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1.1 These booking terms and conditions govern all bookings that you make with Worldwide DMC Ltd. of 223 Twickenham Road, Isleworth, London TW7 6DH. These may vary depending on whether you make a package booking or accommodation only or any other separate travel arrangement for individual component for FIT and Groups. These terms & conditions, together with the Sales Agreement, any Credit Agreement, the XML Booking Services Agreement (if applicable), any booking confirmation and any special conditions linked to the FIT Products or Group Products, shall form the entire agreement between Worldwide DMC and the Client. By making a booking, the Client acknowledges and accepts these terms & conditions, together with any appendices.
1.2 We act solely as an intermediary and not as a principle when making bookings for hotels or any other services we supply. We are therefore not liable for personal injury& illness, property damage or other loss or expense of any nature whatsoever arising directly or indirectly out of any actions of the company with which we booked or supplying the service we have reserved on your behalf.
1.3 Telephone Calls: We reserve the right to randomly record telephone calls to ensure that our customer service is constantly reviewed.
2.1 Each Booking request or an issued proforma - invoice shall be treated as an offer to enter into a formal legally binding contract on these terms & conditions which will be deemed to have been accepted by us only when we have transmitted to you our confirmation of the reservation. It is your responsibility to read any documentation and special conditions accompanying the booking and to ensure, in particular, that booking personnel is aware of the points noted as being the specific responsibility of the Client.
2.2 Booking requests will be invoiced according to our current tariff at the time when the booking is confirmed to you. We reserve the right to vary our tariff prices at any time on a notice to you as a result of trade fairs, changes in government taxes or other matters outside our control such as currency fluctuations, unavailability of regular ground suppliers, prior consumption of accommodation allocations etc.
2.3 Bookings may be made only for bona fide reservation. We may cancel bookings when they appear to us to have been made with the intention to hold space. Worldwide DMC rates provided are for re-sale in your Territory only (as defined in our Sales Agreement). You are not permitted to market Worldwide DMC rates online via your own B2C systems or any third party systems which operate a B2C website and/or are outside your territory as our contracted rates are market specific. In case there is any such booking where the provided nationality is not correct, the hotel shall charge the guest directly at their prevalent rates and still our contract with yourselves shall be valid and charged according to the contracted cancellation charges.
2.4 Bookings are usually confirmed as net rates and if we confirm with a gross, commissionable rate, in such event, our confirmation will include details of the commission due to you. If no commission details are mentioned it should be considered as net amount due to Worldwide DMC.
2.5 Name changes and amendments may result in the price being recalculated, depending on the latest availability and tariff from the supplier.
2.6 All the service vouchers shall be sent within 24 hours of the receipt of the full payment only and in any case where we have sent the vouchers prior to the receipt of full payment the same shall be null and void if the full balance is not cleared before the service start date.
2.7 Worldwide DMC will always do its best to ensure that confirmed bookings are accepted by the supplier. If it happens that a supplier is unable to accept a confirmed booking then we will do our best to provide you with a suitable alternative of the same standard and in the same location. We cannot guarantee in every case that the alternative accommodation booked by us or the original supplier will be of a matching standard or in the same location as that booked.
2.8 In the very unlikely event when your client checks into a hotel booked and confirmed by Worldwide DMC and the hotelier cannot provide the booked accommodation and informs the guest that they are fully sold out, it would be hotels sole responsibility to relocate the guest in the similar standard accommodation with no liability on Worldwide DMC. In case the guest does not like / accept the alternative property the guest must obtain a written confirmation from the hotel of full refund. Worldwide DMC takes every reasonable precaution to select hotels that are professionally managed so that any such occurrence is exceptionally rare.
