday or other Holiday Services by Club Vass

Cancellation by Club Vass may be necessary in exceptional circumstances and we reserve the right in our absolute discretion to cancel any inclusive holiday or other holiday services.  In this event the Client will be offered an alternative of comparable standard, if available, or a prompt and full refund of all monies paid to date.  Club Vass shall not be liable for any loss, damage or expense and shall not be obliged to make any refund, in the event of change or cancellation caused by force majeure circumstances including (without limitation) war or threat of war, riots, terrorist activity, civil strife, strikes or other industrial action, natural disasters, fire, technical problems with transportation, airport closures, quarantine, epidemics, adverse weather conditions, government action or other events beyond our control.

13. Conditions of Carriage

When you travel with a land, air or sea carrier their Conditions of Carriage and Conditions of Contract apply, some of which limit or exclude liability.  These conditions are often the subject of international agreements between countries, including a treaty known as the Warsaw Convention in respect of airline flights, and copies of the Conditions applicable to a particular holiday journey may be made available for inspection at the office of the carrier.

14. Flight Delays

There are occasions, completely beyond our control, when flight delays occur.  Most holiday insurance provides cover for flight delay.

15. Club Vass's Responsibility

Club Vass have taken all reasonable steps to ensure that all the component parts of any inclusive holidays or other holiday services our customers book with us are supplied as described and to a reasonable standard.  We have taken all reasonable steps to ensure that any airlines, agents, suppliers or other companies or persons used by Club Vass to provide service to our customers are reputable, maintain reasonable standards and conform with the laws of the country in which they are operating.  Although we have no direct control over such organizations or persons not directly employed by Club Vass we accept responsibility for the services they provide.  All bookings are subject to any terms, conditions and limitations of liability imposed by such organizations as shall provide services to Club Vass and its clients.  We also accept responsibility for the acts or omissions of our direct employees.

16. Complaints

In the unlikely event that the Client wishes to complain about any aspect of the service provided by Club Vass, or problems arise whilst on holiday, the Client should contact our representative in resort, as soon as possible, in order to try and resolve the matter on the spot.  If contact cannot be made with this person then the Client should contact our UK office from resort and we will make contact with them on behalf of the Client. If the matter cannot be resolved satisfactorily then the Client should make an immediate complaint in writing to the representative.  This should be followed up on return home, in writing, to our offices, giving details of the holiday or service and the nature of the complaint, within 28 days of return to the UK.

17. E.E.C. Regulations

Our Booking Terms & Conditions in respect of packaged holidays conform to the EEC Regulations governing package holidays.

18. Your Financial Protection

When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims maybe re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

Club Vass Active Holidays, Club Vass Holidays & Club Vassiliki Holidays are all trading names of
Club Vass Active Holidays Limited

Air Travel Organiser's Licence No. 10311

Company Registration No. 7333907

Registered Office: Grenville House, 4 Grenville Avenue,                                 

Broxbourne, Herts.  EN10 7DH, England.

Tel 01920 444093   Fax 01920  444095 

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