Your Essential Information / Terms and Conditions


bmibabyholidays are operated in association with Midlands Co-op Travel Ltd trading as Co-op Holidays, and below we detail your essential information and booking conditions.



ESSENTIAL INFORMATION


Introduction

Thank you for booking your holiday through ourselves.  In order that you are able to receive the very best of our products and services, please find the following information that outlines important details relating to your holiday.

Unlike traditional tour operators, we package your holiday by using a wide range of renowned transport, accommodation and ground suppliers in order to achieve a holiday that best suits your requirements at a competitive price. 

Holidays involving air travel are protected by an Air Travel Organisers Licence (ATOL) and in addition we are members of the Association of British Travel Agents (ABTA) helping to offer you peace of mind when making your travel arrangements.

Accommodation Terminology

A Studio is one room which acts as a living/sleeping area with basic cooking facilities and a bath or shower room with w.c.

An Apartment has at least one separate bedroom, a living area, basic cooking facilities and a bath or shower room with w.c.

Hotel rooms are usually twin bedded.  Extra beds may on occasions being used to increase room occupancy and may be rollaway beds suitable for occasional use.  Extra beds will make space limited in the room.  Most USA hotels offer 2 double beds in one room.

Room only board basis does not provide for any food or drink.  Neither is there any provision for cooking facilities.

Self catering board basis does not include any food or drink.  However, you will be provided with basic cooking facilities for the purposes of self catering.

Bed and breakfast board basis provides for breakfast only.  Breakfast can range from a basic continental breakfast to a full cooked breakfast depending on the property.  On certain occasions, hotels and apartments utilise the services of alternative properties or restaurants to provide for breakfast.

Half board provides for breakfast and either a lunch or dinner.  Drinks will not generally be included.

Full board provides for breakfast, lunch and dinner. Drinks will not generally be included.

All Inclusive provides for unlimited food, drink and use of facilities throughout the duration of your stay.  However, it is common practice for hotels to exclude certain facilities from their All Inclusive programmes and All Inclusive can be limited to specific times of the day.   In these cases additional costs will be highlighted by the property.

Accommodation Descriptions / Erratas

As property descriptions are prepared in advance of sale, accommodation facilities can on occasion be changed or cancelled.  Where possible, we will endeavour to make you aware of these before travel, however as facility changes and cancellations are beyond our control, no compensation can be offered in these instances.

Accommodation Ratings

Accommodation ratings are set by the local tourist authorities and are awarded based upon the opinions of those inspecting the properties.  Currently there is no internationally recognised rating system based upon quality, facilities and room sizes provided by hotels.  Therefore rating standards, facilities and room sizes do vary from country to country and we are unable to compensate based upon subjective opinions relating to these.  On occasions our suppliers may supplement the local rating with one of their own classification to reflect their own opinion.

Airline Delays & Cancellations

Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights.  However, flight delays or cancellations do not automatically entitle you to a refund or compensation from ourselves except in situations where your holiday could not take place.

Cancellation & Changes
If travel arrangements encounter unavoidable changes, we will advise you as soon as possible.  In cases of cancellations or significant changes, compensation may be offered.  Please see section 5 of our Terms & Conditions for more information.

Complaints Procedure

If you should have a complaint during your travel arrangements, please inform the relevant supplier (e.g. your hotelier) who will endeavour to put things right quickly.  In the unlikely event that your situation is not resolved locally, you should contact our offices who will intervene on your behalf.  Details can be found on the bottom of your copy of the accommodation voucher.  Please note that although we will endeavour to rectify issues where at all possible, we are unable to refund customers for telephone calls made. It is strongly recommended that you communicate any complaint while at your destination as failure to do so will have denied ourselves the opportunity to rectify your complaint while at your destination and may affect your rights under our contract with you.  For more information on our complaints procedure please see section 8 of our Terms & Conditions.

