Documentation

Confirmation

The confirmation of your booking is the legal contract that is in place between the lead passenger and the travel providers utilised for your trip and Travelsoon.com.  You are bound by the booking conditions of each operator and Travelsoon.com.  It is the responsibility of the lead passenger to ensure that all details on the booking confirmation are correct and accurately detail the trip that you requested Travelsoon.com book on your behalf.  It is imperative that any errors or discrepancies are immediately reported to Travelsoon.com immediately upon receipt of paperwork as no responsibility will be accepted for inconvenience experienced or costs incurred if this is not adhered to.

Tickets/Vouchers

You will need a separate voucher or ticket for each aspect of your trip.  All the paperwork that you need will be sent to you prior to your departure by Travelsoon.com.  This is normally sent via email unless you have specifically requested that postal copies be sent, for which you would have paid a supplement at the time of booking.  Some flight tickets are still produced in paper format and these will be posted to you free of charge.  It is your responsibility to ensure that you have received all of the documentation that you require prior to your departure as Travelsoon.com will not accept any responsibility for any problems incurred as a result of you travelling with incomplete documentation.

Postal Documents

Travelsoon.com is committed to reducing its carbon footprint and as such adopts a minimum waste policy.  All documentation is issued via email in-line with our on-line business model.  In the event that the client wishes to receive any documentation via the post a £5.00 charge will be levied which must be paid before the documentation can be issued.  This charge is applied at the time of if you do not have an email address, and by administration if clients subsequently wish to have documents posted instead of emailed.

Email Documents

Due to the size of the documentation that is being issued by Travelsoon.com, the confirmation document and the vouchers may be considered to be spam/junk/bulk by your email provider.  Please ensure that you save our email address to your safe senders so that the mail is delivered correctly.

Payment Terms

Payment Terms including Debit & Credit Card Charges

The payment methods that Travelsoon.com accepts are payment cards, cheques or bank transfers.

Travelsoon.com imposes an authorisation fee on any card transaction at the rate of 1.25% on debit cards and 2.75% on credit cards and 3% on AMEX cards.

Balance Due Date and Late Payment Fees

It is the responsibility of the lead passenger to ensure that Travelsoon.com receives cleared funds by the specified date on the booking confirmation.  This is normally, but not exclusively, twelve weeks prior to departure.

Failure to receive cleared funds by the date specified on the booking confirmation will result in a £25.00 late payment fee being applied to your booking, which cannot be waivered or reduced under any circumstances. If payment is not received within a further week a second reminder letter will be sent with a further £25.00 being levied. Failure to pay after this second letter will result in one final letter being issued with a further £25.00 fee being applied to your booking.

If payment is not received within three days of receipt of this last letter, Travelsoon.com reserves the right to cancel your booking due to non-payment.

If you are experiencing difficulties meeting the specified deadline for payment, please contact our Administration Department, who in some circumstances may be able to assist you with a payment extension.

Legal Requirements for Travel

Passport, Visa and Health Requirements

Travelsoon.com cannot advise on the legal requirements appertaining to passport, visa and inoculation requirements.  It is the responsibility of the lead passenger to ensure that all party members travelling have the correct documentation for travel by checking with the relevant embassy or tourist board.

Advanced Passport Information (API)

Certain airlines require you as the client to provide them with the passport details of every passenger travelling prior to your departure.  This is in accordance with government legislation.  It is the responsibility of the lead passenger to ensure that the passport details for each passenger are submitted to the flight provider prior to departure via the link and details that Travelsoon.com provides you with.  Failure to provide this information may result in charges being levied at the airport or you being denied boarding.  If you require Travelsoon.com to log the passport details a charge of £15.00 per person is levied for processing this.

Amendments / Cancellations to the Booking

Amendments made by you the Client

Any amendment or cancellation can only be actioned by the lead passenger on the booking.  Travelsoon.com makes an administration charge of £25.00 per person over and above that of the supplier’s charges.  Please note that the supplier’s charge can vary, and any quotation given is only valid for the duration of that quotation.  When a change is actioned and a balance is outstanding, the administration fee must be paid at the time of the change, and cannot be added to the balance of the booking.

