The booking process
The booking process at a glance
You can find more information below, but in brief the booking process is as follows:
1) You decide on your ideal itinerary with the help of a specific member of the sales team
2) You provide us with the details necessary to make your booking and pay a deposit
3) We book your accommodation and other key elements
4) We book your travel (or you can do so if you’re making your own arrangements)
5) We send you a Booking Confirmation and Invoice
6) You pay the balance 8 weeks before departure
7) We send you your route notes, maps, tickets etc 2-3 weeks before your holiday
8) You have a relaxing holiday, safe in the knowledge we’ve taken care of every detail!
Choosing the right holiday
We aim to provide as much information as possible about our holidays on our website, but we highly recommend speaking to a member of our knowledgeable team on 01653 617001 to make sure that you choose the right holiday for you and to find out about the full range of options, including travel arrangements, available for that holiday. Alternatively, you can email a query to us and we will respond either by email or phone (please state your preference on the form). No matter what your question or how you contact us, everyone at Inntravel is dedicated to helping you arrange your ideal holiday.
Making a booking
Once you have decided on your itinerary with the help of a nominated sales team member, they will check the availability of your chosen travel arrangements (or you should do so if organising your own travel, but do not book anything at this stage).
You can then make a booking by phone by calling 01653 617001 or, if you prefer, you can complete our secure online booking form. In both cases, we only collect the essential information that we need to make the reservations on your behalf, including:
• your address and full contact details
• the full names, as shown on passports, and dates of birth of all party members
• any dietary or other special requirements that we will pass on to your hotels
• the make, model, registration number, height and length of your car if we are booking a Channel crossing for you
• the main driver if your holiday involves car hire booked by us
• the type of bicycle (standard or electric) you require and the heights of all party members if booking a cycling holiday
We also ask at this stage that you pay a deposit (or full payment if you are booking within 8 weeks of departure) along with your travel insurance premiums (if required).
Regardless of how you make your booking, IT IS ASSUMED THAT YOU HAVE ACCEPTED OUR BOOKING CONDITIONS. If you phone us, please note that some calls may be recorded for training and quality-control purposes.
Confirming your booking
We can often provide immediate confirmation of your accommodation and travel arrangements. However, the personalised nature of our holidays means we sometimes have to contact our accommodation providers and other suppliers (such as the bike hire shop, in the case of cycling holidays) individually to secure the main elements of your holiday.
Once we have heard back from them, the member of the customer services team looking after your holiday will contact you. Usually this will be to tell you that the accommodation is all confirmed, but if we are unable to make any of the arrangements (unless it is a minor detail) they will give you the choice of changing your dates, adjusting the itinerary, booking a different holiday or refunding your deposit in full.
It is not until all the key elements of your holiday have been secured that we will arrange your travel (or you can do so, if arranging it independently). It is at this stage that we require any additional payments necessary to secure particular flights or other travel arrangements if we are booking it on your behalf.
Once your travel arrangements have been confirmed, we will finalise any remaining elements of your holiday and then send by email or post (please tell us your preference) a Booking Confirmation and Invoice (and an ATOL Certificate if your confirmed travel arrangements include a flight) to the party leader, along with information to help you to prepare for your holiday. Everyone going on holiday should check all documents (including the Booking Confirmation, Invoice and ATOL Certificate) carefully. Contact us immediately if any information on any document appears to be incorrect or incomplete as it may not be possible to make changes later.
Other booking information
While not essential to confirm your booking, we do require additional personal information for the proper arrangement of your holiday. You can provide this information online (we will email you a link to a secure, personalised web page with your Booking Confirmation and Invoice) or by phone on 01653 617001. The information that we require includes:
• postal addresses of all party members
• passport details (nationality, number, place of issue, issue date, expiry date) of all party members to satisfy the requirements of Advance Passenger Information (API)
• details of all party members’ travel insurance (insurer, policy number and medical emergency helpline), if not taking our policy
• a mobile number to contact you with urgent updates while you are away
• an emergency contact in the UK for while you are on holiday with us
• for skiing holidays, any ski packages to be pre-booked (in which case we need your shoe sizes and heights to pass on to the ski hire shop)
The next stage
We ask that you pay the balance no fewer than 8 weeks before departure. Please do not hesitate to contact us at any stage if you have any queries relating to your holiday.
We normally send your maps, route notes, tickets etc to your home (or other specified) address 2-3 weeks in advance of your holiday so that you have time to read it all before you travel. If you are travelling elsewhere before your Inntravel holiday commences and require your documentation to be sent to you particularly early, please advise us in good time.
The deposit required varies according to the type of holiday you have chosen. All deposits are per person unless stated otherwise.
£240 per party
£240 per family
Holidays in the snow
We offer a personal holiday insurance policy specifically tailored to our type of holiday by Fogg Travel Insurance, whose cover is among the most comprehensive available. In addition to emergency medical assistance, the policy provides cover for cancellation and travel disruption in many cases. If you are taking a cycling holiday, it even provides cover if your hired bicycle is extensively damaged or stolen while securely locked to an immovable object. For winter holidays, it provides wide-ranging winter sports cover.
We consider adequate travel insurance to be essential. If you decide not to purchase our insurance, we require you to provide us with details of your alternative policy (insurer, policy number and medical emergency telephone number) so that we can assist if the need arises while you are on holiday. You should ensure that the insurance cover you purchase covers the activities Inntravel provides during your holiday and is adequate for your particular needs. We will not accept liability for any damage, costs, losses or expenses which you incur as a result of your failure to do this; we do not check alternative insurance policies. If you do not inform us of your alternative arrangements, we will automatically add our insurance premium to your invoice. If you purchase our insurance, you must make sure our policy meets your needs, paying particular attention to existing health conditions and any planned activities, if different from those offered by us.
Last-minute bookings are often possible, for which we may have to make an extra charge for secure ticket delivery. We recommend you book as early as possible to get the holiday you want.
Methods of payment
Payments can be made in £ sterling only by: bank or building society cheque (payable to Inntravel Ltd), online transfer direct into Inntravel’s bank account (details are available on request), or Visa, MasterCard and American Express card payment. We are unable to accept Irish Laser cards.
BECAUSE WE INCUR HIGHER CHARGES FOR CREDIT CARD AND NON-UK REGISTERED DEBIT CARD PAYMENTS, WE LEVY A FEE (CURRENTLY 1.5% OF THE AMOUNT PAYABLE, BUT WE RESERVE THE RIGHT TO ALTER THIS AMOUNT) IF YOU CHOOSE TO PAY BY THESE METHODS. We do not levy charges for any other type of payment, including by debit card registered to a UK address. Should you choose to pay by credit card, please note that the invoicing party will be Hotelplan CC Services GmbH located in Erich-Weinert-Strasse 145, 10409 Berlin, Germany. Card payments can be made via our secure payment form.