Terms & Conditions

These terms and conditions were last updated on September 20th, 2023.

Company Name Plotpackers, a recognised brand of Louise Truman Travel Ltd
Company Number 14517799
Trading name Plotpackers
Registered Address 35 Stoatley Rise, GU27 1AG

“We/us” Means “Plotpackers and Louise Truman Travel Ltd”

“The Event” Means any holiday, accommodation, activity or function organised or advertised by us.

“You” Means the person who has signed the booking form and includes all the people on whose behalf you have signed.

“Supplier” Means the company or person that is holding or providing the event or any part of it.

“Price” Means the total cost of the event.

1. Terms & Conditions

These terms and conditions govern the contract between you and us to the exclusion of all other terms and conditions save for those implied by law, and no variation to these terms and conditions shall be valid unless in writing and signed by you and the company director.

2. Formation of Contract

No contract shall arise between you and us until we have received the deposit payable and we have sent to you written confirmation (This can be in the form of an email) of our acceptance of your booking.

3. Lead Name

The lead name on any booking with us accepts the full responsibility of collecting the full balance payable for the booking. The lead name is also responsible for the completion of the online guest list on behalf of all persons on the booking. It is understood that those booking via email or telephone agree to, and accept our terms and conditions.

4. Payment & Deposits

Deposits are payable at the time of booking and the balance of payments are split into the following phases for all trips apart from trips that involve Mount Kilimanjaro and Mount Everest:
An agreed non-refundable (but transferable when it is ahead of 90 days of departure) deposit is payable at the time of booking.
The final balance is to be paid no less than 90 Days before the date upon which your event is due to start.
If you do not make your deposit payments by the due dates given then you shall be deemed to have cancelled the event.
Deposits are used by us to enter into the contractual arrangements on your behalf and are non refundable, but up until 90 days before can be transferred to a future departure. Payments can be made with a valid Credit Card or Debit Card, online bank transfers or cheque(s) made payable to “Plotpackers” or “Louise Truman Travel” where upon receipt we will endeavour to place the booking for you.
If a promised cheque is not received or does not clear upon presentation we hold the right to cancel the reservation.

Regarding trips involving Mount Kilimanjaro and Mount Everest, all bookings and payments are strictly non-refundable and non-transferable.

5. Financial Protection

Louise Truman Travel is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel, Package Tours Regulations” all passengers booking with Louise Truman Travel Ltd are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking information. Your money is fully protected and is held within an independent Trust Account, managed by Protected Trust Services Ltd of 307-315 Holdenhurst Rd, Boscombe, Bournemouth BH8 8BX and its Trustees, chartered accountants – Elman Wall Ltd of 8th Floor, Becket House, 36 Old Jewry, London EC2R 8DD.

6. Cancellation by Us

We may cancel the event or any part of it:
for safety reasons if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome; If we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers; If a supplier or suppliers are unable to host the event for any reason; If changes you wish to make to the booking mean it is uneconomical or impractical to hold the event. If we cancel the whole of the event we shall use our best endeavours to rearrange the event on a mutually convenient date, or provide a refund to you of the cost of your booking (subject to exclusions listed below). Save as above we shall be under no further liability to you for cancellation of the event or any part of it. This excludes any delay or cancellations resulting from acts of fire, natural disaster, strikes, or civil disturbance.

7. Cancellation by You

You may cancel your booking up to a period of 90 Days of the departure date and allocate your deposit to the final balance of a future trip, and any additional payments will be refunded in full. If you cancel within 90 Days of departure the cancellation fee is 100% of all payments made. All cancellations must be made in writing from the lead name on the booking via the “make a change” form on our manage booking page, located at www.plotpackers.co.uk

8. Failure to Provide an Event

If, due to reasons beyond our control, an event is unable to take place due to (but without limitation); closure of premises, the ceases of trading, a change in supplier management, weather restrictions, we will provide you and your group with an alternative event and if this is does not prove possible, a refund to you of the cost to us of the event. This excludes any delay or cancellations resulting from acts of fire, natural disaster, strikes, or civil disturbance.