Confirmation of Booking

It is important that the booking confirmation received is checked thoroughly.  Should you have any query you should notify your booking agent immediately who will assist you further.

Disabled Customers

It is essential that customers with disabilities fill out and sign an ABTA approved disabled check-list.  This is required at the time of booking so that we are able to check that our suppliers are able to provide any specialist facilities and services deemed necessary.  Due to the various types of accommodation available, it is not possible to guarantee the suitability of accommodation for disabled customers unless a specially adapted disabled room is booked.

Durations

Durations are measured in nights and not days.  For most accommodation the normal check-in time is 4.00pm and the check-out time is 10.00am.  Therefore, if you are on a night flight, you may not have a room on the final day of your holiday.  Some properties will offer to store your luggage during this time although charges may apply.  Occasionally, you can pay extra to keep the room until your time of departure and this can be arranged with your hotel or apartment locally.

Identification

Personal photographic identification is required to travel.  Usually this is in the form of your passport, but for UK domestic and Ireland photographic identification can also include items such as a drivers licence.

Infants / Children / Young People

Infant ages are classified as being between 0 and 23 months.  Child ages are classified as being between 2 and 11 years.  These age classifications are used for pricing purposes only and apply for the full duration of their holiday. Should an infant or child birthday take them over their limit while on holiday, you will be required to pay the applicable upgrade fare.

When travelling with young people under the age of 18, it is important that you are able to provide proof of parental responsibility or legal guardianship. In cases where the legal guardian is not travelling, you should have permission in writing from them.  This should be available when requested at any time throughout your holiday.

Lead Name

Please note that any discussions, queries or complaints can only be made with the specified lead passenger name on the booking.  Details of any booking cannot be given to anyone other than the lead passenger.  Consequently any amendments or changes to a booking can only be made by the lead named passenger in writing.

Optional Extras

Please be aware that your basic package* includes transport (excluding transfers) and accommodation.  Should you require optional additional items such as transfers, optional flight meals and excursions we will be happy to arrange these for you at an additional cost.  In addition we will be happy to arrange airport hotels and car parking if required.  All our packages involving flights include 1 pre-paid checked bag with a weight allowance advised on your booking confirmation.

* Disneyland Resort Paris bookings to brochure accommodation include transport, transfers (where flights have been used) and Disney Park passes.

 Passports and Visas

Visas are required by British citizens to visit some countries.  Customers holding passports other than a British passport may require visas for different countries.  Always check before confirming your booking to ensure you have the correct documentation.  In many countries the length of stay can determine if a visa is required.

British subjects and holders of British travel documents are bound by different regulations to British citizens.  Generally, passports must be valid for 6 to 9 months after the date of return.  Some stamps of entry to one country may prevent entry to another.

Children and babies must have their own passport.  However, for most destinations, children and babies who are already on an existing passport may continue to travel with the passport holder until either the child reaches the age of 16 or the passport expires.  Photographs of children should be of a good likeness and therefore need to be kept up to date.  Airlines can refuse boarding should a photograph be out of date.

For some countries, including the USA, if you have been arrested or have a criminal record, including certain driving offences, you may need a visa.

The name/s on the passport must match the name on the travel ticket.

For more information, visit www.ukpa.gov.uk.

Special Requests

When you book your travel arrangements, you must tell us of any special requests.  It is important that you understand that special requests are only requests and cannot be guaranteed.  Should you request a room type which carries a supplement (e.g. sea view), you will be asked to pay the supplement should the room be available.

Surcharges

These are permitted changes to the price after the booking has been made.  Increases might occur for example in respect of increased fuel costs, new government taxes or changes in currency rates.

Tickets

The majority of our bookings involve ticketless travel and in these situations you should use your Booking Confirmation to check-in. 

In cases where tickets are due, these will generally be forwarded to you 1 to 2 weeks prior to your departure.  As flight times are subject to change, please check your tickets carefully.  If you have booked close to the departure date, you may need to pick up your tickets from a designated ticket desk which will be advised at the time of confirming.

