Booking Terms & Conditions
These Terms and Conditions apply to any tours booked with BalticRussia Co., based in Kaliningrad, Russia. These Terms & Conditions
govern the contractual relationship between Baltic Russia Co. and yourself. Please read these Terms and Conditions carefully as by booking any tour with BalticRussia you acknowledge that you have read and understood these Terms and Conditions and you accept and agree to be bound by these Terms and Conditions. If you have confirmed a booking on any tours with more than one client named and booked on such a booking, you shall be deemed to have accepted these Terms and Conditions on behalf of all clients named in the booking (including minors and those with a disability) and therefore all clients in that group indicate their acceptance and agreement to these Terms and Conditions. The client who confirmed the booking is considered to be the selected contact person for all other clients named in that booking.
1. DEPOSITS & FINAL PAYMENT
We do not require any deposits for the tours listed on our website, except the following stated below:
- Kaliningrad Travel Package
- Transfer Gdansk-Kaliningrad-Gdansk
- Tour Gdansk-Kaliningrad-Gdansk
- Any requested private or organized small-grouped tours with pick-up in Poland or Lithuania
Upon booking these tours with Baltic Russia Co., a 30% deposit is required to secure the tour and begin the necessary booking processes and ground preparations. An email will be sent to the client together with the payment instructions.
Final balance payment of the tour booked is required after the tour.
All payments made to Baltic Russia Co. should be free of bank charges and credit card transaction surcharges. Baltic Russia Co. is not responsible for any charges levied or charged by third parties and/or financial institutions and payable by the client as a result of credit card or other payment transactions in connection with the purchase of a tour and will not refund or return any fees charged by such third parties in connection with payments made by clients to Baltic Russia Co.
2. BOOKING AGREEMENT
A booking is confirmed and these Terms and Conditions shall apply when Baltic Russia Co. have received the applicable deposit from the client and the client has received written confirmation from Baltic Russia Co. of such booking. The client confirming the booking must be 18 years of age and above and agrees to provide full, complete and accurate information as requested by Baltic Russia Co. to confirm the booking. Any client confirming a booking on any tours with more than one client named and booked on such booking represents and warrants to Baltic Russia Co. that:
i) They have all requisite consents and authority to make such a booking on behalf of all other clients named on the booking, and have communicated all necessary information to the other clients in order for them to give free and fully informed authorization to do so.
ii) The information that they have provided regarding all clients is complete and accurate, and they have obtained all necessary consents and permissions to share such information with Baltic Russia Co. for the purposes of completing the booking.
3. CANCELLATION POLICY
A client may cancel their booking by notifying BalticRussia Co.. The applicable cancellation fees shall be determined with reference to the date on which the request to cancel is received by Baltic Russia Co. and are expressed hereinafter as a percentage of the total price paid for the cancelled tour.
(a) Cancellation received 20 days or more before the tour starts: No Cancellation Fees will be charged
(b) Cancellation received 8 – 19 days before the tour starts: 50% Cancellation Fee will be charged
(c) Cancellation received within 48hrs – 7 days before the tour starts: 100% Cancellation Fee will be charged
(d) Tailor-made tours may be subject to alternative cancellation terms, which will be communicated to applicable clients at the time of booking.
4. TRAVEL INSURANCE
BalticRussia Co. does not provide travel insurance therefore the client must obtain travel insurance from their home country with the
minimum recommended medical coverage covering all applicable dates of any travel with Baltic Russia Co. and this insurance must cover personal injury and emergency medical expenses. It is strongly recommended that clients also extend their coverage to include cancellation and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the client. The cost of the tour does not include any insurance coverage for the client, and that the client is required to obtain separate coverage at an additional cost to the tour price. When obtaining travel insurance the client must ensure the insurer is aware of the type of travel to be undertaken so that the insurer may properly cover travel on the applicable tour.
7. PRICES, SURCHARGES AND TAXES
Due to the nature of the tourism industry in Russia and the prices of the resources on which it depends, the published price of any tour product is subject to change at any time, before or after booking confirmation, up to 30 days before the departure of such a tour. Baltic Russia Co. reserves the right to impose surcharges on any tour products, but only for reasons arising from increases in accommodation costs, transportation costs, fuel costs, dues, taxes or fees chargeable for services such as third party supplier costs, currency and exchange fluctuations, park fees, increases in taxes, or government action which impacts the price of the applicable tours, but only where the increase in question is substantial enough to warrant the right to impose these surcharges. Baltic Russia Co. shall provide notice to the affected client as soon as reasonably possible upon learning of the necessity to impose a surcharge in accordance with this section.