9. Accommodation

If your booking includes accommodation, the named accommodation will remain confidential to Louise Truman Travel until the deposit has been paid.

10. Meals

Breakfast is not included with accommodation bookings unless otherwise stated. The type of breakfast you will receive will be confirmed upon arrival at your accommodation (this may be hot or cold regardless of your quotation). Restaurant meals may require a pre-order to be completed by the lead name of the group. This should be completed and returned to us, or the venue as required. If a pre-order has not been completed, we accept no liability for meals not provided or delays in providing the meals for you. You will not automatically be sent any menus and menus may be of limited choice from a set-menu for groups. We will endeavour to meet any specialist dietary requests for any member of your group, but cannot guarantee these requests. We accept no liability if our suppliers are unable to meet these requests in advance, or once at the venue. If your group arrives late then we accept no liability.

11. Alterations + Surcharges Applied By Us

If due to circumstances beyond our control it becomes necessary to substitute an alternative supplier, or make any other alterations to the event (including accommodation) we shall inform you of the changes as soon as possible. We will pay any additional cost due to such changes. If the changes are, in the view of “Louise Truman Travel” so substantial as to materially alter the event and you are unwilling to accept them then you may cancel the event and we will give a refund of the cost of the event to us. This excludes any delay or cancellations resulting from acts of fire, natural disaster, strikes, or civil disturbance.

12. Alterations made by You

We shall try to accommodate any reasonable changes you wish to make to the event. Alterations and amendment requests should be made with us and not end suppliers and should be made in writing to us by the lead name. These changes shall not be deemed accepted until we have confirmed in writing to you. If you wish to increase or decrease the number of persons participating in the event you may do this up to 90 days prior to the date upon which your event is due to start, any persons no longer joining can reallocate your deposit. Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event, but the request will only be considered if you communicate this over 90 days before your trip start date.

13. Your Obligations

You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the event. If you breach these obligations we may cancel or curtail the event or any part of it and in those circumstances you shall not be entitled to any refund. You shall take out personal travel insurance suitable for your needs (including delays for events involving travel by land, sea, or air) before the event.

14. Our Obligations

We shall take reasonable care and skill in arranging the event and comply with all applicable laws in relation to the event; where ever possible, re-schedule the event instead of cancelling or offer a refund to you of the cost to us of the event. All of the photographs and illustrations we use on our website and in literature (including quotations) we send you are for marketing purposes and may not entirely represent the actual products received (ie, weather conditions, alterations upon request).

15. Customer Feedback

If you have a problem whilst on your booking then you must contact the appropriate person(s) at the earliest opportunity, for example accommodation / restaurant manager. Unless there is a valid reason why you did not report your problem to the appropriate person(s), we will not consider ourselves liable for those complaints. If they are unable to resolve matters to your satisfaction then you must write to us within 7 days of the conclusion of the event. We will acknowledge any correspondence within 5 working days and endeavour to deal with the complaint as quickly as possible.

16. Contracts (Rights of Third Parties) Act 1999

No part of this agreement shall confer on any third party any benefit or right to enforce any terms of this agreement.

17. Free Place Promotion

Where offered, one free place shall be allocated to parties for social media giveaways as long as each booking meets the minimum required numbers stated on the individual booking(s) paying the full per person price. This is at the sole discretion of the company and (if applicable) the creator associated with a group trip.

18. Jurisdiction

This agreement shall be construed in accordance with the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to deal with any disputes arising between you and us or our suppliers.

19. waiver

All participants will be required to sign a waiver in order to attend their trip. Failure to produce a signed waiver prior to the trip start date will result in the participant’s trip being cancelled by us, and no refunds are applicable in this instance. The waiver can be found at https://plotpackers.typeform.com/to/MrVSzffJ

20. Changes to these Terms and Conditions

We may need to make changes to these terms and conditions. Any changes can only be made by us and not any third party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, all reservations will abide by the amended terms.