Time Zones

Countries abroad have different time zones to the UK.  The times shown on your Booking Confirmation and tickets (where applicable) will be in the local time of your destination.  All times are shown in 24 hour clock.

Travel Insurance

It is strongly recommended that you take travel insurance.  For more information, please contact your booking agent who will be happy to assist further.


TERMS AND CONDITIONS (v1)

1. YOUR CONTRACT
These are the conditions between you and Midlands Co-op Travel Ltd Ltd trading as Co-op Holidays.When you book a holiday through us, a contract is made when your travel agent confirms your booking. The person making the booking accepts these conditions on behalf of the party and is responsible for the payment of the whole holiday. They are also responsible for keeping everyone in the party informed of the booking details. The lead name must be at least 18 years old to make a booking with us. Your Travel Agent will supply you with an invoice soon after you have made your booking. You should check this carefully to confirm that it matches what you booked.

2. FINANCIAL PROTECTION
The Package travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that you pay for the package holidays booked with us and for your repatriation in the event of our insolvency. We provide this security a) where your package includes a flight, by way of a bond held by the Civil Aviation Authority under ATOL number 9053. For further information, please visit the ATOL website at www.caa.co.uk/atol, and b) where it does not, by way of a bond held by the Association of British Travel Agents, our ABTA number is V6294.

3. PRICES
When you make your booking, you must pay in full for all travel arrangements. On occasions a non-refundable deposit may be accepted for travel arrangements booked prior to 14 weeks before the departure date (which also constitutes your balance due date). Deposit amounts vary according to the conditions of the suppliers we use, if a deposit can be taken, you will be advised of the amount at the time of booking.Once you have made your booking and paid a deposit, we guarantee not to increase your holiday price as a result of changes in currency exchange rates. However, prices may be increased or decreased to reflect changes in transport costs (including fuel and air taxes), taxes (including a change to VAT),or fees chargeable for services (including landing taxes and embarkation/disembarkation fees at airports/ports). Even then, in the event of a price increase,Co-op Holidays will absorb the first 2% (excluding insurance premiums and amendment charges),of the holiday price before passing on any surcharge to you. If this increases the price of your holiday by more than 10% you may accept an offer of an alternative holiday from us if we are able to offer one or cancel and claim a full refund (excluding insurance premiums and amendment charges). If you cancel for this reason, you must notify us within 14 days of the date printed on the new invoice.We will not increase the price of your holiday, for any reason within 30 days of your departure date. If in the future, the Government or other regulatory body introduces a charge or levy for the holidays we sell, Co-op Holidays reserve the right to pass on that charge or levy to you.

4. IF YOU CHANGE OR CANCEL YOUR TRAVEL ARRANGEMENTS
You or a member of your party may change or cancel their travel arrangements at any time provided that the change or cancellation is made by the lead passenger and is communicated to ourselves in writing. Changes can be made to your booking after the reservation has been made, subject to availability where applicable. For a name change, there is a charge of £30 per name changed to cover administration costs. For a date change, there is a charge of £30 per passenger changed to cover administration costs. For an accommodation change, there is a charge of £30 total to cover administration costs. For a multiple of name,date and accommodation changes, there is a charge of £30 per passenger on the booking. Any applicable extra costs levied on to ourselves by our suppliers will be added to the respective administration costs. Amended holiday costs will be calculated according to the cost of the holiday on the day the amendment is carried out and any original savings may not be applicable to the new holiday cost. If the change you request reduces or increases the number of passengers travelling on your booking,we reserve the right to re-calculate the total holiday price based on the revised number of persons sharing the accommodation. This recalculation may increase or decrease your total holiday price.

N.B.There will be no administration costs levied for the addition of ancillary items such as transfers, sightseeing options etc. other than the additional supplier costs and all amendment charges are non -refundable.

