Holiday and Day Excursion
Booking Conditions

Holiday Booking Conditions

Financial Protection

Please find Financial Protection Information here.

Booking and Payment
When a booking is made the ‘lead name’ on the booking guarantees that they are over 18 and has the authority and accepts on behalf of the party the terms of these booking conditions and pays the deposit as indicated. Once your booking is accepted, deposits paid and the arrangements you wish to book are available you will receive a confirmation from us within 14 days. The confirmation will include any special requests that you have made.  A binding agreement will come into existence between us when we dispatch this invoice to the ‘lead name’. Please check the confirmation carefully to check that all details are correct. This contract is governed by English Law, and the jurisdiction of the English Courts.

You can book by paying a deposit for each person named on the booking but our commitment is always conditional upon the balance being paid as below;

Deposit on all holidays: £40.00 per person.

You will be informed of your balance due date. All remaining balances must be paid by this date. If you book within our balance due period, you will need to pay the total holiday cost at time of booking, If the balance is not paid in time we reserve the right to cancel your holiday, retain the deposit and apply the cancellation charges detailed in the paragraph below. The date of cancellation will usually be the date that we receive your written confirmation or 14 days after the balance due date, whichever comes first.

PLEASE NOTE THAT DEPOSITS ARE NON-REFUNDABLE.

Single Occupancy
Single occupancy of rooms may be subject to a supplementary charge. This will be shown in the brochure. However, these charges may vary once we have exceeded the number of rooms within our initial allocation from the hotel. Where we state ‘No Single Supplement’ this is only applicable for the number of single rooms that we have secured with the hotel. Once this initial allocation has been exceeded we may be able to secure additional single or single occupancy rooms at an additional charge. Any additional charges will be detailed by a member of our staff and the time of booking and confirmed in writing on your confirmation and invoice.

Brochure Accuracy/Changes by us
Although Grindles Coaches Limited make every effort to ensure the accuracy of the brochure information and pricing, regrettably errors do sometimes occur. You must, therefore, ensure you check the price and all other details of your holiday with us at the time of booking and when you receive our confirmation invoice.
Our itineraries are set many months in advance and sometimes changes take place that are beyond our control. Grindles Coaches Limited will always try to notify each client of any such change but we reserve the right to alter itineraries without prior notification. 

Booking Amendments/Changes
In the event of any amendments to your booking we will do our best to accommodate you. Any alterations must be made in writing by the lead contact on the booking form. Please note that an administration charge of £20.00 will be made for each amendment/change.

Transferring Your Booking
If you wish, you can transfer your booking to somebody else but the person must satisfy all the conditions of the holiday and you must inform us either by letter or email no less than 7 days before departure. This transfer will cost £20.00 plus any reasonable costs to make the transfer. You will remain responsible for the payment before the balance due date. This is in addition to (and does not affect) the separate liability of the transferee to us.

Cancellations
You or any member of your party, may cancel your holiday at any time provided that the cancellation is made by the person signing the booking form and is communicated to us in writing via the office. You must pay cancellation charges to cover our administration costs and to compensate for the risk of us not reselling the holiday. If the holiday is resold a refund will be made. Your cancellation will be taken from the date on which we receive your written confirmation of your cancellation. A reduction in room occupancy may increase the charges for the remaining passengers by the application of supplements for low occupancy of rooms. Where bought in supplies, such as ferries, hotel accommodation etc have been bought in on your behalf, and where the terms and conditions of the supplier are non-refundable, these products will be charged to you at the full retail price. If this applies, the non-refundable items will be deducted from your holiday costs and the following scale of charges will be applied to the remainder.

Scale of Cancellation Charges
PERIOD BEFORE CANCELLATION

CHARGE SHOWN AS A PERCENTAGE OF TOTAL TOUR PRICE DEPARTURE WITHIN WHICH A WRITTEN CANCELLATION IS RECEIVED BY GRINDLES COACHES LIMITED

More than 42 days, Deposit

35 - 42 days, 40% of Total Holiday Cost

28 - 34 days, 60% of Total Holiday Cost

14 - 27 days, 80% of Total Holiday Cost

1 - 13 days, 100% of Total Holiday Cost

Special Needs/Disabilities
In general our holidays are not necessarily suitable for severely disabled persons and many hotels overseas do not provide adequate facilities for guests with mobility problems or who suffer from other disabilities. However, we are happy to advise and assist you in choosing a suitable holiday. It is important that, when booking, you advise us of any disability, specific need or complex need you may have and any special requirements that will make sure the holiday is suitable and enjoyable.

If a passenger requires personal assistance (for example; assistance with feeding, dressing, toileting, mobilising) then this passenger must travel with an able-bodied companion or carer and written confirmation that such assistance will be provided for the entirety of the holiday is required at the time of booking. Our drivers/tour managers will be happy to provide general assistance to passengers but will not be expected to provide assistance that extends to bodily lifting and carrying of any customers on and off the coach or undertake any action that may put their health, safety or welfare at risk.

We will accept lightweight wheelchairs for travel, subject to them being able to fit in the luggage hold of the coach. (We must be informed at time of booking and it noted on the booking form.) This means we cannot carry battery powered wheelchairs or scooters that need to be taken apart for storage.

