Booking Conditions

1. General

These booking conditions set out the basis upon which the holiday reservations and other travel are accepted for clients (“you”) by “Madrid & Beyond” (“us”). Under the license number CICMA 1161, “Madrid & Beyond” complies with legal, financial and insurance requirements under Spanish law and travel agency regulations.

2. Agency not Principal

We act only as the agents of all suppliers of accommodation, transport and other activities recommended by us (whether shown in our brochure, web site or otherwise) and not as principals.

3. Deposit and Balance of Payment

3.1 A contract shall come into effect between you and us upon receipt by us of the relevant deposit or, in the case of a late booking, upon receipt of full payment of the holiday.
3.2 A deposit of 25% of the full cost of your holiday is payable upon your confirmation to proceed with the booking of your holiday and/or other travel requirements.
3.3 Bookings will be confirmed on receipt of the appropriate deposit or, if appropriate, full payment. Upon receipt of the appropriate payment we will send you written confirmation of your booking, detailing the total cost of your holiday, the amount paid and, where necessary, how much remains to be paid.

4. Late Bookings

You may book your holiday at any time, right up to the day of departure. No extra fees are charged for late bookings but payment must be made in full and should be paid by credit card in this case. However we strongly recommend that you book your holiday well in advance and to help ensure you get your preferred holiday arrangements.

5. Prices

All prices we quote, including those shown in our brochure or on our website, are inclusive of our handling fees and VAT and, where published, are correct at the time of publication.

6. If You Cancel Your Booking

Any cancellation must be notified to us in writing and will only be effective upon receipt of such written notification. The following cancellation charges apply: more than 30 days before the holiday commencement, deposit only; 15-30 days before, 50% of the full cost of your holiday; 3-14 days before, 75% of the full cost of your holiday; 2 days or less, 100% of the full cost of your holiday. Depending on the reasons for your cancellation, you may be able to reclaim these cancellation charges from your insurance company, if you have taken out travel insurance.

7. If You Alter Your Booking

If you wish to alter your booking (eg change the dates of your holiday or the accommodation requested), we will use all our reasonable efforts to comply with your request, however you will be obliged to pay for any additional expenses that are incurred as a result (eg cancellation fees payable to hotels and other suppliers). In addition, we may charge, at our discretion, an amendment fee of up to a maximum of 100€ per person to cover the necessary administration costs incurred. If you decide to change your holiday in any way once it has commenced (eg change accommodation or the duration of your stay), we accept no liability for any loss, damage or additional expense and we cannot guarantee a refund of any costs already paid by you.

8. If We Cancel Your Booking

In exceptional circumstances we may find it necessary to cancel your booking and if so, we shall make all reasonable efforts to offer a suitable alternative. If this is not acceptable, and subject always to clause 9, we will refund your deposit and any other sum you have paid to us which shall constitute full settlement.

9. If We Alter Your Booking

If it is necessary to alter the confirmed itinerary before departure, we will use all reasonable efforts to notify you as soon as possible. Subject always to clause 9, if these alterations are unacceptable you may cancel that part of your booking that relates to the alteration and receive a full refund for that part of the booking, which shall constitute a full settlement.

10. Force Majeure

We regret that we cannot accept liability for any loss, damage or additional expense where the booking needs to be altered or cancelled or we are unable to perform our contractual obligations as a result of events of ‘force majeure’. In these Booking Conditions ‘force majeure’ means any event which could not have been reasonably foreseen, or the consequences could not have been reasonably avoided, by us or the suppliers of the relevant services in question, even with the exercise of all due care. Such events may include war or threat of war, civil strife, terrorist activity, industrial dispute, natural or man-made disaster, fire, adverse weather conditions and all similar events outside our or the relevant suppliers’ control.

11. Liability

We use all reasonable efforts to try and ensure that the vacations offered by us are properly arranged and that the suppliers of the services in the holiday maintain reasonable standards. We accept responsibility to take reasonable care in the organisational aspects of the holiday but we are not liable and cannot be held responsible for actions of property owners, organisers of activities, providers of transport or any other suppliers involved in your holiday. We are specifically not liable for events outside our reasonable control or if there has been no default or neglect by us and in no event shall we be liable for any special, indirect or consequential loss, including loss of profit. This limitation does not apply to fatal or other personal injury resulting from our negligence or that of our employees. We strongly recommend that all clients obtain appropriate travel and personal insurance cover.

12. Complaints

We do not expect and certainly do not want dissatisfied customers, but in the event that you are not entirely satisfied with the service offered, you should notify any complaint to our office as soon as possible. We shall use all reasonable efforts to rectify the complaint as quickly as possible. If the problem cannot be resolved during the holiday period, you should contact us in writing within 14 days of returning from holiday and we will use all reasonable efforts to resolve the matter.

13. Law & Jurisdiction

These conditions and terms of contract and all matters arising therefrom are subject to Spanish Law and to the exclusive jurisdiction of the Spanish courts.