Please read the following booking conditions carefully as they set out our respective rights and obligations for your trip to Ukraine between you and Active Ukraine Ltd. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
- Making A Booking:
1.1. To make a booking, you must approve our prior itinerary program by email.
1.2. Subject to the availability of your chosen arrangements, we will confirm your tour by issuing a tour invoice and final copy of your agreed itinerary.
1.3. We will communicate with you by e-mail in relation to your booking. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail.
1.4. Before the tour you are required to fill our our Pre-Trip survey and provide all the necessary information, in order to complete the tour bookings and run the tour as per your itinerary.
2.1 In order to confirm your tour, a 20% of the total tour cost must be paid at the time of booking. In addition some tours may require further interim payments.
2.2 The balance of the tour cost must be received by us not less than 14 days prior to arrival. This date will be shown on the tour invoice. Reminders are not sent. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all deposit paid or due at that date.
2.3 In the case of international payments you should ensure that the full invoice amount, is received by us after all bank charges have been levied.
- Passports, Visas and Health Matters:
4.1 The passport and visa requirements applicable at the time of printing for the tours we offer are available at the website of relevant Ukrainian embassy in your country. Please, inquire should you need more information about the visa.
4.2 We require a valid travel insurance that covers emergency medical costs for your tours abroad. Additionally, we provide Ukrainian travel insurance for multi-day tours.
4.3 It is the party leader’s responsibility to ensure that all members of the party are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into Ukraine due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty, costs or expenses being imposed on or incurred by us, you will be responsible for reimbursing us accordingly.
4.4. You will be required to sign Adventure Tour Waiver prior to the tour start, if your tour includes adventure activities.
Cancellation by you
5.1 Should you or any member of your party need to cancel your tour once it has been confirmed, the party leader must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices. As we incur costs from the time we confirm your booking, the following cancellation charges will be payable.
- 14 days or more prior to the departure – loss of deposit
- 13 days or less prior to the departure – 100% of full tour payment
5.2. Different cancellation charges may be discussed on case to case basis.
5.3. On private bookings where any cancellation reduces the number of full paying party members below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.
Cancellation by us
6.1 We start planning the tours we offer many months in advance. At times, we have to make changes to and correct errors in our tour itinerary. Most changes are minor.
6.2 Very rarely, we may be forced by “force majeure” to change or terminate your tour after your arrival but before the scheduled end of your time in Ukraine. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain any refunds from our suppliers), pay you any compensation or meet any costs or expenses you incur as a result.
- Changes by You:
7.1 Should you wish to make any changes to your confirmed tour, you must notify us in writing as soon as possible. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such requests. Where we can, an amendment fee of 50.00 EURO per person will be payable together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. A change of tour dates will normally be treated as a cancellation of the original booking and rebooking in which case cancellation charges will apply. Changes may result in the recalculation of the tour price where, for example, the basis on which the price of the original tour was calculated has changed.
7.2 If any member of your party is prevented from travelling, the person(s) concerned may transfer their place to someone else (introduced by you) providing we are notified not less than two weeks before arrival. If the transfer effects the cost of the tour (.e.g. train tickets, which are issued upon the person’s name and can’t be transferred), the change in cost shall be paid by you.