2.9 In case of a confirmed booking where the guest alters their stay directly with the hotel or is dissatisfied with the room or services of the hotel, such concerns must be brought to the attention of the hotel management immediately and the hotel management must be given adequate opportunity to rectify the situation from the outset. In case still the guest persists on changing, upgrade or cancelling, the relevant cancellation policy shall apply as most hotels will charge us for all the nights booked during the busy period unless the guest obtains a confirmation letter from an authorized manager of that hotel stating that the change has been accepted and that no charges will be levied to us as a result of the change. We will require a copy of this letter within 15 days of the change date for the guest to qualify for any financial adjustment after that period any request for a credit or refund may not be accepted.
Accommodation star ratings are provided by the accommodation or service suppliers and are their own ratings obtained having inspected them. These frequently conform to the local area's understanding of the star ratings in order to provide consistency across different countries. Ratings also display our views of the overall "package" of quality, comfort, facilities, and service. They do not automatically mean that a specific facility is present and available. Accommodation ratings can also be higher or lower than official ratings, since the latter sometimes do not reflect the real standard of the hotel for bureaucratic or historic reasons. Most of the accommodations specify the contract as Room Only (RO) or Bed and Breakfast (BB) in which case we are unable to confirm and specify the type of breakfast that would be provided by the accommodations. Some hotels run a strictly non-smoking policy, It is your responsibility to check with the relevant sales office or the accommodation to make sure that the required services of your guest are booked correctly to avoid any disruption in the guest services.
3.13.1 Twin & Double Room. Since hotels often have many more twin rooms than doubles, they might occasionally allocate a twin even though a double room is reserved. If a double bed is of paramount importance for the booking, we suggest that you advise us of this using the remarks section and we will ensure that this is communicated directly to the hotel's reservation team. In many destinations and properties, all double rooms are made up of two single beds pushed together and made up as a double bed. Twin rooms may contain two single beds or one single bed and a rollaway.
3.2 Triple & Quadruple Room. Triple and quad rooms may not always contain three or four separate full size single beds. One or more folding beds may be used. A family room may be a better choice in some properties as their layout is specifically designed with extra space in mind, it is your responsibility to advise our sales or operations staff of the exact requirement of your guest to enjoy a comfortable stay
3.3 Check-in and Check-out times may vary from hotel to hotel. Check-in cannot normally be guaranteed before 15:00 hrs. and check-out is normally necessary by 11:00 hrs.
3.4 Bookings with ten guests or more are considered as a group booking. Groups can often benefit from lower prices per guest but the property has the right to apply certain pre-conditions that will be made clear at the time of booking. Group bookings must never be split into multiple smaller bookings as in this case if the hotel suspects this to be a part of a group booking reserve the right to cancel the booking completely. The individual hotel's payment and cancellation policy regarding group bookings will be confirmed with each group reservations enquiry.
3.5 All the additional requests of your guests for the hotel like adjacent rooms, rooms on higher floors, room with a bath tub etc. shall be passed on to the supplier but we cannot guarantee that the same shall be provided. It is at the hotels sole discretion and availability to provide the same to the guests.
4.1 For Airport & Hotel pick-ups our drivers would meet the guest with the name placard at the arrivals hall / hotel reception. The guest should not leave the relevant location without contacting us. In case the client decides to leave the location without informing us there shall be no refund/ compensation applicable.
4.2 In case of departure transfer we recommend to pick up the guest atleast 4 hours before the schedule departure time. Any unforeseen situation including vehicle break down, accidents, traffic jams etc. which may affect the services, we shall try our utmost best to replace the vehicle at the earliest possible availability but shall not be liable for any compensation for missed departures.
4.3 By default luggage is limited to one check-in baggage and one small handbag per person, in case of any excess baggage carried by the guest which is more than what is mentioned on our service voucher and if it does not fit in the vehicle supplied by us, the driver shall leave the guest and no refund/ compensation shall be applicable. It is your responsibility to inform our team of any such issues well in advance to avoid any disruption of the services to the guest.
4.4 The driver shall wait for the guest up to a limited time as mentioned on our service voucher after which he may leave the location and no refund/ compensation shall be applicable. To avoid such instances please advise the guest to inform us in case of any such unforeseen delays, where in we shall be contacting the driver and asking him to wait and any such additional waiting time shall be charged directly to the guest.