Upon receiving notification from Baltic Russia Co. the affected client(s) may elect to either:
(a) cancel the applicable tour booking without incurring any penalty; or
(b) accept the change of price.
The client must notify BalticRussia Co. of their election within 14 days of receipt of notice of the increase, or they shall have been
deemed to have accepted the price change and have accepted liability for payment of the increase.
From time to time Baltic Russia Co. may offer reduced pricing on selected tours. The reduced pricing applies strictly to new bookings.
Bookings that have already been confirmed (which for these purposes shall mean bookings in respect of which payment of at least a deposit has been received by BalticRussia Co.) are not entitled to the reduced pricing.
8. GUARANTEED DEPARTURES & CANCELLATION OF A TOUR BY BALTIC RUSSIA CO.
Baltic Russia Co. guarantees all scheduled group tour departures that have been booked by a client shall depart as scheduled (subject to reasonable itinerary changes). Brochures, and other printed materials displaying tour information and departure dates are subject to change, and such dates are excluded from this guarantee. A departure shall become guaranteed once at least one client has a confirmed booking. This guarantee is not applicable in Force Majeure situations.
If a tour is cancelled by Baltic Russia Co. before the agreed date of departure for reasons not arising from Force Majeure or the fault or negligence of or within the reasonable control of the client, the client shall have the choice of:
accepting from Baltic Russia Co. a substitute tour product of equivalent or superior value, where such substitute is reasonably available;
or accepting from Baltic Russia Co. a substitute tour of lower value if no tour of equivalent or superior value is reasonably available, and to recover from Baltic Russia Co. the difference in price between the price of the tour originally purchased and that of the substitute tour; or accepting from Baltic Russia Co. a full refund of all monies paid for the cancelled tour.
BalticRussia Co. of the cancelled booking such as visas, non-refundable flights or rail, nonrefundable car parking or other fees, loss of earnings, or loss of enjoyment, etc. BalticRussia Co. Ltd reserves the right to issue a full refund in lieu of the choices above, in its sole discretion. Where after departure a significant element of the tours as described cannot be provided, Baltic Russia Co. will make suitable alternative arrangements for the continuation of the tours. If it is not possible to provide a suitable alternative or the client reasonably rejects any suitable alternatives, BalticRussia Co. will provide the client a refund of unused tour products or tour product portions.
9. CANCELLATION OF A TOUR BY THE CLIENT
If the client is prevented through reasons completely beyond such client’s control from proceeding with a tour as booked the client may, if possible, transfer his/her tour booking to a person who satisfies all the conditions applicable to the tour, provided that the client gives notice to Baltic Russia Co. of the client’s intention to transfer no less than 7 days before the date when the tour departure is due to take place. Where such a transfer is made, the transferring client and the transferee client shall be jointly and severally liable to Baltic Russia Co. for payment of the price of the tour (or, if part of the price has been paid, for payment of the balance) and for any additional costs arising from such transfer. For private tours, Baltic Russia Co. can also reserve the tour for a client should they decide to postpone the tour to a later date. The client however will be responsible for paying cancellation fees as per the cancellation policy and also for any unforeseen extra costs which arise until the client does the tour at a later date (i.e – accommodation costs, transportation costs, fuel costs, dues, taxes or fees chargeable for services such as third party supplier costs, currency and exchange fluctuations, park fees, increases in taxes, or government action which impacts the price of the applicable tours).
10. CANCELLATIONS AND CHANGES
The client acknowledges their understanding that the route, schedules, timings, accommodations, itineraries, amenities and mode of transport may be subject to change without prior notice due to circumstances or events, which may include sickness or mechanical breakdown, incidents in the location where the tour will be operated, strikes, events emanating from political disputes, entry or border difficulties, extreme weather and other unpredictable or unforeseeable circumstances which are beyond the reasonable control of Baltic Russia Co. and that Baltic Russia Co. is not liable to any client for such changes or amendments.
Baltic Russia Co. shall not be liable to pay any discounts or refunds for missed or unused services which were missed or unused by the client due to no fault of Baltic Russia Co., its suppliers, or representatives, which shall include any termination of the client’s
participation in the tour due to the client’s own fault, negligence or breach of these Terms and Conditions.