To cancel your holiday, you must notify us immediately in writing. The cancellation fee,up to a charge of 100%,will be assessed at the time of cancellation and the lead passenger advised accordingly. If a deposit has been paid to confirm your holiday, the following table of cancellation charges will apply.

Period before departure when change takes place

More than 70 days Loss of deposit
70 – 57 days 30% or deposit (whichever is greater)
56 – 29 days 50%or deposit (whichever is greater)
28 – 8 days 80% or deposit (whichever is greater)
7 – 0 days 100%

5. IF WE CHANGE OR CANCEL YOUR TRAVEL ARRANGEMENTS
Occasionally we may have to make changes and we reserve the right to undertake such changes or cancel a booking at any time.Most changes are minor, for example, a change to a hotel facility, a flight time change of less than 12 hours or a change to your accommodation to one of the same official category. In the case of a minor change,we will advise you or your travel agent at the earliest possible date but we do not pay compensation.

If we have to make a major change, for example, a significant alteration to the outbound or inbound flight time or a change of accommodation to a lower
official category or a change of departure airport, you will have the following options;

• Accepting the change of the arrangements.

• Book alternative travel arrangements with us. If it costs less than your original arrangements,we will refund the difference.

• Cancel with a full refund of all monies paid.
If we have to cancel your booking, you will have the second and third options mentioned above.

In the case of significant changes or cancellation, you will be entitled to compensation as detailed in the table below,with the exception of force majeure (see 7) and where we cancel due to you not paying the balance of your travel arrangements.

Period before departure when change takes place

Compensation per person

More than 56 days Nil
29 - 56 days £10
15 – 28 days £15
8 – 14 days £20
0 – 7 days £25

Important note: Should there be a cancellation or a technical delay to your outward flight, you must immediately notify ourselves of the situation. Failure to do so may result in cancellation fees levied by your accommodation provider. Should there be a cancellation or a technical delay to your return flight, your airline will either carry you at the earliest opportunity on another of their services subject to space or re-route you to an alternative destination on one of their services.Your hotel may,on occasion,utilise the services of a hotel of a similar or better standard and transfer you accordingly. Co-op Holidays cannot accept responsibility for such changes but will attempt to minimise any disruption to your original holiday booking.

6. DELAYS AND RE-SCHEDULING
We have no control in the event of transport delays or re-scheduling. For that reason, the provision of meals or overnight accommodation is entirely at the
discretion of the carrier.We have no representation at airports in the UK or overseas and in the case of a cancelled or re-scheduled service the carriers will do their best to book you on the nearest alternative flight. We are unable to offer compensation for travel delays or re-scheduled flights.

7. FORCE MAJEURE
This means unusual or unforeseeable circumstances beyond our control. These can include,but is not restricted to, for example,war, threat of war, riot, civil strife, industrial dispute,epidemics,health risks, flood,unavoidable airline technical delay, closure or congestion of airports, stations or ports, terrorist activity and its consequences,natural or nuclear disaster, fire or adverse weather conditions.

8. COMPLAINTS
If you have a problem during your travel arrangements,please inform the relevant supplier (e.g.your hotelier),who will endeavor to put things right quickly. It is strongly recommended that you communicate any complaint to the supplier in question without delay and while in your destination. If you fail to follow this procedure we will have been deprived of the opportunity to investigate and rectify your complaint while you were in your destination. In the event that your complaint is not resolved to your satisfaction, you must then inform the 24 hour help line identified on your booking documentation.This may affect your rights under this contract. If your complaint is not resolved locally,please follow this up within 28 days of your return home in writing to Co-op Holidays, Mercian Close, Ilkeston, Derbyshire, DE7 8HG, giving your booking reference number and all other relevant information. Please keep your letter concise and to the point, this will assist us to quickly identify your concerns and speed up our response to you. The Association of British Travel Agents (ABTA)may further assist through their ABTA Arbitration Scheme,details of which can be found on www.abta.com.

