Terms & Conditions
Please read this document thoroughly and carefully before booking a trip with us.
The terms and conditions set forth below (the “Terms” or “Agreement”) constitute the entire understanding and agreement between you the trip “Participant” and Languedoc Nature with respect to any and all bookings, trips or transactions made with Languedoc Nature.
By completing this booking form and signing these Terms either by handwriting or electronic signature, you accept all Terms herein and direct us to perform services on your behalf. All persons named in this booking (“Participants”) are subject to this Agreement. By signing these Terms, you affirm that you have made all other Participants listed in the booking aware of these Terms – regardless of how final payment is made – and that all Participants accept these terms.
RESERVATIONS, DEPOSITS & PAYMENTS
Reservations: You may make a reservation tentatively by phone, or provide a credit card number by phone, but all bookings must be made through our online system or by fax form in writing. This is to ensure that you understand and agree to these Terms. A booking is not final until you receive a final confirmation from us.
Deposits: A 30% deposit is required at the time of booking to guarantee your reservation and confirm space. Full payment is due 30 days prior to departure. The tour price is per person based on double occupancy and includes those items mentioned in the fact sheet describing the tour plus any prepaid optional items. Single room requests are subject to supplemental charges, and must be requested at time of booking. Group sizes are limited to a maximum and a minimum, which varies by tour.
You can pay either by credit card or by bank draft in EUR, your reservation cannot be confirmed until we receive your deposit and it has cleared the bank. Please note that we accept either VISA card or Mastercard.
The deposit will be deducted from the final amount due which will be determined on the day of final payment 30 days prior to the tour’s start date in case any services are added or changed.
Final Payment: Final payment is due 30 days prior to the tour’s departure. Final payment can be made by credit card, or by wire transfers in EUR. We will remind you of your final payment date in advance and give you the option to pay using any of these methods. Customers are responsible for any bank fees associated with wire transfers. Please note that we accept either VISA card or Mastercard.
If your home currency is not the Euros, then you may wish to pay by wire transfer. We will give you wire instructions and an amount due in Euros. Also, your credit card company may change the amount paid in EUROS to your currency at favorable interbank rates. If you find a favorable exchange rate any time prior to your payment due date, you may pay your final amount in advance to save more money.
If we do not receive payment or hear from you about your intentions to pay by 30 days prior to the tour’s departure, your reservation will be cancelled and you will be subject to the cancellation terms below.
Last-Minute Bookings: If you are booking a tour within 14 days of departure, you must submit a booking form to us by fax with your handwritten signature. We will not accept any booking forms online for last-minute bookings. Full payment is due within 24 hours of confirmation by either wire or credit card. If we do not receive payment within 24 hours, then the credit card submitted with the booking will be charged for the full tour amount.
For Travel Agents: Agents may book for their clients using either a fax booking form or the online booking form. Agents are required to make their clients aware of these Terms and Conditions prior to booking and post booking and handle all communications with the client. Agents assume all responsibility for transferring all travel related-information and any communications concerning their client's tour.
Agents are required to make their clients aware of these Terms and Conditions prior to booking and post booking and handle all communications with the client. Agents assume all responsibility for transferring all travel related-information and any communications concerning their client's tour.
CHANGES AND CANCELLATIONS
Cancellation: Once your deposit is received, a reservation confirmation is made and final payment is due 30 days prior to tour departure. If you wish to cancel your tour, you must submit your request to us in writing by email, fax or postal mail. If a cancellation is made after receipt of the deposit but before the 30-day final payment due date, all deposits are returned by check except 40 Euros per person.
If you need to cancel your trip less than 30 days prior to departure:
The cancellation occurs
From 29 to 21 days
25% of the total price
From 20 to 15 days
50% of the total price
From 14 to 8 days
75% of the total price
From 7 to 3 days
90% of the total price
Less than 3 days
100% of the total price
THERE ARE NO EXCEPTIONS to this cancellation policy, including for reasons related to weather, terrorism, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we strongly encourage Participants to purchase trip cancellation and interruption insurance.
Changes: If you wish to make a change to your tour itinerary, you must submit your request to us in writing by email or postal mail. Once a booking request is received and confirmed, any modification of dates or alteration of itineraries by you will incur a change fee. Fees vary according to the type and scope of the change. Our vendors, which include hotels, often impose additional fees or penalties for changes and cancellations. These are included in the change fee and can be substantial. A minimum change fee of 20 Euros per person applies to any change within 60 days of travel.