4.5 Attraction tickets & tours are only valid and applicable on the date and time mentioned on our service vouchers. In case the guest wishes to change any of the booked attractions or tour, they should contact our team and we shall endeavor our best to do the relevant changes with the supplier if possible, in case the supplier is unable to do any changes, and the guest is unable to take attraction / tour it would be considered a NON REFUNDABLE service in any shape or form.
4.6 It is the sole responsibility of the guest to carry the service vouchers and exchange it in lieu of the services. It is the guest’s responsibility to make their own way (unless mentioned in the service voucher) and arrive at the attraction / tour departure point at least 15 minutes before the mentioned service time on the voucher. No refunds are offered to any guest if they are late / cannot find the attraction or the tours pick up point.
4.7 As we act solely as an intermediary we shall upon request send you the inclusions of the Attraction tickets & tours provided to us by the supplier but in any case at the time of providing the services if there is a change in the services we shall not be liable for the same. Although in case of cancellation of the services or any adverse changes we shall liase with the supplier to arrange a refund for the same.
4.8 The supplier has the right to refuse the services if the guests are late or intoxicated and no refund shall be provided in such instances.
5.1 Payment in full for all Products must be made in the currency specified on the invoice and should reach Worldwide DMC’s bank account by the due date mentioned on the invoice. If the full payment has not been received by the due date in accordance with these terms we reserve the right to cancel this and any future booking you have already made.
5.2 Worldwide DMC will never pay a supplier before receiving the full money from the client and shall not be liable for any consequences arising due to the steps taken by our suppliers because of pending payments.
5.3 Worldwide DMC reserve the right to vary prices at any time as a result of changes in taxes, changes in trade fairs and special event periods, we will only increase the price on an existing confirmed booking if a change in tax is forced on us by our supplier. or when a currency movement is in excess of 2%. Similarly in case of a Proforma invoice, if between the issue date of the Proforma Invoice and the date when the funds are remitted to us there is a currency movement in excess of 2 % on the exchange rate you shall be required to pay the for the difference of the amounts.
5.4 Incase of cancellation it is client’s responsibility to ensure that the required cancellation notification (via email/fax) is received by Worldwide DMC. Incase of non-receipt of cancellation notification before the cancellation deadline, booking will be considered as confirmed and client will be liable for cancellation charges applicable.
For payments in GBP to:
For payments in EUR to:
For payments in USD to:
5.5 It is the client’s responsibility that all payments received into the Worldwide DMC account are inclusive of all remittance charges and would require the invoice amount to be remitted in full in our account. Following are the accounts for your reference:
5.6 For credit account (which requires separate FIT Credit Agreement to be signed) customers invoices will be issued based on the commencement date of the service. Payment in full for the previous calendar month’s invoices will be issue on the last day of the month and the payment must reach us by the 7th day of the current calendar month. It must be made in the invoice currency by bank transfer to our relevant bank account and you must send us the remittance advice stating our invoice number(s) and amounts paid per invoice showing a total which is equal to the payment remitted. Immediate payment on demand is required in all cases where you exceed your monthly credit limit or your account may be suspended and your bookings may be cancelled.
5.7 As mentioned in the above points all invoices must be paid in full. Deductions are not permitted. If there is any item you wish to dispute in any invoice, we must be sent all details of the dispute in writing within 15 days of the issue date of the disputed invoice(s). Claims made after this period will not be considered by us. Worldwide DMC shall not accept the non-payment of undisputed invoices because of a dispute with another invoice.