9. WEB COSTINGS
We will notify customers within 24 hours if there are any applicable cost discrepancies relating to their booking. Should this unlikely event occur, customers may choose to pay the correct price or receive a refund of all monies paid.

10. AIRLINE FAILURE INSURANCE
Airline Failure Insurance is included on all Co-op Holidays travel arrangements. This Insurance covers against the financial failure of a scheduled or charter airline.

11. OUR LIABILITY TO YOU
If the contract we have with you is not performed or is improperly performed by us or our suppliers we will pay you appropriate compensation if this has affected the enjoyment of your travel arrangements. However we will not be liable where any failure in the performance of the contract is due to: you;or a third party unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised;or an event which we or our suppliers,even with all due care, could not foresee or forestall.

Our liability,except in cases involving death, injury or illness, shall be limited to a maximum of twice the cost of your travel arrangements.Our liability will also be limited in accordance with and/or in an identical manner to £5,000.

a) The contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and

b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation,which limit the amount of compensation that you can claim for death, injury,delay to passengers and loss,damage and delay to luggage.We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions.

You can ask for copies of the transport companies’contractual terms,or the international conventions, from our offices; Co-op Holidays, Mercian Close, Ilkeston, Derbyshire, DE7 8HG. Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights.Full details of these rights will be publicised at EU airports and will also be available from airlines. However reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. If any payments to you are due from us,
any payment made to you by the airline will be deducted from this amount. If your airline does not comply with these rules you should complain to the Air Transport Users’ Council on 020 7240 6061 www.auc.org.uk

12. UNREASONABLE BEHAVIOUR
If someone in authority believes that you are unfit to travel or likely to disturb or harm others, they may prevent you from travelling. Similarly, if your behavior at your overseas property is considered to be unacceptable by the hotelier or owner of the property, you may be asked to leave. In both circumstances, your contract with us will end immediately; there will be no refund for unused travel or accommodation and you will be entirely responsible for all expenses you may incur. We will also hold members of your party jointly and individually liable for any damage to the property, together with legal costs we incur in pursuing the claim.We cannot be
responsible for the actions or behaviour of other passengers/guests who have no connection with your travel arrangements or us.

13. CONDITIONS OF CARRIAGE
The contractual terms of the companies that provide the transportation for your travel arrangements will apply to this contract.These may contain terms which affect your rights to compensation.The web guide/brochure and any other Co-op Holidays literature is our responsibility, as your tour operator. It is not issued on behalf of any airline whose services are used in the course of your travel arrangements. Please note that in accordance with Air Navigation Orders, in order to qualify for infant status, an infant must be under 2 years of age on the date of their return flight and not occupy a seat.

14. THE 1998 DATA PROTECTION ACT
Information you provide will be held on the Group’s computers (and in other ways) for use by us and other group companies for the following purposes:

• Booking Information: Information about you and the travelling party may be passed to our suppliers and may include things such as religious beliefs,dietary requirements, your or your travelling party’s physical or mental health.This information may also be transferred abroad.

• Statistical Analysis/Market Research.

• Fraud Prevention/Debt Collection.

• Contacting you:We may contact you via e-mail,post or phone with details of the Group or selected suppliers’products and services which may be of interest to you.

We may also monitor and/or record your telephone conversations with the Group for security purposes and staff training.

By entering into a contract with Co-op Holidays, you agree to the use and disclosure of information by the Group as described.

15. IDENTITY OF OPERATING CARRIER
In accordance with EU Directive (EC) No.2111/2005, article 9,we are required to bring to your attention the existence of the Community List,which contains details of air carriers that are subject to an operating ban within the EU Community.To view the Community List please visit http://europa.eu.int/comm/transport/air/safety/flywell_en.htm).
We are also obliged to notify you of the airline to be used in your booking. We do this by way of a list of carriers likely to be used. We will notify you if the carrier changes,either with your tickets or at the boarding gate if required. A change of carrier is not a significant change to your travel arrangements.