General terms and conditions of cooperation
1. Rates for individual travel:
a. rates are quoted NET (are not commisionable) and GROSS („Escorted Tours with Guaranteed Departures”)
b. accommodation rates include: breakfast and VAT
c. rates do not include: visa prolongation, items of personal nature (laundry, tips, etc), personal insurance, insurance and handling of luggage
d. rates include VAT, however additional VAT will be charged should the Government legislation change
e. during this contract
f. full payment is obligatory according to the terms of payment
Orbis Travel Incoming Tour Operator reserves the right to alter the rates notifying the Travel Agency in a possibly shortest time.
2. Rates and main conditions regarding group travel:
a. group rates are offered on request
b. rates in group travel are quoted NET and are not commissionable
c. rates include VAT, however, additional VAT will be charged should the Government legislation change during this contract
d. a group is formed in principle by minimum 15 persons participating together in the same services, however in some hotels minimum 10 rooms are required
e. in group travel each 21st participant is granted free participation in all arrangements and services
f. except for trasportation tickets
g. full payment is obligatory according to the terms of payment
Orbis Travel Incoming Tour Operator reserves the right to alter the rates notyfying the Travel Agency in a possibly shortest time.
3. Terms of payment:
Full payment for services ordered should reach Orbis Travel Incoming Tour Operator before commencement of services but not later than:
- 35 days for groups and quaranteed tours
- 7 days for individual travel
however additional conditions can apply in some cases.
Payments should be settled:
a. by a bank certified cheque (the cheque with appropriate specification should be sent to Orbis Travel Incoming Tour Operator)
b. by bank transfer to one of the following
Bank: Societe Generale S.A.
Poland
Ul. Marszałkowska 111
00-102 Warszawa
Acc. No. PL64 1840 0007 2213 3610 0819 4210
SWIFT: SOGEPLPW
Should no payment be effected or should no written proof or remittance reach Orbis Travel Incoming Tour Operator prior to above deadlines, Orbis Travel Incoming Tour Operator shall cancel all services ordered, notifying the Travel Agency concerned.
Orbis Travel Incoming Tour Operator reserves the right to change the terms of payment notifying about the fact
the Travel Agency.
4. Changes and cancellations
a. changes and cancellation of orders received by Orbis Travel Incoming Tour Operator prior to commencement of services will involve no costs to ordering Party if they are made not later than:
- 35 days for group travel and individual active travel (except for stays at hotels in Tri-city area, where 48 days are required)
- 7 days for individual travel
a. for changes and cancellations effected after the above deadlines, Orbis Travel Incoming Tour Operator is entitled to charge the Travel Agency with costs involved:
- for individual tourist arrangements: with the cost not exceeding the price of the 1st overnight in each locality previously booked, the cost of arrival transfer, sightseeing and unused transportation tickets
- for group arrangements, active tours, package arrangements, castles and palaces: with costs ca 50% of the previously confirmed total value of services ordered, but in some cases 100% if such costs involved
Please note: Reduction in the number of participants in a group shall not involve whatsover costs if the total number of participants upon arrival to Poland is not less than 90% of the number of participants specified in the last booking report to Orbis Travel Incoming Tour Operator prior to the deadlines as per point (a) of this item with the exeption however for transportation tickets. Minimum 15 participants or 10 rooms (it depends on hotel requirements) in group travel should be regarded. Hotels or restaurants may charge the group for unused meals at a restaurant or hotel on the route. Deadline for meal cancellations is 3 days.
Orbis Travel Incoming Tour Operator reserves the right to change the above deadlines.
5. Children discounts:
a. group travel and guaranteed tours
- children up to 4 years old are granted free participation in group arrangements unless they get separate be and meals
- children of 5-12 years old, accommodated in parent’s room are granted a 25% discount on the price of a group programme. Total number of children with discounted prices in a group should not exceed 20% of the number of all participants paying full price. Children are not granted any other discounts.
b. discounts for children participating in an active tours on request
c. individual travel – max. 2 children with discount prices, sharing a room with their parents and using existing beds:
- Holiday Inn Warszawa – children under 18 years old accommodation free of charge, free breakfast for children under 13 years
- Sofitel Victoria – children under 12 years old accommodation and breakfast free of charge
- Mercure, Novotel, Orbis (except for hotels listed below) – for children under 16 years old accommodation and breakfast free of charge
- Mercure Mrongovia - children 0-4 years accommodation and breakfast free of charge, 4-16 years accommodation free of charge, breakfast additionally paid at the spot
- Giewont Zakopane - children 0-4 years free accommodation and breakfast, 4-14 years 25% discount from 1/2 dbl with breakfast
- Mercure Kasprowy Zakopane - children under 14 years old 25% discount from 1/2 dbl with breakfast
- Solny - children 0-4 years accommodation and breakfast free of charge, 5-12 years accommodation free of charge, 25% discount for breakfast
- Skalny Karpacz - children under 4 years of age accommodation and breakfast free of charge, children 5-14 accommodation free of charge, breakfast additionally paid at the spot
- Novotel Gdańsk Centrum - children under 5 years old accommodation and breakfast free of charge
- Posejdon - children 0-4 years of age accommodation and breakfast free of charge, 5-14 years accommodation free of charge, breakfast additionally paid at the spot
- Mercure Hevelius - children 0-3 years accommodation and breakfast free of charge, 4-16 years accommodation and breakfast 20 Euro/child payable at the sspot
- Gdynia - children 0-4 years accommodation and breakfast free of charge, 5-16 years accommodation free of charge, breakfast additionally paid at the spot
- Mercure Mrongovia Mrągowo, Posejdon Gdańsk, Petropol Płock, Motel Wrocław, Arkona Szczecin – children under 16 years old accommodation free of charge, breakfast extra paid on the spot
d. discounts for children in other hotels on request (applies to group and individual travel).
6. Claims, liability:
a. Orbis Travel Incoming Tour Operator is not to be held liable for any damage, expense or inconvenience caused by late departures, change of schedule, loss of luggage , goods or money, theft, accidents and any other events being out of Orbis Travel Incoming Tour Operator control.
b. Orbis Incoming Tour Operator shall make all efforts to arrange all services in accordance with formerly confirmed order. In justified cases, however, Orbis Incoming Tour Operator has the right to change – notifying the Travel Agency – the itinerary and/or hotels to similar category. Whenever this is not possible hotel of lower standard will be provided
c. All claims regarding the services should reach Orbis Travel Incoming Tour Operator in writing within 45 days upon termination of tour. Claims should be made through the Travel Agency, which acted as Agent between customers and Orbis Travel Incoming Tour Operator. After this deadline no claims shall be taken in consideration.
d. There will be no refunds for unused package tour services or features.
Orbis Travel Incoming Tour Operator reserves the right to change terms of cooperation in relation
to separetly concluded special agreements.
