Terms & Conditions


HOW TO BOOK: Confirm acceptance of the itinerary and quote in writing and upon receipt of your written confirmation, we will, subject to availability, reserve your itinerary. You may consider your booking confirmed when you receive a confirmation notice and invoice from us.


DEPOSIT: A deposit will be required along with the reservation form and it will be specified for each trip. Deposits may be paid by bank transfer or charged to American Express, MasterCard, Visa or Discover. You will need to complete a credit card authorization form. Please contact Cartology Travel to confirm credit card payment.

FINAL PAYMENT: Final payment is generally due 8 weeks before departure – you will receive a final invoice. Final payment is payable by bank transfer or credit card.

RATES: Rates are based on the minimum number of guests outlined in the individual itinerary, plus airfare costs, currency exchange rates (if applicable) and other factors and are subject to change. Though it is rare for Cartology Travel to make a price adjustment after promotion of an itinerary, we do reserve the right to assess a surcharge if the minimum is not met, or if increases are forced upon us by airlines or other partners or because of changes in currency exchange rates.

NOT INCLUDED: Cost of passport and visa fees, and service charges for obtaining visa fees; excess baggage charges levied by airlines; laundry and other items of a personal nature; optional travel insurance policy; cost for anything not specifically included in listing above.

SINGLE SUPPLEMENT: Certain accommodation and experience providers charge a single supplement which pays for privacy, not better accommodations. Single supplements will be clearly marked on quotes.

GRATUITIES AND TAXES: Gratuities for baggage handling, service charges and taxes imposed by hotels, and entrance fees to all points of interest will be outlined in the specific itinerary and may or may not be included. Airport taxes are included in air costs. Tips to drivers and naturalists are not usually included.


TRAVEL INSURANCE: We recommend travel insurance. Travel insurance can provide financial reimbursement should the unexpected occur.

CANCELLATION POLICY: Cancellations vary, depending on the program and can best be found in the individual itinerary. Generally the below terms are the norm:

  • Up to 95 days prior to departure, less £250 handling fee.
    •94-75 days prior to departure, deposit is forfeited.
    •74-60 days prior to departure, less 50% of tour cost.
    •Less than 60 days prior to departure, no refund is possible.

These cancellation fees are also in addition to any fees imposed by airlines.

CHANGE FEES: Once you reserve your trip, changes are possible subject to availability of air or land space at the time of request. Should there be any change fees imposed by airlines or ground operators, or additional costs incurred due to availability of any space, this cost will be invoiced to you.

SPECIAL ARRANGEMENTS: We would be happy to make additional travel plans for you, including specially arranged pre- or post-tour extensions different than those that may be offered in conjunction with your tour. A service charge of $150 per person (over and above the cost of the services required) will be assessed.


PASSPORT & VISAS: The onus is upon the guest to ensure that passports and visas are valid for the countries visited and for the applicable time period, as outlined by the UK Foreign Travel Advice (www.gov.uk/foreign-travel-advice) or by the passport holder’s country. Cartology Travel, their staff and their agents cannot be held liable for any visas, etc. not held by the guests, nor for the cost of obtaining visas.

PRE-DEPARTURE INFORMATION: Upon receipt of your registration and deposit, we will send a pre-departure packet to you. This packet contains all the information you need to prepare for your tour, including the complete itinerary, packing checklist, required documents, reading list, etc.

FINAL DOCUMENTS: Final documents and tickets will be sent to you approximately two weeks prior to departure, provided all monies have been paid in full.


AIRFARE With most of our trips, we offer airfare separately from specific gateways. Clients are welcome to make their own air arrangements. We will be more than happy to assist, if such assistance is required. Contact Cartology Travel to work out the details.

ACCOMMODATIONS: You will marvel at the wonderful accommodations provided throughout your trip. Accommodations listed in your itinerary are correct at time of writing, but on rare occasions may be substituted for a different property of comparable quality.

MEALS: All meals are as specified in the itinerary. Please notify us if you have special dietary needs or requests, and we will do our best to accommodate.

INOCULATIONS: When it comes to vaccination and disease prevention, we suggest that travellers first review information provided by the UK Foreign Travel Advice (www.gov.uk/foreign-travel-advice) or equivalent agency in your home country and then review those details with their personal physicians.

WATER: It is always advisable to drink bottled and/or filtered water when traveling overseas. Safe drinking water will be provided to travellers free of charge in the vehicles and during meals for most of our overseas tours.

TRANSFERS: Roundtrip airport transfers are usually included in the tour for guests arriving on group flights. If travellers make their own air arrangements, they will be subject to extra transfer fees.

BAGGAGE: We always recommend that you check your airline’s policy just before departure, as luggage limitations are always subject to change. Despite this weight allowance, we always suggest guests travel light. Also soft-sided duffel bags are ideal for most tours, as they stow best in vehicles and airplanes with limited space.


RESPONSIBILITIES Neither Cartology Travel (the Company) nor any person or agent acting for, through or on behalf of the Company shall be liable for any loss or damage whatsoever arising from any cause whatsoever and without restricting the generality of the aforegoing shall particularly not be responsible for loss or damage arising from any errors or omissions contained in its brochure or other literature, loss or damage caused by delays, sickness, theft, injury or death. In addition the Company shall have the right at any time at its discretion to cancel any trip or the remainder thereof or make any alteration in route, accommodation, price or other details and, in the event of any trip being rendered impossible, illegal or inadvisable by weather, strike, war, government or interference or any other cause whatsoever, the extra expenses incurred as a result thereof shall be the responsibility of the passenger. The Company may at its discretion and without liability or cost to itself at any time cancel or terminate the guest’s booking and in particular without limiting the generality of the aforegoing it shall be entitled to do so in the event of the illness or the illegal or incompatible behaviour of the guest, who shall in such circumstances not be entitled to any refund.

PHOTOGRAPHY: The Company reserves the right without further notice to make use of any photograph or film taken on our tours by our photographers without payment or permission. We guarantee that no photographs of a compromising nature will be used.

CHANGES TO SCHEDULES: Although every effort is made to adhere to schedules it should be borne in mind that the Company reserves the right and in fact is obliged to occasionally change routes and hotels as dictated by changing conditions.

REFUNDS: While the Company uses its best endeavours to ensure that all anticipated accommodation is available as planned, there shall be no claim of any nature whatsoever against the Company for a refund either in the whole or part, if any accommodation or excursion is unavailable and a reasonable alternative is not found. If the guest is unable to use any service provided in the itinerary, then there are no refunds due.

AIRLINE CLAUSE: The airlines concerned are not to be held liable for any act, omission or event during the time the passengers are not on board their planes or conveyance. The passengers’ tickets in use by the airline or by other carriers concerned when issued shall constitute the sole contract between the airlines and the purchaser of these tickets and/or passengers.

DELAYS: We cannot be held liable for any delays or additional costs incurred as a result of airlines not running to schedule. If one of our guides is unable to take a trip due to illness, etc. we reserve the right to substitute with another guide. This agreement is made subject to and shall be governed by and construed according to the laws of the country in which the trip takes place. Classic Escapes act merely as an agent for the operating companies. To the best of our knowledge our itinerary is correct at the time of printing. We cannot be held responsible for any inaccuracies or changes that may occur after printing.

INSURANCE: It is a condition of booking that the sole responsibility lies with the guest to ensure that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependents/traveling companions for the duration of their trip. Cartology Travel, including their representatives, employees and agents will take no responsibility for any costs, losses incurred or suffered by the guest, or guest’s dependents or traveling companions.