Client agrees to bring any complaints regarding a tour to Baltic Russia Co. as soon as possible in order to provide Baltic Russia Co. with the opportunity to address such complaint properly. Client agrees to inform the head guide or other designated Baltic Russia Co. representative at the earliest opportunity. Baltic Russia Co. assumes no liability for complaints that are not properly brought to the attention of Baltic Russia Co. with sufficient notice for Baltic Russia Co. to resolve or attempt to resolve any client complaints. Any complaint made after the completion of a tour must be received in writing by Baltic Russia Co. within 30 days of the end of the tour in question.
12. THIRD PARTY SUPPLIERS
Baltic Russia Co. makes arrangements with accommodation providers, activity providers, coach companies and other independent
parties (“Third Party Suppliers”) to provide you with the travel services and other services you purchase or which form the componentparts of your product Tour. Third Party Suppliers may also engage the services of local operators and/or sub-contractors for the provision of travel services that form part of the tour(s). Baltic Russia Co. takes all reasonable care in selecting Third Party Suppliers, Baltic Russia Co. is unable to control Third Party Suppliers and do not supervise Third Party Suppliers and therefore cannot be responsible for their acts or omissions.
To the fullest extent permissible by law, BalticRussia Co. is not liable and will not assume responsibility for any claims, losses, damages, costs or expenses arising out of inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical or mental, resulting from the act or omission of any party other than Baltic Russia Co. and its employees. For clarity, neither Baltic Russia Co. nor any carrier is liable for the acts or omissions, whether negligent or otherwise, of Third Party Suppliers or any independent contractors.
Baltic Russia Co. are not responsible for any damages, expenses, losses, or claims which are attributable to the fault of any client, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services that form any part of the tours, or a force majeure event.
Baltic Russia Co. shall have no liability for loss, theft of or damage to baggage or personal effects of Clients while participating in a tour. Clients should not leave personal belongings unattended in any public areas, on board any mode of transportation, or elsewhere, and are responsible at all times for their own effects and belongings. BalticRussia Co. cannot accept responsibility for and in no event shall be liable for loss or damage of valuables or other articles left in or on facilities used by BalticRussia Co., such as hotels, vehicles.
15. FORCE MAJEURE
Baltic Russia Co. shall not be liable in any way to the client for death, bodily injury, illness, damage, delay or other loss or detriment to person or property, or financial costs both direct and indirect incurred, or for Baltic Russia Co. failure to commence, perform and/ or complete any duty owed to the client if such death, delay, bodily injury (including emotional distress or injury), illness, damage or other loss or detriment to person or property is caused by Act of God, war or war like operations, mechanical breakdowns, terrorist activities or threat thereof, civil commotions, labor difficulties, interference by authorities, political disturbance, howsoever and where so ever any of the same may arise or be caused, riot, insurrection and government restraint, fire, extreme weather or any other cause whatsoever beyond the reasonable control of Baltic Russia Co.; or an event which BalticRussia Co. or the supplier of services, even with all due care, could not foresee.
16. IMAGES AND MARKETING
The client agrees that while participating in any BalticRussia Co. tour, images, photos or videos may be taken by other clients and/or Baltic Russia Co. representatives or Guides that may contain or feature the client in part or in whole. The client acknowledges that they consent to any such images, photos and videos being taken and grants a perpetual, royalty-free, worldwide, irrevocable license to Baltic Russia Co., its affiliates and assigns, to reproduce for any purpose whatsoever (including marketing and promotions), in any medium whatsoever, whether currently known or hereinafter devised, without any further obligation to the client or compensation payable to the client.
BalticRussia Co. reserves the right to update and/or alter these Terms and Conditions at any time, and shall post the amended Terms and Conditions on the Baltic Russia Co. Website. Any such amendment shall take effect 10 days following their posting to the Website. The latest Terms, as amended, may be accessed any time on the BalticRussia Co. website, or will be sent to clients upon their written request to BalticRussia Co.. Clients shall be deemed to have accepted any amendments to these Terms and Conditions on the date that is 10 days after their posting on the BalticRussia Co. website. BalticRussia Co. recommends that all clients refer to the Terms and Conditions prior to their travel to familiarize themselves with the most up-to-date version of the Terms and Conditions.