Cancellations made by you the Client

Cancellation requests can only be accepted from the lead passenger on the booking.  If you wish to cancel your booking, the amount charged will depend on the amount being charged by the Travel Provider.  Travelsoon.com imposes a £25.00 cancellation charge over and above that of the Tour Operator’s charges.  Any cancellation within 12 weeks of travel results in 100% loss of monies paid.  Cancellation invoices can be issued for insurance purposes.  All scheduled airlines and low cost carriers charge 100% loss of monies paid for cancellations from the point of booking.

Amendments made by the Tour Operators

Any booking is subject to changes by the travel provider with whom your contract lies.  Such changes include, but are not exclusive to, flight time changes, airport changes and airline changes for the flight element.  Any change that occurs will be in accordance with the terms and conditions of the flight provider.  Accommodation changes can also be actioned as on occasion the Travel Provider may be unable to provide the accommodation that you originally booked.  The changes that are actioned will be in accordance with the terms of the accommodation provider.  The facilities at the hotel may differ but wherever possible they will endeavour to provide you with the same star rating, board basis, room type and resort.

As Travelsoon.com does not sell package holidays, all elements of your trip are made as separate components and as such any change that is actioned to one aspect may affect another component that you have booked. Any subsequent change that you need to action to the other components is subject to availability and any additional costs.  Travelsoon.com will not be held liable for any additional costs that are incurred as a result of changing the other elements of your trip accordingly.  If you have booked two separate flights to connect your journey and one is delayed, Travelsoon.com does not have any responsibility to you should you miss the connecting flight.  Travelsoon.com is not responsible for any elements of the trip that you have booked independently.

Travelsoon.com will endeavour to inform you in a timely manner of any changes that we are notified of by your Travel Providers but they do reserve the right to notify you of any changes on arrival at the airport or hotel.

Force Majeure

Travelsoon.com does not accept any responsibility for loss or delay, cancellation or alteration of travel arrangements caused by circumstances due to Force Majeure.  This includes, but is not exclusive to, war, threat of war, riots, civil strife, industrial disputes, fire, adverse weather conditions, natural disasters, nuclear disasters, government activity, terrorist activity and all events that are beyond the direct control of Travelsoon.com.

The Accommodation Booking

Hotel Grading

All hotels have an official star rating which is calculated based on the facilities and amenities on offer.  The Travel Provider will award its own star rating based on their own experience and their client’s feedback.  This may differ from the official star rating that the property has been awarded.  Official ratings are awarded by the local tourist board of the country that you are visiting and so standards will differ from country to country.  All hotels will adhere to the health and safety standards of the country in which they are operating.

Hotel Facilities

Facilities may be withdrawn or closed at the discretion of the hotelier depending on the Season that you are travelling in, and no compensation is payable for this.

All Inclusive Ratings

The levels of All Inclusive do vary and it is your responsibility to ensure that the appropriate level that you requited has been booked for you as detailed on your booking confirmation.

Light All Inclusive - The Light All Inclusive programme is based on a Full Board basis Plus drinks which include unlimited locally produced drinks including spirits, beer and wine, soft drinks and mineral water for a specified period of the day. All the other activities & conditions are as per hotel description and can incur a cost should that be the case

Bronze All Inclusive - The Bronze All Inclusive programme includes full board, local alcohol drinks, beverages and snacks.

Silver All Inclusive - The Silver All Inclusive programme includes all of Bronze plus sports (tennis and some water sports - except

Egypt, where water sports are prohibited due to government laws in regards to the protection of the coral reefs), drinks between 10.30 and 23.00, minimum two restaurants (main restaurant and snack bar

Gold All Inclusive - The Gold All Inclusive programme includes all of silver plus minimum 3 bars,3 restaurants/snack bars, international imported drinks, mini bar in the room (regularly filled) or drinks 24 hours a day.

Check-in & Check-out Times

These are at the discretion of the hotel but the travel industry norm is a check-in of 14:00 and a check-out of 11.00.  Late check-out can be arranged locally with the hotel, for which a surcharge may apply.  If you are travelling on a late night flight and arrive at the hotel in the early hours of the following morning, the accommodation will be booked from the night before, enabling you to check-in upon arrival.