Pre-Departure Cancellations or Changes by Languedoc Nature: We reserve the right to cancel any tour prior to departure for any reason. While it is rare, in the event of cancellation, a full refund will be forwarded to you, which constitutes full settlement. In the event that, prior to departure, we make any significant changes because of a problem with a supplier, for example a hotel bankruptcy, we will, as soon as reasonably possible, notify you of available alternatives. Such changes may require a supplemental payment from you or possibly a refund. No refunds under this paragraph will be provided due to cancellations or changes due to Force Majeure. No Reimbursements due to changes or cancellations: We will not reimburse participants for any personal expenses such as airline tickets, other travel or hotel expenses due to changes in itineraries or tour cancellations.
According to the French law, and more precisely to the Code du Tourisme, Languedoc Nature is responsible towards the Participant for the supply of the services and goods mentioned on the contract, whether the contract is signed through the Internet or not, whether the supply should be provided by Languedoc Nature or by other suppliers within the limit of the international conventions.
Though, the responsibility of Languedoc Nature may be waived totally or partially if Languedoc Nature can prove that the non-execution of the contract is due to an unpredictable and insurmountable fact by a third part or is due to a Force Majeure.
The price of the tour does not include travel insurance. We strongly recommend that all Participants purchase comprehensive travel insurance, covering trip interruption, baggage and accident/life and other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to Participants. Our French insurer does not cover our clients living abroad.
Pre-departure Documentation: After we receive your final payment, you will receive by email a variety of documentation, including suggestions for clothing, preparations, packing and money. Also included will be confirmations, travel information, a release form if one has not yet been received, and an outline of what to expect on the tour. Please read these documents carefully as soon as you receive them and contact us or your travel agent if any information seems to be incorrect. We cannot accept any liability if we are not notified of any inaccuracy in any document within 10 days of us sending time to you or your travel agent.
Passports and Visas: You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire tour. Please check your government requirements. Other required documents may visas, permits, and vaccination certificates. You assume complete and full responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements. You are also solely responsible for any adverse consequences resulting from missing or defective documentation. While we may provide information or advice on visas, vaccinations, climate, clothing, baggage, special equipment, etc. in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.
TOURS AND EXCLUDED ITEMS
Check each tour description to see what each trip includes. Self-guided and guided trips vary on what is included. Our tours do not include all other trip costs such as airfare, trip and/or medical insurance, excess baggage charges, or any personal items. Meals apart from those mentioned in the itinerary are excluded, as well as any unpaid optional tour or sightseeing event.
Our tours are physically active and the demands vary depending on the specific itinerary. For instance, our hiking tours require moderate activity while some of our bicycling or moutainbiking tours can be very physically challenging. As such, good physical and mental health are essential for the enjoyment and safety of our tours. By signing these Terms, you certify that you do not have any physical or other conditions that would create a hazard for you or other Participants.
ACCOMMODATION, MEALS AND TRANSPORTATION
Accommodation: Our tours include hotels, B&B and gites for groups from the point of tour departure through tour completion. Prices are based on double occupancy rooms and/or family rooms and/or dormitory. In some case bathroom and toilet may be common to other clients, it will be specified in your travel description. Single rooms are limited and require supplemental charges. Singles not requesting single rooms will be booked into a double or in a dormitory with another traveler of a shared gender when possible. If a share arrangement is unavailable, the supplement will be assessed prior to departure when we have confirmed there will be no additional travelers. If alternative hotels, B&B or gites for groups of the same category/standing are booked because of lack of availability, there will be no change to the tour price. If availability forces the booking of inferior/superior category hotel or room; you will be advised in advance and given the option to accept or decline the change as well as any change in tour price.
Meals: Meals are included and vary depending on the trip. Check the individual tour description for meal information. Normally dinner in the tradition of each property is included.
Transportation: Transportation includes a variety of situations. Longer trips and guided trips may include transfers. The individual tour description explains the types of transportation that are included in the trip and the availability of transfers. If you wish to arrange for separate transportation, we can complete your needs. Separate transportation and extra transfers will incur additional charges and, in some cases, fees.
Sightseeing: Sightseeing and side touring are included only when paid in advance or noted on the itinerary. Tips, taxes and service charges are included for items that are specifically included in the tour such as hotels, restaurants, governmental, and guides. Most attractions such as chateau entrance fees are not included.
You may wish to bring your own bicycle for assured comfort and better trip enjoyment. You know your bicycle inside and out, which leaves less to adapt when you are on new terrain. Bicycle rentals are optional for all tours, and can be made available for an additional charge if you prefer. Bicycles are mountain bikes or hybrids of good quality. Any customers who choose to bring their own bicycles are responsible for all mechanical issues and all transportation issues including traveling by train, which is difficult in France on the TGV. If you plan to rent a bicycle, you are responsible for the bicycle once you take possession of it at your first hotel. Your responsibilities include any costs for damage or theft up to the full value of the bicycle.
