Booking Policies

Booking Processes - Terms & Conditions

BASIS OF AGREEMENT

1.1 Your Booking Confirmation together with these Conditions form the Contract between you and us...

DEFINITIONS

2.1 In these Conditions the following definitions apply:

  • “Booking Confirmation” means the confirmation issued to you and/or your travelling parties upon you placing an Order and which confirms the details of the Travel Itinerary that you have purchased;
  • “Conditions” means these booking terms and conditions;
  • “Contract” means the contract between you and us, as formed by these Conditions and the Booking Confirmation and any Framework Agreement that might exist between you and us;
  • “Credit Facility” means the credit provision available to you (if any) for payment of our Services, subject to the Credit Facility Terms;
  • “Credit Facility Terms” means those terms detailed in Clause 8 of these Conditions;
  • “Framework Agreement” means any contract between you and us concerning the general supply of travel management services by us to you;
  • “Order” means an order placed by you for the provision of Services and/or the components of your Travel Itinerary;
  • “Services” means the services that we will provide in recommending, booking and/or otherwise arranging, negotiating and reporting the supply of your Travel Itinerary;
  • “Third Party Supplier” means the third party with whom you have booked any components of your Travel Itinerary (or we have booked on your behalf by way of the Services) and who will provide that component of the Travel Itinerary to you and your travelling parties;
  • “Travel Itinerary” means the travel, airline flights, accommodation, car hire, restaurant, theatre or other event bookings, travel insurance or other related services that are to be supplied by Third Party Suppliers to you and your travelling parties, all as detailed in the Booking Confirmation;
  • “travelling parties” means the individual(s) who are to exercise and enjoy the Travel Itinerary booked by you on their behalf in accordance with the Contract (and ‘travelling party’ will be interpreted accordingly);
  • “you” means the person(s) to which we are to provide the Services and as detailed in the Booking Confirmation;
  • “we” means Travantae Limited Registered office address 29 Lowfield Road, London, England, NW6 2PP (and “us” or “our” shall be interpreted accordingly); and
  • “Website” means our website at vervtrip.com;

PROVISION OF SERVICES AND PLACING OF ORDERS

3.1 VervTrip offers hotel reservations, transfer services, and event bookings.

3.2 Our services include:

  • Hotel reservations with Pay Now and Pay Later payment options, where available.
  • Dedicated transfer services, including Airport to Place, Place to Airport transfers.
    Note: You might be able to book Airport to Place (airport as destination), which can be count as Airport to Airport
  • Hotel transfer services available as either complimentary (where eligible) or paid add-ons.
  • Event bookings.

3.3 All bookings and service requests are subject to availability and confirmation by VervTrip or the relevant service provider. A booking request does not constitute a confirmed reservation until a confirmation has been issued.

3.4 For hotel reservations made using the Pay Later option, the booking remains subject to the payment requirements, deadlines, and cancellation policies of the provider.

3.5 Complimentary hotel transfer services are available only for eligible hotel reservations and are processed after the associated hotel booking has been confirmed. Both complimentary and paid transfer services are subject to availability and the applicable service terms.

3.6 By placing an order, you confirm that all information provided is accurate, complete, and up to date. You are responsible for reviewing the booking details, traveller information, selected services, pricing, and applicable policies before completing your order.

3.7 Once your order has been confirmed, VervTrip will issue the applicable booking confirmation, voucher, ticket, or transfer confirmation using the contact details provided during checkout.

3.8 Special requests, including room preferences, early check-in, late check-out, or other service requests, will be forwarded to the relevant service provider where applicable but cannot be guaranteed unless expressly confirmed.

3.9 VervTrip reserves the right to refuse, suspend, or cancel any order due to payment failure, pricing or technical errors, suspected fraud, supplier unavailability, or any breach of these Terms and Conditions.

3.10 By placing an order through VervTrip, you acknowledge that you have read and agree to these Terms and Conditions, together with the applicable booking, payment, cancellation, and service-specific policies.

Payment Terms

4.1 Payment for any Order shall be made by debit/credit card, BACS or by means of the Credit Facility. All credit card payments made with a corporate credit card may be subject to a surcharge of 3%.

