Oak Hall Expeditions Terms & Conditions

The full balance of your holiday payment is due two months before departure for summer and winter holidays and one month before Otford Manor events.

Please make a note of when the payment is due, as we may not be able to issue reminders. As we have to meet deadlines with suppliers such as hotels or airlines, if payment is not made on time for your booking we may need to cancel unpaid places and release them to others. If you know earlier that you will be unable to travel, please let us know. If you book within two calendar months of the date of departure, we ask you to pay the full holiday cost.  

Please note that flight costs tend to increase nearer the time of departure or due to demand, and supplements may apply (if so, this will be made clear on the website at the time of booking). 

Please ensure that you have travel insurance cover from the time that you pay for your holiday, as you may be able to make a claim through your travel insurance company if you need to cancel and your reason falls within the terms of their policy. 

Our prices are calculated to include the current arrangements and rates for VAT. Should there be an increase, this will affect the price. We will absorb any changes in currency exchange rates up to 2% deviation from the rate on 5 May for the following Winter Programme and 1 November for the following Summer Programme. Where exchange rates fluctuate beyond 2%, we may request the payment of a currency supplement charge.

We will notify you two months in advance in the unlikely event of a holiday cancellation. Usually your group will be a minimum of 20 persons.

All your payments for coach holidays are kept in a Trust Account until after your holiday is completed. This provides your security for protection against the unlikely event of insolvency and ensures a full refund and repatriation. 

All the flight-inclusive holidays in this brochure are financially protected by the ATOL scheme (Oak Hall Expeditions Ltd. ATOL Licence 3207). When you pay you will be supplied with an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. Please ask for it and check to ensure that everything you booked (flights, hotels and other services) is listed on it.

We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In the unlikely case that neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding, to be paid by you under your contract, to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). 

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

In the rare event that hired equipment is damaged or lost, payment of the replacement value of affected items is payable to Oak Hall at the resort. You can then claim on your insurance. 

When travelling in Europe, if you are eligible, please make sure you have a European or Global Health Insurance Card (EHIC/GHIC), as well as travel insurance. Often an EHIC/GHIC is required for your insurance policy to be valid. An EHIC/GHIC is free. To apply for an EHIC/GHIC or for more information look online at www.dh.gov.uk/travellers. It is important to note that an EHIC/GHIC is not a replacement for travel insurance and should be carried with you whilst abroad. 

Only if you consent to your child receiving first aid from our team will we receive them for Oak Hall activities (ski instruction/ Otford Manor activities etc.). Your application for a child to join in with such activities indicates your assent to this.

The limit for the combined weight of all an individual's luggage is 20kg (excluding hand luggage). We ask that you do not bring more luggage with you than you are able to carry yourself. 

Please note that we have a no alcohol policy on the coach, which includes both consuming and transporting alcohol. 

Please note that there might be exceptions regarding pick up points (e.g. for day trips the pick up point is Otford). However, this will be clearly communicated at the time of booking. 

Our flights are mainly with scheduled international airlines from London airports, but we also sometimes have departures from regional airports, such as Birmingham and Manchester. Exact timings can be found on the website once available and will also be sent to you nearer the date of your departure. Dates are correct at the time of going to print. Occasionally rescheduling is made by the airlines and you may need to be flexible by a day or two. Air flights are occasionally subject to delay due to weather or other reasons beyond our control and are subject to final adjustment by the airline. We use return tickets and if you do not travel out with the group, the airline will usually automatically cancel the inbound flight. Please note that airport taxes are subject to change and we may need to ask you to cover any increases if these should be imposed by the government, for example.  

The luggage allowance varies from airline to airline, and you will be informed of the precise amount in the Detailed Information document for your holiday. Please note that occasionally the size of the local hire coach, for example, may require us to set a lower allowance in the Detailed Information document than the airline limit. 

If you are making your own travel arrangements (which is indicated an by 'X' in the holiday code for winter holidays or an independent travel discount on your booking for summer flight holidays), you can either meet the group at the resort, or at the overseas airport and join our transfer coach (this may be subject to a charge).

Please ensure that you only book independent flights after you have a confirmed place on the Oak Hall holiday. If you wish to join our airport transfer coach, please make sure that your chosen flight is scheduled to arrive in good time, ideally 2 hours, ahead of our transfer coach departure. If you are unable to arrive before the transfer coach departs (e.g. due to your flight being delayed), you will need to make your own way to the resort by public transport. 

In the unlikely event of Oak Hall cancelling a holiday or amending the group flights, you will need to liaise directly with your own insurance or transport provider (airline, train company etc.) regarding the costs of changing or cancelling your travel plans. Oak Hall would not be responsible for these costs.

In our campsites we provide tents that accommodate two or three people. Our meals are prepared in a central cook tent, served for us to enjoy sitting around the marquee or in the fresh air - camp style with no tables. 

At these locations, our own teams provide the catering and we can offer a vegetarian option. The limitations of camp cooking, for example, mean that we are limited in our ability to cater for food allergies and other diets. Please contact us for more information. 

Once or twice during your stay you will have the opportunity to help the cooks before and after the meal (e.g. washing up).

Please note that there is a no alcohol policy in our campsites, chalets and mountain centres. 

The ability of different hotels to cater for dietary requirements can vary. Please contact us for more details. Swimming pools and other facilities may not always be open due to maintenance or seasonal closure. There can be a range of rooms at a hotel within our group's allocation (i.e. the size of room, decoration, equipment, views etc may be different). 

For events at Otford Manor (Kent), if you have a particular allergy, we will endeavour to incorporate this into the menu. Due to the nature of our kitchen, and the high volume of homemade food produced, we cannot guarantee that our dishes do not contain traces of allergen ingredients. We will do our best to avoid any cross contamination but please be aware that multiple allergen ingredients are used in our kitchens. For manufactured items used in our dishes, while we adhere to their labelling, we cannot guarantee that there are no traces of allergens.

For all types of accommodation, there is the opportunity to share a room with others. The Oak Hall office will place you into a shared room with others of the same gender and where possible, a similar age to you. If you are coming with friends or family, please indicate this at the time of booking and you will be accommodated with them wherever possible. Please note that mixed accommodation is only available for married couples or families.