Passenger Behaviour
We want all our customers to have a happy and carefree holiday. However, you must remember that you are responsible for your behaviour and hygiene and the effect it may have on others. If you or any of your party is abusive or disruptive or behaves in a way which, in our reasonable opinion, or which could damage property, we have the right, after reasonable consideration, to terminate your contract with us. If this happens we will have no further obligations or liability to you. The coach driver/tour manager, or authorised official of other means of transport is entitled to refuse you boarding if in their opinion you are unacceptably under the influence of drink or drugs or you are being violent or disruptive. If you are refused boarding on the outward journey we will regard it as cancellation by you and we will apply our cancellation charges as listed below. If the refusal is on the inward journey we will have no further obligations or liability to you. Please note that all our coaches are non-smoking and we do not allow the drinking of alcohol or the eating of greasy or odorous foods or chewing gum.

Coaches
We will always do our utmost to provide a coach to the specification to our brochure or advert, but reserve the right to substitute an alternative vehicle should there be unforeseen circumstances. There is a seating plan, however, in some cases for operational reasons may require a coach with a different configuration. We reserve the right to change a coach seating plan and allocate seats other than those booked. Single passengers may be required to share a double seat with another single passenger. When your booking is confirmed we will offer you the best seats available at the time.

Specific seats will not be allocated on coaches operating a feeder service between departure point and coach meeting point if applicable.

Travel Documents/Passports/Departure Points
If your holiday involves travel outside of the UK and you are a British Citizen then you must bring your passport with you. This passport will need to be a full 10-year British passport (machine readable) valid for a further 6 months after your holiday. If you do not hold a British Passport or you have any doubts about your status as a resident British subject, you must check with the Embassies or Consulates of the Countries to be visited to confirm the Passport or Visa requirements when you book. Grindles Coaches Limited cannot be held responsible for any passenger travelling without the correct documentation.

You are responsible for ensuring that you are at the correct departure point, at the correct time and with the correct documents.

If the holiday involves travel outside the UK you should obtain a European Health Insurance Card. This will ensure that you can obtain medical treatment if you become ill. You can obtain an EHIC Card from the Department of Health online or by telephone.

Special Requests
All special needs and requests, if agreed, should be entered on the booking form and be included in the confirmation of the holiday. These cannot be guaranteed except where confirmed as part of our holiday commitment to you and are detailed on your holiday booking confirmation. We are keen to ensure that we plan the arrangement for your holiday so that special needs and requests can be accommodated as far as possible. If you will need assistance, or may be unable to fully enjoy all aspects of your holiday you must inform us in advance so that we can maximise the enjoyment of your holiday. We will need to know if you will need special facilities in the hotel, taking part in the excursions or have difficulty boarding and travelling on the coach or other means of transport. Before booking your holiday, you should be sure that you and your party are both physically and mentally capable of completing the itinerary. If you need advice or further information please contact 01594 822110. If you will require a special diet please tell us at the time of booking, or as soon as you are medically advised, together with a copy of the diet.

Pets
We do not allow pets to be taken on our holidays. Registered Assistance Dogs will normally be accommodated subject to discretion.

Prices/Surcharges
The price of your holiday is subject to change due to increases in transportation costs, including fuel (including fuel tax) ferry operated fares & toll charges, fluctuations in exchange rates etc. Please note that all our prices are based on a minimum of 30 passengers travelling.

Child Reductions
These are issued on application unless otherwise stated as reductions depend on each tour and the reduction received from the hotel. Please note: We feel that our extended tours are unsuitable for children under the age of 11 years old due to the distance required to travel. We apologise for any inconvenience that this may cause.

Travel Insurance
We strongly recommend that all clients arrange travel insurance.

Complaints Procedure
In the unlikely event that you should have a complaint about your holiday, you should first make contact with our Tour Manager/Driver on-site. If they are unable to resolve the matter for you, you should put your complaint in writing within 14 days of the return of your holiday.

Refreshment Stops
On all our tours it is our policy to make frequent stops; a suitable stop will be made when available. Please note that due to health & safety regulations all passengers must disembark from the coach at these stops.

Luggage
We ask you to keep your luggage to a minimum i.e. one medium sized suitcase per person. Small overnight bags can be used on tours that feature overnight accommodation but please note that any luggage left on the coach is done so at your own risk and we cannot be held responsible for any loss or damage to property. Please note that porterage is not always available between the coach and hotel and you may be responsible for your own luggage. Any item of lost luggage or property will be held for a period of 1 month following the date of the tour. There will be a minimum charge of £2.00 on collection from our office. Postage & packing will be charged extra and must be received before the item is posted.

Our drivers/tour managers will be happy to provide general assistance to passengers but will not be expected to provide assistance that extends to bodily lifting and carrying of any customers on and off the coach or undertake any action that may put their health, safety or welfare at risk.

General Data Protection Regulations
We comply with the GDPR 2018 Regulations. A copy of our privacy policy can be found at www.grindlescoaches.co.uk or you can request a copy from Grindles Coaches Limited, 4 Dockham Road, Cinderford, Gloucestershire, GL14 2AQ. 