4.2 In respect of any Order which is placed less than one week before:

  • the proposed departure date (if any flight is booked); or
  • the first proposed supply of any Travel Itinerary component,

payment for the full amount of that Order (except where payment is made by way of the Credit Facility) shall be made at the time of placing that Order. Payments made by way of the Credit Facility shall be applied to the Credit Facility account at the time of placing that Order, subject to the Credit Facility Terms.

4.3 We shall be entitled to increase the price of your Travel Itinerary. In the event of an increase in the price of your Travel Itinerary, we will write to you to confirm such change.

4.4 Any price increase applied in accordance with clause 4.3 shall be invoiced to you and payable in accordance with clause 4.6, or applied directly to the Credit Facility.

4.5 We reserve the right to vary the charges quoted to you prior to you booking the Travel Itinerary and to correct any errors of which we become aware of at any time. It is your responsibility to check the up to date price when booking and you will be advised of the applicable price before your booking is confirmed.

4.6 Invoices/booking confirmations are due for payment immediately upon receipt unless you have been pre-approved in writing by us for use of the Credit Facility or unless otherwise agreed in writing by us.

4.7 Any sums due from you but not paid on their due date shall be subject to interest at the rate of:

  • 2% per annum above Barclays Bank Plc base rate during the first sixty (60) days following the date such sums became due;
  • 4% per annum above Barclays Bank Plc base rate between the 61st and 90th day following the date such sums became due; and
  • 8% per annum above Barclays Bank Plc base rate at any time after the first ninety (90) days following the date such sums became due until the date such sums are paid in full. Such interest shall accrue on a daily basis and be compounded quarterly.

4.8 In the event that any sums due from you to us are not paid when due, we reserve the right to suspend or cancel all or part of the Travel Itinerary and you shall be responsible for any cancellation fees incurred and due to us or a Third Party Supplier as a result of such suspension or cancellation.

Refund Policy & Cancellation

5.1 All cancellations made by you must be made in writing to us which includes email.

5.2 In the event of cancellation by you, we will refund you the full amount of the cost depending on the cancellation terms of the Travel Itinerary booked by you that we are able to recover from the Third Party Supplier in question. In the event that we cannot obtain a refund of all or part of the price paid by you for any Travel Itinerary that you cancel, we shall not be liable to refund you to this extent. In the event of cancellation by you, you will not be entitled to any refund of any sum paid to us in respect of our Services, as these Services will already have been fully performed. In the event of cancellation by you we reserve the right to charge you an administration fee of £50 plus VAT or the actual costs (including administration costs) incurred by us in processing your cancellation, whichever is the higher.

5.3 At our sole discretion, any Travel Itinerary booked by you may be postponed to a later date rather than cancelled.

CHANGES BY YOU

6.1 Any changes that you request to the details of your booking (as detailed in your Booking Confirmation) shall be permitted in our sole discretion and shall be subject to the payment of an administration fee of £50 plus VAT (although we reserve the right to increase this fee to a reasonable amount if the complexity of the change means that our costs in undertaking such change exceed £50 plus VAT).

ALTERATIONS AND CANCELLATION BY US

7.1 Whilst every attempt is made to ensure that the Travel Itinerary booked by you are provided in accordance with the details of your Booking Confirmation, prior to your departure, we reserve the right to:

  • cancel any Travel Itinerary that you have booked; or
  • amend the details of any Travel Itinerary that you have booked, including the dates of such Travel Itinerary.

7.2 Should any Travel Itinerary component you have booked be cancelled in accordance with clause 7.1.1, we shall inform you as soon as practicable and, subject to clause 7.5, you will be offered:

  • alternative Travel Itinerary components(s) of an equivalent nature which may include a change of dates and/or location of the Travel Itinerary component(s); or
  • if we are unable to arrange alternative Travel Itinerary component(s), a full refund of all monies paid.

