Under Preparation

These are Surprising Scotland Ltd terms and conditions of business. They apply to all bookings made by clients of Surprising Scotland Ltd. Surprising Scotland Ltd reserves the right to cancel all arrangements and bookings without prior notice if these conditions are not met so please read them carefully and contact us if you have any questions or if you do not agree with any of the clauses.

N.B. If you confirm and proceed with any booking you are automatically accepting these terms and conditions.

• All bookings must be confirmed in writing, by letter, fax or email . Bookings will only be confirmed when confirmation is received along with agreed guarantee of compliance to booking conditions.
• All changes to the programme must be confirmed in writing, e.g. passenger numbers, services etc. Price differentials may occur if the final passenger numbers are different than those specified in our original proposal to you. Similarly, you may incur cancellation charges if the number of passengers actually traveling is reduced.
• A final rooming list should be confirmed with full names, room breakdown and any special requirements for clients. This must be received - except in short-notice situations - no later than 14 days prior to arrival.
• The prices given to you are net and based on tariffs, rates and taxes currently in force. Surprising Scotland Ltd reserves the right to make any adjustment to these prices arising from any price variation whatsoever e.g. any changes in VAT rates; any increases or seasonal supplements at any time until the service is rendered.
  
• Surprising Scotland Ltd reserves the right to charge an administration fee for changing confirmed services where dates or services are subsequently changed within two weeks of arrival or as otherwise stipulated in individual cases. Such charges will kept to a minimum and would not normally exceed ten percent of the total value of the relevant services and would rarely apply to normal accommodation / transport reservations for which agreed cancellation policy would apply
• If a problem or complaint occurs during the clients' stay, it is likely that the issue will be resolved successfully if it is handled immediately by Surprising Scotland Limited or its appointed representative, rather than after the passengers have returned to their home. If your clients are dissatisfied with any of the arrangements that Surprising Scotland Ltd has made for them, they should contact the Surprising Scotland office (01292 471919) during office hours between 09.00 and 17.00 or at any other time emergency number (0780 165 0717).
• Surprising Scotland cannot accept liability in respect of any complaint that is not reported to us during the passengers' stay or in writing within 14 days of their arrival home. If clients are on an extended vacation and the there is substantial delay in receiving the written complaint, Surprising Scotland reserves the right to request proof of home arrival date.

Invoicing / Payment Conditions:

• Surprising Scotland Ltd will send a final invoice for each booking as soon as arrangements are finalised, prior to arrival based on projected passenger numbers. Invoice value (less any deposit already paid) must be settled in full prior to arrival date, except in previously mutually agreed circumstances.
• Should we need to immediately pay suppliers in full to secure reservations in the event of peak dates, or for any other reason, we will advise you accordingly at the time of booking, and may raise an invoice for the relevant amount to be paid immediately. Should any of these prepayments be non-refundable, you will be advised accordingly. This would normally apply only when private properties are requested such as small bed and breakfast establishments or private, non serviced apartments.
• Where specifically required tickets (e.g. domestic air sectors, rail, theatre, special events etc) or other similar services requiring prepayment is requested, we will advise you accordingly of the amount. With your written agreement we shall purchase agreed services. However, as these are normally non-changeable and non-refundable, in case of cancellation by the group, they must still be paid.

Cancellation:

We will try to be as flexible as possible with regard to option dates / cancellation deadlines. However, unless advised differently the following cancellation schedule will apply in the event of the whole / part of the group canceling:

Group Bookings

• Normally up to 4 weeks prior to arrival: NO CHARGE - unless non-refundable deposits or pre-payments (e.g. theatre tickets, exhibition tickets) have been paid out on your behalf
• Within 4 weeks prior arrival: 100%. Where applicable we will endeavour to recoup any payments made to suppliers and to negotiate the maximum refund possible.
• No-shows: No-shows will be charged in full, as it is normal practice for suppliers to charge for services in these circumstances.

Individual bookings (FIT)

• Normally up to 2 weeks prior to arrival: NO CHARGE - unless non-refundable deposits or pre-payments (e.g. theatre tickets, exhibition tickets) have been paid out on your behalf
• Within 2 weeks prior arrival: up to 100% - in accordance with suppliers' terms and conditions. We reserve the right to apply administration charges appropriate to the time spent on each case. Where applicable we will endeavor to recoup any payments made to suppliers and to negotiate the maximum refund possible.
• No-shows: No-shows will be charged in full, as it is normal practice for suppliers to charge for services in these circumstances

In the event of a supplier having different cancellation terms than the ones stated above, we will advise you at the time of booking.

We recommend that all clients take out travel insurance which should provide adequate protection against any cancellation charges.

Invoice and Payment Details:

All payments to Surprising Scotland should be made by bank transfer or by Draft drawn on a UK bank.

Services provided will normally be invoiced in Sterling.

All payments made to Surprising Scotland Ltd must be accompanied by remittance advice, clearly listing the Surprising Scotland Ltd invoice number(s) and amount(s) being paid. Any invoice which has not been paid in full, must be fully explained by stating the reason for underpayment and providing documentary evidence to support the agent's claim

Bank Charges:

All costs of transmitting payment to Surprising Scotland must be borne by the client.

Invoice Disputes:

Should the client have a dispute with a particular invoice, this is not sufficient reason to delay payment of any undisputed invoices.

Force Majeure:

Surprising Scotland shall not be liable for any loss or damage arising out of, or in connection with the booking where performance and / or prompt performance of the contract is prevented by reason of war or threat of war, riot, civil strike, industrial dispute (affecting employees or any person other than those of the company), terrorist activity, natural and nuclear disasters, fire, adverse weather conditions, hostilities or political unrest and other similar conditions beyond the control of the company.