5.8 Credit card payments will be accepted at a charge of 2.85% for Visa, Master Card & American Express will only be charged once we receive a fax or email with the clear copy of the credit/debit card (both front and back side) and a form of authorization containing: booking reference, invoice amount, name on the credit card, number of the credit card, expiry date & signature of the credit card holder. The fax should be sent to: Worldwide DMC Accounts Dept.; fax number: +44 20 8569 7989, or by e-mail to: firstname.lastname@example.org
Very important: For all the bookings paid on our B2B portal ( www.wwdmc.com ) or via email, we shall accept the credit/debit cards with the name of the Company/ director / proprietor/owner management of the Tour Operator/ Agency would be accepted. Any other 3rd party cards or the staff of the Tour Operator/ Agency shall not be accepted. In exceptional circumstances we can arrange to accept payment by credit card of 3rd party provided the client sends us fax or email with the clear copy of the credit/debit card (both front and back side) and a form of authorization containing: booking's reference, invoice amount, name on the credit card, number of the credit card, expiry date, signature of the credit card holder. The fax should be sent to: Worldwide DMC Accounts Dept.; fax number: +44 20 8569 7989, or by e-mail to: email@example.com. In the event of any chargebacks, unless we have otherwise agreed with you in writing, you will indemnify Worldwide DMC in full for the amount of any chargeback. All the cards shall be charged in GBP and the conversion rates (if applicable) may vary depending on your host bank.
For all Bookings unless your confirmation invoice specifies different cancellation charges, the charges below shall apply:
6.1 FIT Bookings: All suppliers have their own cancellation policies and you will be liable to pay any cancellation charges that the supplier may levy. In most cases of the accommodations, these charges are equivalent to the first night of the stay when cancellation is later than 48 hours prior to the guest's arrival in the hotel. No show is subject to full cancellation. All theatre, Airline tickets, Seat in Coach Tours, Restaurants bookings, Sports Match tickets and train tickets are prepaid by us as these components attract 100% cancellation charges. No refunds will be made for amendments or cancellations.
6.2 Accommodation Renovation: to maintain high standards of service the accommodation properties continuously do renovation, building works or refurbishment work which may result in certain services or facilities being unavailable. We regret that we have no control over this and cannot accept liability if the enjoyment of the guest is adversely affected. It is your responsibility to check with the hotel before you confirm any bookings with Worldwide DMC. no refund/ compensation shall be applicable in any shape or form.
6.3 Group Bookings: Any booking consisting of 10 or more passengers shall be classified as a Group Booking. Once we have reconfirmed the services and have received a deposit then any booked services including Hotels, Coach, Guide, Attractions, Meals shall be bound under the contract with the payment and cancellation terms as follows.
• 15% of the invoiced amount to be paid at the time of booking confirmation
• 50 % of the invoiced amount to be paid by 31 days prior to the start of first service date.
• Balance amount to be paid by 15 days prior to the start of first service date.
• 15% - Non Refundable booking deposit
• 25% of invoiced amount in case of notice received 29-21 days prior to scheduled date of arrival.
• 50% of invoiced amount in case of notice received 20-15 days prior to scheduled date of arrival
• 75% of invoiced amount in case of notice received 14-07 days prior to scheduled date of arrival
• 100% of invoiced amount in case of notice received 06-01 days or less prior to scheduled date of arrival
• Room amenities like water bottles, tea-coffee maker, mini bar, air-conditioning, internet etc would completely depend on the hotel’s policy.
• Room configuration or rooming list with all guest’s names, would be required 07 days prior to the check in date.
• Requirement of any specific meal(s) should be informed 14 days prior to the start date of service.
• Once restaurants are finalized and cuisine type confirmed, no changes or cancellations of the same would be possible and shall be under 100% cancellation.
• Corkage charges would be applicable in case the guest brings their own liquor.
• Once attraction ticket(s) have been confirmed and vouchers issued, no amendments / cancellations would be allowed and shall attract 100% cancellation charges.
• Price per person is subject to change, in case of change in the total number of pax once the group is finally confirmed.
• Any additional consumption of meals, liquor, water or juices in the restaurant, other than confirmed at the time of booking shall be paid by either the guest or by their tour leader.
• Any consumption of payable amenities (such as mini-bar, water bottles etc.) in the hotel room or damages occurred during the stay of the guests, would be paid by the guest himself or by their tour leader
• In case of any security amount required from the hotel at the time of check in, the same needs to be provided by either the guest or the tour leader.
