General Travel Conditions of the Travel Disputes Committee for Package Travel Agreements by Azure Escapes:
Article 1: Scope
These general conditions apply to package travel agreements booked from July 1, 2018, and are governed by the Law on the Sale of Package Travel, Linked Travel Arrangements and Travel Services of November 21, 2017.
Article 2: Information from the Organizer and Retailer Before the Conclusion of the Package Travel Agreement
The organizer and, if applicable, the retailer must provide the traveler with:
Legally required standard information, and if applicable, details such as:
Main characteristics of the travel services (destinations, route, accommodation, meals, excursions, transport, etc.)
Whether the services are group-based
Language used for tourist services
Suitability for persons with reduced mobility
The total price and any possible additional costs.
Payment terms.
Minimum number of participants and deadline for cancellation if that number isn’t reached.
General passport/visa/health requirements.
Statement that the traveler may cancel with a termination fee.
Information about cancellation and/or assistance insurance.
This pre-contractual information becomes part of the agreement and can only be changed by mutual consent.
Article 3: Information by the Traveler
The traveler must:
Provide all relevant personal details for themselves and accompanying travelers.
Accept responsibility for any extra costs caused by providing incorrect information.
Article 4: The Package Travel Agreement
Upon concluding the agreement, the organizer or retailer provides confirmation on a durable medium (e.g., email, paper, PDF). The contract includes:
Special requests accepted by the organizer
Liability statement of the organizer
Insolvency protection contact details
Local representative contact information
Traveler’s obligation to report non-conformity
Complaint procedures
Traveler’s right to transfer the contract
Before departure, the organizer must also provide tickets, vouchers, and itinerary information.
Article 5: Price
Price increases are only allowed under specific conditions (fuel costs, taxes, exchange rates) and must be calculated and justified clearly.
If the increase exceeds 8%, the traveler can cancel without penalty.
Price reductions must be passed on to the traveler in case of cost decreases.
Article 7: Transferability
The traveler may transfer the agreement to another person who meets the conditions of the trip, provided:
Notification is made at least 7 days in advance
Additional transfer costs are paid
Both the original and new traveler are jointly liable for payment.
Article 8: Other Changes by the Traveler
Any requested changes may incur additional costs.
Article 9: Changes by the Organizer Before Departure
Only minor changes can be made unilaterally if stated in the contract.
Major changes (e.g., essential service changes or price increases >8%) require the traveler’s approval.
If declined, the traveler is entitled to a refund or alternative trip.
Article 10: Cancellation by the Organizer Before Departure
Allowed if:
The minimum number of participants is not met (with specified notice)
Due to unavoidable and extraordinary circumstances
In both cases, the traveler is entitled to full reimbursement without extra compensation.
Article 11: Cancellation by the Traveler
Travelers may cancel at any time before departure, possibly paying a cancellation fee based on timing and potential cost savings.
No fee is charged if cancellation is due to extraordinary circumstances at the destination.
Refunds must be issued within 14 days.
Article 12: Non-Conformity During the Trip
The traveler must immediately report any service not provided as agreed.
The organizer must remedy the issue unless it is impossible or disproportionally costly.
If not resolved, the traveler may:
Remedy it themselves and request reimbursement
Receive a price reduction or compensation
Cancel the trip in serious cases and be repatriated if necessary
Special protection applies to vulnerable travelers, including persons with limited mobility, pregnant women, unaccompanied minors, etc.
Article 13: Traveler Liability
Travelers are liable for any damage caused due to their fault or breach of the agreement.
Article 14: Organizer and Professional Liability
The organizer is responsible for all included services, even if performed by third parties.
Retailers established in the EU are also liable when the organizer is based outside the EEA, unless proof of compliance is shown.
Article 15: Price Reduction and Compensation
Travelers are entitled to:
Price reductions for non-conforming services (unless it was the traveler’s fault)
Compensation for damages unless caused by:
The traveler
A third party outside the agreement
Unavoidable and extraordinary circumstances
Article 16: Obligation to Assist
The organizer must provide assistance if the traveler is in difficulty, including help with:
Medical services
Finding alternative travel
Communication
If the traveler is at fault, the organizer may charge reasonable actual costs for assistance.
Article 17: Complaints
Complaints before departure must be reported promptly to the organizer or retailer.
Complaints during the trip must be reported on the spot.
Unresolved complaints can be filed after the trip, also in a provable manner.
Article 18: Mediation Procedure
Parties must first try to resolve disputes amicably.
If unresolved, they can voluntarily engage the Travel Disputes Commission for mediation.
Any agreement reached will be binding and written.
Article 19: Arbitration or Court
If mediation fails, parties may pursue arbitration or legal proceedings.
