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Make a Booking

Walking Holdiday Quotation form

Booking Conditions

How to Book

To make a booking please contact us or submit a booking request so that we can confirm the availability of your trip and the total price.

For your peace of mind, you will NOT be asked to provide payment details until we can confirm the availability and price of your trip and you have no liability for any booking request until you make a deposit or full payment for your trip.

Once we have confirmed price and availability we will send you details with an invoice and we will hold your place for seven days. To confirm the booking please return the booking form with the payment requested.

All our trips are limited to small numbers and are therefore subject to availability. Bank holidays and weekends are often busy, so please submit your booking request well in advance to avoid disappointment.

Payment

Your invoice will have full details on how to make a payment.

We are happy to accept payment by cheque, bank transfer and UK Debit card with no surcharges. For Credit Card Payments we need to charge a 2.5% surcharge to cover the fees levied by the banks for processing these payments. We feel that the fairest policy is to ask those using credit cards to cover these fees rather than increasing the price of everyone's holidays. Do note that there is NO SURCHARGE for payments by personal cheque, bank transfer, international money transfer or UK debit card payments and we encourage you to pay by these means if you can.

A booking is only confirmed between us once we have received your payment.

Trip Information

Once we have received your final payment, we will send you information and joining instructions for your trip / short break, including confirmation details of your accommodation (if applicable), directions on how to get here, what to bring and other useful local information.

All advertised prices for accommodation are based on two people sharing a room. If you are a single traveller, a small supplement may be applied by your accommodation, which we will pass onto you, however this will be highlighted for you on our invoice.

Once your booking is confirmed we guarantee there will be no price alterations or surcharges.

Changing your Booking

Trips with no accommodation

If you wish to change your trip or departure date we will make every effort to accommodate this for you. Please contact us to discuss this and then send written notification to our offices. An administration charge of £20 will apply to each booking to cover the costs of changing the dates and accommodation. Please note that any changes within the four week period before departure will be regarded as a cancellation.

Trips with accommodation

We will do our best to accommodate changes to your itinerary. Where these involve changing accommodation bookings this will incur whatever charges the accommodation apply for cancellation or altering of the previously booked dates. Please contact the office in the event of having to change your route / holiday dates and we can advise on what costs would be involved. Please see the notes below about Travel Insurance which may well cover you if you have to change dates due to unforeseen circumstances.

Cancelling your Booking

If you need to cancel your booking we require you to confirm this in writing (or by email) to our offices. The following charges apply from the date we receive your cancellation.

Holidays and Short Breaks with Accommodation Booked

Trips with no accommodation

Insurance

We strongly recommend you are adequately insured for your trip so that you are covered in case you need to cancel your holiday for whatever reason. You should also ensure that you are covered for loss of personal items or luggage and any illness or injury etc. We can supply you with information on insurance policies to cover your trip if you do not have your own. Encounter Cornwall cannot accept responsibility for your cancellation, illness, injury or loss other than that caused by our proven negligence.

Cancellations by Encounter Cornwall

For your peace of mind, none of our trips require minimum numbers so that once we have accepted your booking your trip will run unless there are circumstances beyond our control such as unsafe weather conditions for canoeing.

In the event of us needing to cancel your trip / break you will be able to choose to take an alternative trip / break or receive a full refund.

Minor Alterations by Encounter Cornwall

Major Alterations by Encounter Cornwall

If we need to make a major alteration to your trip, such as changing your accommodation or the dates the trip will run, you will be able to choose to accept the changes, or take an alternative trip / break, or receive a full refund.

Package Travel Regulations 1992

Encounter Cornwall short breaks comply with the Package Holiday Travel Regulations 1992. For your financial security, your deposit, and final payments on short breaks, will be held in a secure account until your trip has been completed.

E-mail

Wherever possible we will supply you with your invoice, correspondence and information using email as this helps to keep the prices of our trips down for you and also helps minimise our impact on the environment. However, if you are unable to receive information this way, we will use the normal postal service to get information to you.

Safety

Your safety and enjoyment is of prime importance to us.

As part of the booking conditions you must undertake to follow the instructions and guidance provided in our information and given to you by our staff. In addition you must act sensibly and prudently at all times with regard to the safety of your group and of others and their property.

You must advise us about any medical conditions involving anyone in your group that may affect their ability to canoe, walk or cycle safely.

Cycling

Helmets will be provided to all cyclists and we advise you to wear them at all times. We reserve the right not to provide cycles to customers who are unable to satisfy us that they are competent and safe cyclists

Canoeing

Buoyancy aids must be worn at all times and we reserve the right not to provide canoes to customers who are unable to satisfy us that they will be competent and safe canoeists. All canoeists undertake that they are able to swim at least 25m.

Parental Responsibility

Parents or legal guardians of children under 18 undertake to take full responsibility and supervision of their children at all times. To satisfy current legislation, children under 18 will not be allowed to undertake Encounter Cornwall trips without their parent or legal guardian accompanying them.

Weather

Canoeing, cycling and walking trips can all operate enjoyably during inclement weather. However we will postpone any trip where your safety may be compromised by the weather, particularly where wind or tide are an issue for canoeists. In the event of us needing to postpone your trip / break you will be able to choose to take an alternative or rescheduled trip or receive a full refund.

Should you wish to cancel or postpone your trip due to the weather please contact us immediately to discuss this. We will do our utmost to try and accommodate your requests which will be subject to the £20 administration fee per booking. However if no alternative trips or dates are suitable, normal cancellation fees will apply unless we have identified a safety issue with the current weather conditions.

Cycle and Canoe Equipment

You are responsible for the care and safekeeping of cycle and canoe equipment. You undertake to cycle and canoe sensibly and prudently at all times. Cycles must be locked to a fixed object in a safe location at all times when not in use, using the locks provided. Cycles must be stored in a secure building overnight unless we have instructed you otherwise.

Canoes and canoeing equipment must be safely stored or secured when not in use and you will remain responsible for canoeing and cycling equipment until it is returned or collected by us. You undertake to indemnify us for all loss or damage arising from any act or default on your part or on the part of any of your group.

Complaints

If you do have any problems concerning your trip or break you should contact us immediately on the telephone numbers provided with your booking information sheet as we will do our best to resolve the situation immediately. If we are unable to do this, complaints should be put in writing to our office as soon as is reasonably practical and in any case within 14 days of the end or the trip or short break.

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