These general conditions, together with the booking form, comprise the contract between the client and Helicon Arts Limited. Charges are inclusive per person, and include accommodation, meals, airport transfers, course fees, excursions and entertainment where stated.
Helicon Arts Limited may at any time replace or amend the advertised programme where it is found to be unavoidable, to ensure the smooth running of the holiday.
1. Deposit and balance
Completion of the booking form indicates acceptance of these terms and conditions. A booking is not confirmed until a deposit has been received by us. Once booked, you are obliged to pay the price of the holiday and you remain liable should you wish to alter or cancel the holiday. The final balance is due eight weeks before departure. If you book within eight weeks of departure, you must pay the full balance at the time of booking. If you wish to pay your balance via instalments, please let us know at the time of booking. If your balance payment is not received by the deadline given on your booking confirmation, we reserve the right to cancel your holiday.
a) Helicon Arts Limited must be notified in writing of all cancellations. If you wish to cancel after confirmation of the booking has already been sent, the following cancellation charges apply:
42+ days before start date: £275 (deposit)
28-41 days before start date: 50% of total cost
27-15 days before start date: 75% of total cost
14 days before start date: 100% of total cost
Note: if the reason for cancellation is covered under the terms of your travel insurance policy, we can provide a cancellation certificate.
No refunds can be made if you leave the course after its commencement.
b) If the minimum participation level has not been reached, we reserve the right to alter, change or cancel the holiday. In the unlikely event that we have to cancel, we will refund all monies paid or offer you an alternative holiday.
c) We also reserve the right to cancel the holiday as a result of hostilities, political unrest or other circumstances amounting to a force majeure.
3. Changes to your booking
If, after our confirmation has been issued, you wish to change to another of our advertised holidays please let us know and we will endeavour to accommodate your request, subject to availability.
4. Liability and insurance
Helicon Arts Limited maintains a public liability policy covering legal liability for bodily injury and property damage arising out of its business. Our insurance does not cover medical, cancellation, loss of baggage or money, damage to property or personal injury, except when arising from negligence. It is a condition of your contract with Helicon Arts Limited that you take out insurance to cover you in the event of cancellation, illness, repatriation, personal injury or death during the course of any holiday booked with us. This cover should be in place at the time of booking to ensure your deposit is protected.
5. Passport and visas
Participants are responsible for ensuring that they have a valid passport and or/visas as required to cover travel to and from their chosen destination. Your passport must be valid for six months from your return date home.
For travel within the EU, all participants should have a European Health Insurance Card (EHIC) in case of medical emergency. You can apply online at www.ehic.org.uk or telephone 0845 606 2030. In the event of a no-deal Brexit, all clients should ensure that their travel insurance includes medical cover as the EHIC card will not be valid.
For holidays outside the EU please visit your doctor, travel clinic or pharmacist before departure for up to date advice on recommended or compulsory vaccinations.
7. Travel and excursions
Passengers are responsible for ensuring that they are at the correct departure point at the correct time. Please note that if you miss your transfer, you will be responsible for your own travel to the course venue. Helicon Arts cannot be liable for any loss or expense resulting from late arrival at any departure point. Excursions are included in the price of most holidays and refunds cannot be made for passengers not wishing to participate in these excursions.
8. Complaints Procedure
If you have a complaint during your holiday you must inform a member of Helicon Arts staff at the earliest opportunity, who will do their utmost to resolve the problem immediately. If the matter cannot be resolved during the holiday, please notify us in writing within 28 days of your return detailing your complaint to Helicon Arts, 13 Humbolt Road, London W6 8QH, quoting your name, holiday booked and departure date.
During our holidays we regularly take photographs and videos of guests or staff which may be used for future publicity purposes. Acceptance of a place on a course implies consent for your image to appear in our publicity materials. If you do not wish your image to appear on such materials please let us know in advance of your holiday.
Regulations made for the safety and comfort of the course must be observed. We reserve the unconditional right to refuse a booking or terminate a client’s holiday in the event of unreasonable conduct which in our opinion is likely to cause damage, distress, danger or annoyance to other clients, employees, property or to any third party. If you are prevented from travelling or continuing your holiday by such a termination, Helicon Arts’ responsibility for your holiday thereupon ceases. Full cancellation charges will apply and we will be under no obligation for any refund, compensation or loss you may incur.
11. Financial Protection
Please refer to Your financial protection for details of our financial failure cover.