Travelers are never obligated to accept arbitration.
The organizer/retailer can refuse arbitration only if the claim exceeds €2,500, within 10 days of notification.
Arbitration decisions are final and binding.
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0. Special Travel Terms and Conditions
These Special Travel Terms and Conditions are an addition to the General Travel Terms and Conditions. In the event of any contradiction, the General Travel Terms and Conditions shall apply.
1. Registration, Invoicing, and Payment
1.1 The traveler is registered after electronically confirming the registration form and after payment of the deposit.
The deposit and balance invoices are sent via email and confirm the booking. The deposit, at a minimum of 30%, must be paid within 3 days of receipt of the order form. If the deposit is not paid within 4 days, Travel Events (Azure Oceans / Azure Escapes) reserves the right to cancel the booking, resulting in cancellation fees (as detailed below). Non-payment of the deposit does not constitute a cancellation of the contract and will still result in cancellation fees.
1.2 The organizer, or the reseller if applicable, reserves the right to refuse a traveler’s application if the traveler:
1° Previously participated in a trip organized by the organizer or reseller and received a negative evaluation from at least two tour guides or one guide and one fellow traveler due to causing disturbance and/or damage to fellow travelers, guides, third parties, accommodation, or otherwise.
2° Has a physical limitation that does not match the required physical condition for the trip as described on the website or brochure, thereby jeopardizing the proper progress of the group tour.
3° Requires specific facilities not available at the accommodation and for which the organizer would incur disproportionate costs to accommodate.
1.3 Any payments made by the traveler to Travel Events (Azure Oceans / Azure Escapes) will be refunded in case of refusal of the registration by Travel Events.
1.4 Upon receipt of the deposit or full payment, we will send a confirmation of your registration. The full amount must be paid no later than 12 weeks prior to departure. If payment is not made by that time, Travel Events reserves the right to cancel the booking and charge cancellation fees (as outlined below).
1.5 Persons registering less than 12 weeks before departure must pay the full amount in one transaction within 2 days of receiving the invoice. Travel Events reserves the right to cancel the booking in case of late payment.
2. Cancellation by the Participant
2.1 If the traveler wishes to cancel their Origin Expeditions trip, a registered cancellation must be sent to Travel Events, Middenlaan 87 B3, 8400 Ostend, Belgium. The traveler must also notify Travel Events as soon as possible by phone or email.
2.2 If the traveler cancels their booking, they are required to pay the following cancellation fees, unless covered by Article 11.1 of the General Travel Terms and Conditions:
From the date of registration to 91 days before departure: 30% of the total travel price
From 71 to 90 days before departure: 40%
From 51 to 70 days before departure: 50%
From 31 to 50 days before departure: 80%
From 0 to 30 days before departure or no-show: 100%
These may be increased with cancellation fees for plane, train, ferry tickets, or additional supplier costs.
For all trips, the above fees are increased by any booked insurance premiums.
Cancellations of flight tickets and issued activities will always incur 100% charges, regardless of cancellation date.
3. Changes at the Request of the Participant
3.1 Each participant has the right to make changes to the booking free of charge up to 2 calendar days after receipt of the invoice. A participant may be replaced by another person if they reimburse the resulting costs.
3.2 Other change requests after 4 days from receipt of invoice (such as destination/date changes, early arrival, etc.) will incur additional administrative charges.
3.3 Change fees up to 60 days before departure: €25 administration fee plus any supplier-imposed charges (e.g., name changes for flights, change in accommodation type, etc.).
3.4 Change fees within 60 days before departure follow the cancellation policy. Any refunds will be reduced by admin/change fees and applicable insurance premiums.
3.5 The person transferring the package agreement and the person accepting it are jointly liable for the full payment and any resulting additional fees or costs.
4. Travel Costs
Published prices are per person and include VAT. The agreed price is fixed and includes all mandatory services unless a clear material error is identified. The price may be adjusted up to 21 calendar days before departure due to:
1° Transport costs, including fuel.
2° Taxes or charges related to included services.
If the price increase exceeds 10%, the participant may cancel free of charge and will be refunded in full. Such cancellations must be submitted in writing within 5 days of the price increase notice.
5. Cancellation and Modification by the Organizer
5.1 Travel Events may cancel a trip entirely or partially if extraordinary circumstances arise before or during the trip that were unforeseeable at the time of sale and which would have prevented the trip had they been known.
5.2 Travel Events may cancel up to 20 days before departure if the minimum number of participants is not met. In such cases, the traveler is refunded in full. Travel Events may adjust the program or accommodations post-confirmation and will inform travelers promptly.