Day Excursion Booking Conditions

These terms and conditions ("Terms") apply to all bookings made with Grindles Coaches Ltd ("the Company") for day excursions within the UK. By making a booking with Grindles Coaches Ltd, you agree to comply with these Terms and acknowledge that you have read and understood them.

Booking and Payment
All bookings must be made in advance via the Company’s website, by phone, or in person. Bookings are subject to availability and confirmation by Grindles Coaches Ltd.

Full payment is required at the time of booking to secure your place on the coach.

Upon receipt of your payment, a confirmation email or booking receipt will be sent, which will serve as proof of your booking.

Pricing
All excursion prices are as quoted at the time of booking. Prices are per person unless otherwise specified. The Company reserves the right to change prices at any time.

The Company may apply additional charges in certain circumstances, such as for specific requests, special arrangements, or unexpected operational costs.

Passenger Cancellations
If you wish to cancel your booking, please notify us in writing by email or post. The following cancellation charges will apply:

More than 7 days before departure: Full refund minus a £5 administration fee.

Within 7 days of departure: No refund unless the Company is able to resell the seat, in which case a full refund (minus a £5 administration fee) will be provided.

Less than 48 hours before departure: No refund.

Company Cancellations
If Grindles Coaches Ltd needs to cancel the excursion due to circumstances beyond our control (such as weather conditions, mechanical failure, or low passenger numbers), we will offer an alternative excursion or a full refund. The Company is not liable for any other expenses incurred due to cancellations, such as travel or accommodation costs.

Refund Process
Refunds will be processed to the original payment method within 14 days of cancellation.

Changes to Bookings
If you need to amend your booking, please notify us at least 7 days before departure. Changes may be subject to availability and an amendment fee. Seat changes, name changes, or other requests made after this time may be

subject to additional charges.

Changes to Itinerary
The Company reserves the right to make changes to the itinerary, departure times, or vehicle type due to unforeseen circumstances, such as road closures, weather, or other operational requirements. We will endeavour to inform you of any significant changes at the earliest opportunity.

Pick-up Points and Times
It is your responsibility to arrive at the designated pick-up point at least 10 minutes before the scheduled departure time. We are not responsible for any delays or missed excursions caused by late arrivals. Refunds will not be issued for missed departures.

Delays
While we aim to adhere to scheduled departure and arrival times, the Company is not liable for delays caused by unforeseen circumstances such as traffic, roadworks, or adverse weather conditions. We will make every reasonable effort to minimise delays.

Conduct on the Coach
Passengers are expected to behave in a respectful and courteous manner towards fellow passengers, staff, and the driver. Any passenger found to be disruptive, abusive, or behaving in a manner that jeopardizes the safety or comfort of others may be asked to leave the coach without refund.

Alcohol and Smoking
Smoking (including e-cigarettes) is strictly prohibited on all coaches. Alcohol may only be consumed on board with prior consent from the Company. Passengers consuming alcohol without permission may be asked to leave the coach.

Property Damage
Any damage caused to the coach by a passenger, including damage to seats, fittings, or equipment, may result in a charge for repair or replacement.

Passenger Health
Passengers are responsible for ensuring they are fit to travel. If you have any medical conditions or mobility issues, please inform us at the time of booking so that we can accommodate your needs where possible.

Safety Regulations
Passengers must follow all safety instructions given by the driver or staff.

Seat belts must be worn while the coach is in motion, and passengers must remain seated when requested.

Children and Vulnerable Passengers
Children must be accompanied by a responsible adult at all times. The Company is not responsible for unaccompanied minors or vulnerable passengers.

Seating Arrangements
Seats on the coach are allocated on a first-come, first-served basis, unless a specific seating request is made in advance and confirmed by the Company. We will try to accommodate specific seating requests but cannot guarantee these.

Comfort
We strive to provide a comfortable journey for all passengers. Coaches are equipped with standard amenities such as air conditioning, reclining seats, and toilets on some vehicles. Passengers are encouraged to bring snacks, drinks, and entertainment for the journey.

Personal Belongings
The Company accepts no responsibility for loss, theft, or damage to personal belongings while on the coach or at excursion destinations. Passengers should keep valuables with them at all times.

Limit of Liability
Our liability to passengers is limited to the price paid for the excursion. The Company is not liable for any other loss, damage, or inconvenience caused by delays, cancellations, or any other matter beyond our control.

Force Majeure
Grindles Coaches Ltd shall not be liable for any failure or delay in providing services due to circumstances beyond our control, including but not limited to weather conditions, natural disasters, civil unrest, strikes, or road closures.

Complaints Procedure
In the unlikely event that you should have a complaint about you Day Excursion, you should first make contact with our Driver on-site. If they are unable to resolve the matter for you, you should put your complaint in writing within 14 days of the return of your Day Excursion.

General Data Protection Regulations
We comply with the GDPR 2018 Regulations. A copy of our privacy policy can be found at www.grindlescoaches.co.uk or you can request a copy from Grindles Coaches Limited, 4 Dockham Road, Cinderford, Gloucestershire, GL14 2AQ.