Each self-guided tour includes what we call Emergency Service. This is a local contact available by telephone with English speaking staff. Examples of reasons to call: broken down equipment (other than flat tire); minor injury/illness that hampers or prevents continued cycling or walking, (serious injuries must first be reported to emergency medical responders – numbers are provided), missed trains/connections that would change your services, or the need to schedule additional services such as transfers. This service is only available from 8.30am until 20.30pm. The hotel or B&B or gite keepers are available for other non-emergency related matters outside of your cycling/walking activities.
CLAIMS AND COMPLAINTS
If you find a problem or something that does not meet your expectation, you must promptly notify Languedoc Nature or tour leader (for guided tours) so that they can attempt to rectify the matter. Failure to do so while you are on the trip will result in your ability to claim compensation from Languedoc Nature from being extinguished or at least reduced. Further, if you make any changes on your own without following providing the notice described above, you assume responsibility for any added costs you may incur as well as forfeiting any potential refunds.
If satisfaction is not reached through this notice procedure during the trip, you must submit further complaint in writing to Languedoc Nature within 15 days of the end of the tour. Languedoc Nature will not accept any liability for claims received after this period.
AIR, CAR & TRAIN RESERVATIONS
We do not handle air reservations. You are encouraged to contact a travel agent or web service to make those arrangements. Car and train reservations/tickets can be arranged by us in advance. If we should make any such reservation or ticket purchase on your behalf, you agree and understand that we do so in an agency capacity and are performing a reservation service only. Fees for this service may apply. You further agree that you are subject to all terms and conditions of the car/rail/service provider. You are responsible for familiarizing yourself with those terms and agree that you are ultimately responsible to the car/rail/service provider for any reservations, changes, cancellations, and disputes or other regardless of how your reservation was made on your behalf. With respect to train travel with bicycles, you are advised that rules exist for transport on TGV and other high speed trains. Please ask for information on baggage limits if traveling by TGV prior to purchasing tickets. We are not responsible for any problems you may have traveling on the TGV with your bike. See your travel documents for our suggestions.
You understand that the amenities, lodgings, type of transport, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, and other unforeseeable factors.
RESPONSIBILITIES DURING TOUR
Tour Start Date: It is your responsibility to be ready to go at the departure city at the specific tour departure day and time. We are not responsible for any losses due to cancelled or missed flights, changed flight itineraries, late arrivals, or early departures.
All information you provide to us in booking your trip will be kept in a confidential manner and will not be disclosed or sold to other any third parties for any purpose beyond what is needed to secure your travel arrangements with our suppliers or as required by law. Credit card information will be destroyed or deleted from our files, but mailing information and past travel information will be retained by us. You may receive mailings from us periodically unless you explicitly ask to be removed from our mailing list.
Limitation of Remedies: You agree that the sole remedy for any default by Languedoc Nature arising under these Terms shall be the return of the paid tour cost. To the maximum extent permitted under applicable law, Languedoc Nature shall not be liable for any special, consequential, indirect, incidental or other damages arising out of these Terms, including lost profits, whether such damages arise in contract, negligence, tort, under statute, in equity, at law, or otherwise, even if Languedoc Nature has been advised of the possibility of such damages. You expressly waive any right it may have to recover such damages. The foregoing shall not apply to Languedoc Nature gross negligence or intentional misconduct.
Updating of Terms and Conditions: We reserve the right to update and/or alter these terms and conditions at any time, and it is your responsibility to be familiar with them. The latest terms and conditions can be found on the Languedoc Nature’s website www.languedoc-nature.com.
Applicable Law and Choice of Forum: I agree that this Agreement is governed by the laws of France. I agree that any dispute concerning, relating, or referring to this Agreement, tour brochures, or any other materials that concern my tour, or the tour itself -- whether such dispute arises in contract or in tort or otherwise -- shall be litigated and determined, if at all, only before a court of competent jurisdiction of the Court in Montpellier: Tribunal de Commerce de Montpellier - France..
Merger: This Agreement is the final, complete and exclusive statement of the party’s agreement on the matters contained in this Agreement. It supersedes all previous negotiations and agreements.
Form of payment:
Credit card number: __________________________________________________________________
Exp. Date: _____________ Security Code: _______________
I authorize Languedoc Nature to charge the above-listed travel services for the persons listed on the booking form to my credit card provided here. I have read and understand Languedoc Nature’ Terms and Conditions and I agree that I will pay for this purchase in accordance with the terms and conditions of my credit card agreement.
Cardholder Printed Name: ____________________________
By signing these Terms and Conditions and submitting this contract you:
- acknowledge you have read and understand these Terms;
- agree to be bound by this agreement.