7.3 Should the details of the Travel Itinerary you have booked be amended in accordance with clause 7.1.2, we shall inform you as soon as practicable and, subject to clause 7.5, you will be offered a choice:

  • proceeding with the Travel Itinerary components as they have been amended; or
  • withdrawing from this Contract for those Travel Itinerary components, in which case you will be offered:
    • alternative Travel Itinerary components of an equivalent nature which may include a change of dates and/or location of the Travel Itinerary components;
    • alternative Travel Itinerary components of a lesser quality and a refund of the difference in price between the Travel Itinerary components originally booked by you and the alternative Travel Itinerary components offered by us;
    • if we are unable to arrange alternative Travel Itinerary components, a full refund of all monies paid.

7.4 After departure, should a significant proportion of the Travel Itinerary that you have booked not be provided or should it become clear that they cannot be provided, then, subject to clause 7.5:

  • we will make suitable alternative arrangements (any additional cost between the new arrangements and the Travel Itinerary you had booked, will be solely your responsibility); or
  • if it is not possible to make suitable alternative arrangements, or you reject these alternative arrangements for good reason, we will arrange for you to be provided with equivalent transport back to your place of departure (or any other location agreed with you) at your cost;

7.5 We shall not be liable to you or be deemed to be in breach of this Contract by reason of any delay in performing or failing to perform:

  • any of our obligations under this Contract;
  • the Services; or
  • the provision of any component of the Travel Itinerary booked by you, should such delay in performing or failure to perform be due to:
    • any unusual and unforeseeable circumstances beyond our reasonable control;
    • any failures in the performance of the Contract which are attributable to you or your conduct or any person in your travelling party or their conduct; or
    • any failures in the performance of the Contract which are attributable to a third party unconnected with the provision of the Services or the Travel Itinerary.

CREDIT FACILITY TERMS

8.1 Where reference is made to the Credit Facility in the course of these Conditions and we have pre-approved in writing for you to utilise a Credit Facility and that Credit Facility amount has been agreed, these terms shall also apply.

8.2 In accordance with clause 4 and subject to clause 8.4, when an Order is placed and payment made by way of the Credit Facility, we shall issue immediate confirmation that the Order has been applied to your Credit Facility.

8.3 Once your Order has been applied to the Credit Facility, we shall issue notice of the date by which payment must be made, being no more than four weeks’ after the date of said confirmation.

8.4 Should any Order total an amount which exceeds the value of the Credit Facility at that time, confirmation of that Order shall be postponed until payment has been made by you to clear part or all of the Credit Facility balance owing.

8.5 We reserve the right to close your Credit Facility account at any given time.

8.6 In the event of cancellation by you or us pursuant to clause 5 or clause 7 or should your Credit Facility be closed in accordance with clause 8.5, full payment of the credit amount shall become due with immediate effect and any late payment will be subject to interest in accordance with clause 4.7.

8.7 Any funds due to be refunded to you under this agreement will be offset against any Credit Facility amount outstanding, unless the Credit Facility has been closed in accordance with clause 8.5.

8.8 In the event of closure of the Credit Facility, any outstanding Credit Facility amount must be paid immediately and any funds refunded to you under this agreement will be offset against any Credit Facility amount outstanding.

GENERAL

9.1 The Contracts (Rights of Third Parties) Act 1999 shall not apply to this Contract.

9.2 No variation of this Contract shall be effective unless made in writing and signed by both parties.

9.3 This Contract shall be governed by and construed in accordance with English law and any dispute arising out of or in connection with this Contract shall be subject to the exclusive jurisdiction of the English courts.

9.4 This Contract constitutes the entire agreement between the parties in relation to its subject matter and supersedes any prior agreement or understanding between the parties.

9.5 We shall have the right to assign or transfer this Contract or any part of it to any person or entity without your consent. You may not assign or transfer this Contract or any part of it without our prior written consent.

9.6 If any provision of this Contract is found to be invalid, illegal, or unenforceable, the validity, legality, and enforceability of the remaining provisions shall not be affected or impaired.

9.7 Please note that the room images displayed on our website are for illustrative purposes only and may not fully represent the specific room you will be allocated. Room layouts, designs, and features may vary depending on the hotel or property. While we strive to provide accurate representations, some images may depict sample rooms rather than the exact accommodation available. If you have specific requirements or preferences, we recommend contacting the hotel directly before making a booking.