Holiday Extras

Holiday Extras

Travelsoon.com reserves the right to make a £5.00 administrative fee over and above the cost of the service that you are purchasing for any extras that are added to your booking after it has been confirmed.  These include but are not limited to luggage, in-flight meals, pre-bookable seats, transfers, car parking, car hire, insurance and room upgrades.

Boarding Passes

If Travelsoon.com has booked your flights with certain low cost airlines then as detailed on the flight confirmations / receipts that are issued, boarding passes may be required to be printed for both sectors of your journey prior to your departure.  Failure to follow the flight provider’s instructions may result in charges being levied at the airport.

Luggage Allowances

If you have purchased checked-in luggage and are not just travelling with hand luggage, the allowance permitted will vary from 10kg to 23kg depending on the airline that you are travelling with.  The amount permitted will be detailed on your flight itinerary / tickets.  If you are unsure of this it is your responsibility to check this prior to your departure as Travelsoon.com will not accept any responsibility for costs incurred if this is not adhered to.

Car Hire

The lead driver must be in possession of a credit card that will be swiped as a security deposit.  Debit cards are not acceptable.  The driver must be in possession of a full clean driving licence and must travel with both the paper and photo parts of their licence.  You must be a minimum of 21 years of age to be able to hire a car, and for any drivers under the age of 25 years, a surcharge will be applied by the car hire company.

Insurance

It is the responsibility of the lead passenger to ensure that adequate insurance cover is in place for all clients travelling.  For any policies that have been purchased through Travelsoon.com it is the responsibility of the client to ensure that they are in receipt of the relevant insurance policy document prior to travelling and that all existing medical conditions have been declared.  All dates of birth have to be logged correctly as the premiums are calculated based on such information.  Any incorrect information given may invalidate any claim for which Travelsoon.com does not accept any liability for.

You the Client

Non-UK Nationals

It is the responsibility of the lead passenger to advise Travelsoon.com of the nationalities of all passengers travelling as some hotels in certain countries have restrictions on the nationalities of their guests and we will need to check this prior to booking.

Pregnant Travellers

If you are 28 weeks pregnant or more, you will need a doctor’s note to confirm that you are fit to fly and you will also need to ensure that you have adequate travel insurance cover in place.  You are not permitted to travel if you are 32 weeks pregnant or more.

Minors

It is the clients’ responsibility to advise us if all the passengers who are travelling are under the age of 18 years as Travelsoon.com will need to check with the airline on their conditions of carriage and with the hotel regarding any relevant age restrictions.

Disability

Travelsoon.com is committed to ensuring that the trip meets your requirements and needs.  In order for us to do so it is imperative that you inform us of your individual circumstances so that we can check the suitability of the elements that we are booking for you.

Complaints Policies & Procedures

Problems in Resort

In the unlikely event that you experience any problems whilst you are in resort you must first report to the reception of your hotel to see if they can assist you.  The next step is to contact the local Representative of the accommodation provider via the telephone number detailed on your accommodation voucher.  If your issues cannot be resolved Travelsoon.com must be notified via our telephone number detailed on the paperwork (0844 482 3095) so that as your agent we can endeavour to assist you and liaise with the travel providers on your behalf.  Failure to comply with this procedure may impact on your ability to submit a claim upon your return.

Complaints Procedure

Travelsoon.com is committed to providing high levels of customer care.  In the unlikely event that our standards have fallen below the level that you would expect then we want to know and welcome your comments and feedback.  All complaints must be received in writing from the lead passenger on the booking within 28 days of the return date of travel.  Travelsoon.com will endeavour to respond to all complaints in accordance with Abta guidelines, which state that all complaints will be acknowledged within 14 days and a full response will be issued within 28 days of the acknowledgment date

Complaint Escalation

In the event that a complaint is not resolved to your satisfaction, Abta provides an Arbitration Scheme so that you may raise a complaint directly with them.  Full details of this service can be found on their website.