5.3 Sudden snowfall, storms, local conditions, or external events (e.g., political unrest, strikes) may necessitate changes to the itinerary. These may affect routes, excursions, accommodations, and transport. The organizer will minimize the impact but no extra rights may be claimed due to such changes.
5.4 For guided group trips or excursions, if changes are necessary due to unforeseen circumstances, the guide will seek equivalent alternatives based on participant preferences. The guide has the final decision. Any additional costs may be charged to the traveler.
5.5 These changes may exceptionally lead to deviations in routes, excursions, accommodation, or transport from those stated in the brochure. The organizer must offer alternatives preserving the character of the trip as much as possible.
6. Liability of the Organizer and Guides
6.1 The organizer’s civil liability is covered by the mandatory professional insurance.
6.2 The organizer is not liable for force majeure such as regulatory changes, flight delays or cancellations, accidents, strikes, weather, or natural events. Related costs are the traveler’s responsibility.
6.3 The organizer and guide are not liable for detentions due to travelers violating local laws. Consequences are borne by the traveler.
6.4 The organizer is not liable for damage or injury during walks or treks caused by incorrect use of maps, GPS, or route descriptions. The traveler’s own decisions are binding.
6.5 Due to the adventurous nature of some trips, third-party services abroad are judged by local standards.
6.6 Travel Events is not responsible for or supervising the leisure activities of (minor) participants. Parents, not guides, are liable for careless or abnormal behavior.
6.7 Travelers are responsible for vaccinations. Organizers are not medically qualified; travelers should consult a doctor. Health issues must be disclosed upon registration.
6.8 Travelers are responsible for baggage and currency formalities. Non-compliance with local laws is at the traveler’s expense. Travel Events provides appropriate assistance but may charge a reasonable fee if the issue results from the traveler’s intent or negligence.
6.9 Unless otherwise legally limited, any compensation payable by Travel Events is limited to three times the total package price.
7. Formalities
7.1 Personal data must be filled in truthfully upon registration. Travel Events uses this for ticket bookings and is not responsible for errors. Costs due to incorrect data are the traveler’s responsibility.
7.2 Travelers must carry an ID card valid for at least six months after return. Non-Belgian nationals must consult their authorities regarding necessary formalities.
7.3 Travelers must declare any health risks at the time of registration. They must inform Travel Events of any medical treatment or medication that could affect the trip. Damages due to misinformation are the traveler’s responsibility.
8. Travel Conduct
8.1 The traveler must follow the guide’s instructions for safety and group cohesion. Violations may result in exclusion without refund.
8.2 If a traveler lacks the physical ability to complete the trip safely, the guide may exclude them without compensation. Related costs are the traveler’s responsibility.
9. Late Payment
In case of non-payment by the due date, an interest of 10% per year applies automatically from the invoice date. Each started month is counted as a full month.
10. Luggage
Organizers are not liable for lost or stolen baggage. Baggage weight limits must be observed. Overweight baggage fees are the traveler’s responsibility. In case of non-delivery by the airline, the traveler must obtain the necessary carrier documentation.
11. Insolvency Protection
In accordance with Article 54 and following of the Package Travel Act, Travel Events is protected via the Travel Guarantee Fund, Kalkoven 5 (b. 0202), 1820 Steenokkerzeel, Belgium, to meet its obligations in the event of insolvency.
12. Rental Cars and Equipment
For certain trips, Travel Events provides rental cars and camping equipment. Travelers must use these responsibly. Fines and damages are the travelers’ responsibility. Insurance may include deductible clauses and not cover all damage. Uncovered damage is at the traveler’s expense.
13. Trip Duration and Program
13.1 Transport schedule changes may affect trip duration. Delays under 36 hours do not entitle refunds.
13.2 The organizer is not liable for delays outside the transport provider’s responsibility.
13.3 The itinerary is a guide and not part of the contract. Website photos are illustrative only.
13.4 Travelers must join the group at the agreed time and place. Late arrival costs are at the traveler’s expense. Missed services are not refunded.
13.5 Travelers deviating from the planned itinerary or leaving the group are liable for any resulting costs and forfeit any refund.
14. Nature of the Trip
14.1 The traveler explicitly acknowledges the adventurous nature of the trip, including limited comfort and possible program changes due to local conditions.
14.2 Due to the nature of some trips, the traveler accepts potential risks and limited medical care, infrastructure, and communication. The organizer is not liable.
15. Photography
Photos taken during Travel Events trips may be used in communications, including those showing travelers.
16. Testimonials
Testimonials, anonymous or named, as written on feedback forms, may be used in Travel Events’ communications. Travelers may opt out by clearly indicating this on the form.