Booking your Inntravel holiday

We aim to provide as much information as possible about our holidays on our website, but we highly recommend speaking to one of our travel consultants on +44 (0) 1653 617001 (you can request a call back if you prefer) 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, if it’s more convenient to communicate electronically, you can email your query. No matter what your question or how you contact us, we’re dedicated to helping you arrange your ideal holiday.

Once you've decided on your itinerary with the help of a travel consultant, 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).

If you are happy with the proposed arrangements and would like to go ahead, you can make a formal holiday booking by calling +44 (0) 1653 617001 or by completing our secure online booking form (there is a link on each holiday page). At this stage, we’ll ask you for the essential details that we need to make the reservations, 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 prefer and the heights of all party members if you’re booking a cycling holiday

We also ask at this stage that you pay a deposit of £200 per person (or full payment if you’re booking within 8 weeks of departure).

When you make a booking with us, regardless of how this is made, you agree on behalf of all persons named on the booking that you accept our booking conditions. If you phone us, please note that some calls may be recorded for training and quality-control purposes.

We can often provide immediate confirmation of your accommodation and travel arrangements. However, the personalised nature of our holidays means that there is sometimes a day or two’s wait involved while we contact hotels 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’ve heard back from them, our travel consultants will contact you. Usually this will be to tell you that the accommodation is all confirmed, but if we’re 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’s 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). At this point we will ask you for any additional payments necessary to secure particular flights or other travel arrangements if we’re booking them for you.

When your travel arrangements have been confirmed, we’ll finalise any remaining elements of your holiday and then send by email or post (please tell us your preference) containing a Booking Confirmation and Invoice (and an ATOL Certificate if your confirmed travel arrangements include a flight) to the party leader (usually the person who made the booking). Please check the documents carefully as it might not be possible to make changes later.

While not essential to confirm your booking, we do require additional personal information to fully process your booking. You can provide this information online (we will email you a link to a secure, personalised ‘MyInntravel’ web page with your Booking Confirmation and Invoice) or by phone on +44 (0) 1653 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)
• a mobile number to contact you with urgent updates while you’re away
• contact details of a friend or relative in case of an emergency while you’re 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)

Your personalised ‘MyInntravel’ web page will also contain links to various documents that will help you to prepare for your holiday.

We ask that you pay the balance at least 8 weeks before departure. Payments should be made in £ sterling (GBP) by:
• Visa, MasterCard and American Express (card payments can be made via our secure payment form)
• online transfer direct into Inntravel’s bank account (details are sent with your holiday confirmation)
• bank or building society cheque (payable to Inntravel Ltd)

The merchant which handles credit-card payments on our behalf is Six Payment Services.

Your final travel documents include all the relevant detailed background notes and route information you will need for your holiday, plus associated documentation such as maps and confirmation of any travel arrangements we have booked for you. We normally send these to your home (or other specified) address 2-3 weeks in advance of your holiday. If you are travelling elsewhere beforehand and would like us to send your final travel documents earlier, please let us know in plenty of time.

Having adequate travel insurance is absolutely essential. We will ask you to provide us with details of the policy you have in place (insurer, policy number and medical emergency telephone number) so that we can assist if the need arises while you are on holiday.

Please see our travel insurance page for more information and for details of a travel insurance provider that you may wish to consider.

Despite careful planning, there are times when you or we may need to change elements of your holiday. If you ask us to make changes, we may charge an amendment fee plus any costs incurred, while a change of dates or destination may be treated as cancellation and rebooking, and incur cancellation charges. If we have to amend or cancel your holiday, depending on the circumstance, you may change to an alternative holiday, postpone your holiday or cancel your holiday and receive a refund. All this is explained in our Booking Conditions, though should uncertainty around travel restrictions arise again, we will endeavour to be as flexible as we can and adapt our policies accordingly.