• Requirement of smoking / interconnecting / double / twin / quad room or upgrades for tour leader would be subject to availability at the time of check in.
• FOC accommodation or services would be subject to confirmation as per hotel, restaurants or attraction's FOC policy.
• Any addition of an adult or a child to the booked / confirmed group shall be charged at the current pricing and availability.
• Any physically disabled guest’s information should be conveyed well in time, to enable us to inform the relevant service providers.
• Additional hour’s usage of coach or any vehicle more than pre-decided number of hours per day, would be chargeable.
• Routing of the coach would be followed as per the confirmed itinerary and if the guests insist on changing the same shall be chargeable.
• In case any or all guest(s) decide not to take a pre booked service like meals, attractions etc. shall be completely non-refundable in any shape or form.
6.4 We have the right to cancel any booking, in case of an error or a mistake made by us or the hotel regarding a rate, an allocation or a booking in which case we will not be obliged to pay you any compensation other than to refund any sums paid by you to us for such booking.
6.5 All the accommodation bookings when quoted and booked off line are quoted with an average daily rate and incase of a cancellation of partial nights we shall refund you the days for which the hotel has agreed to refund us and on the actual daily rates of those unused nights only and not on the average rate.
6.6 Worldwide DMC shall not be liable to you if we are unable to fulfill a booking by reason of Natural Disaster (fire, earthquake, flood, snowstorm, epidemic, explosion, strike, riot) civil disturbance, war, act of God, any failure or delay of any transportation, power or communications system or any similar events beyond our control. We will always, in any of these circumstances, do our best to provide alternative arrangements or refund any sum already paid unless we are bound by contracts with our suppliers which preclude us from obtaining a refund from them to pass on to you.
6.7 We will make a refund for those bookings which have been paid for in full and subsequently cancelled or amended provided that those bookings are eligible for refund in accordance with the relevant Cancellation and Amendment policies referred to in these terms and conditions. Where payment has been made by debit/credit card, any refund will automatically process to the original credit/debit card account that was used to pay for the booking and no other methods of refund will be possible. In all other cases the payments shall be made in the same mode and by the same branch where originally the funds were received. Refunds may take several working days to process and may attract an administration charge of upto £25 per refund.
6.8 In case of Visas Assistance letter provided by Worldwide DMC we shall require a 10% non-refundable deposit which shall be adjusted against the final payment of the invoice or shall be refunded back only once we receive a copy of rejection letter along with the refusal stamp on the passport.
7.1 We act only as an intermediary in making arrangements for hotels, transportation or any other services. As such we are not liable for personal injury, illness, property damage or other loss of expense of any nature whatsoever arising directly or indirectly out of any actions of hotels, transportation company or other company or person providing or rendering services reserved through us.
7.2 We shall not be liable for any loss (direct, indirect or consequential) or third party claims (including any cancellation fees) suffered as a result of any incorrect or incomplete details in your booking.
7.3 Worldwide DMC's maximum liability to you for all claims (including negligence) arising under each Booking is limited to a maximum amount paid to us by you for that particular component of the booking.
7.4 We are responsible only for making reservations for hotels and other services for you and your customers, and do not provide, or in any way control, or make checks on, any of the hotels or other services you book. Our responsibilities are limited to making the booking in accordance with your instructions. Accordingly we shall not be liable to you or your customer for any injury, illness, death, loss, damage, accident, theft, delay or any other irregularity that may arise directly or indirectly out of any actions of hotels, other service providers, company or person rendering or providing services reserved through Worldwide DMC or in connection with the customer’s stay at the hotel unless these are solely due, or to the extent that they are due, to our negligence or default.
All services offered by Worldwide DMC are governed by English Law and subject to the jurisdiction of the English Courts.
This agreement will be in force for a period of One years from the date of signature and can only be terminated by 3 months written notice by either party.
Signed in duplicate copies at London on the day, month and year above specified.
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