Holiday Booking Conditions

November 8th, 2018


Because we believe it is important for you to be adequately insured all customers who travel on our holidays will be offered an optional free holiday insurance with ETI – International Travel Protection (ERV), the UK branch of Europäische Reiseverscherung AG, who are licensed by the Bundesanstalt für Finanzdienstleistungsaufsicht (BAFIN – www.bafin.de) and approved by the Financial Conduct Authority (FCA – www.fca.org.uk) to undertake insurance business in the UK.

Click here for Travel Insurance Summary

Data Protection Act

 All data held by Williams Travel is kept securely on site or by secure electronic means.

In order to ensure that all aspects of your holiday with us are as enjoyable as possible and that all elements are delivered as booked, we may need to use certain details that you have provided us with. This includes but is not limited to name, address, telephone number, requests and passport details. This information may also be passed on to local authorities as required by law.

We will not pass on your data to any one that is not involved in your travel arrangements.

When making a booking you agree with your data being used in this manner and we will at all times do all that is reasonably possible to ensure your data is used responsibly.

Please contact our data controller if you have any queries, complaints or require a copy of your information held by us.

We may contact you by post, telephone or email but if you do not wish to receive further information please inform our data controller.


This insurance policy will suit the demands and needs of an individual or group (where applicable) who have no excluded pre-existing medical conditions, are travelling in countries included within the policy terms and who wish to insure themselves against unforeseen events detailed in the cover section below. Subject to the terms, conditions and maximum specified claim limits.


We will not provide you with advice about the suitability of this product for your individual needs but will be happy to provide you with factual information.

We summarise below the details of the insurance cover provided which also includes 24-hour emergency service from Towergate Assistance. The following is a brief summary of the cover available. Full details of key benefits, conditions and exclusions will be forwarded with your confirmation of booking. In any event you may ask for a specimen copy of the policy wording before booking should you wish to examine this in advance.

Cancellation £2,000 within the United Kingdom, Channel Islands, Isles of Man, Isles of Scilly and Europe ·         £10 Loss of Deposit

·         £50 Cancellation

Travel Delay (Northern Ireland, Isles of Scilly, Isle of Man, Channel Islands & Europe) ·         £60 Travel Delay

·         £2,000 Holiday Abandonment

·         Nil Travel Delay

·         £50 Holiday Abandonment

Missed Departure ·         £100 England, Scotland & Wales

·         £200 Northern Ireland, Isles of Scilly, Isle of Man, Channel Islands & Europe

Personal Accident £10,000 (subject to age) Nil
Medical & Other Expenses (Including Curtailment) £1,000,000 Medical & Other Expenses, sub-limited to:

·         £1,500 Curtailment UK & Europe

Hospital Benefit ·         £100 (£10 per day) UK

·         £450 (£15 per day) Non-UK

Baggage £1,000 (£200 Personal Money) subject to age £35
Delayed Baggage £100 (after 24 hours delay) Nil
Loss of Passport & Visa Expenses £200 Nil
Personal Liability £1,000,000 Nil
Legal Expenses £25,000 Nil


If you or anyone else named on this policy has not been a resident in the UK for the past 6-months this policy cannot cover you.


You must be able to comply with the following conditions to have the full protection of your policy. If you do not comply the insurer may refuse to deal with any relevant claim or reduce the amount of any relevant claim payment.

You are not required to declare your medical conditions however to be covered for any medical conditions you have or have had, you must be able to answer NO to questions 1. to 4. and YES to questions 5. and 6. a) and b) below:

1  Are you aware of any reason why the trip could be cancelled or cut short (such as the health of a close relative)

2  Are you travelling:

a)  against the advice of a medical practitioner, or

b)  for the purpose of obtaining medical treatment.

3  Have you been given a terminal prognosis.

4  Are you receiving or awaiting treatment for any bodily injury, illness or disease as a hospital day case or in-patient.

5  If you are on prescribed medication, are your medical condition(s) stable and well controlled.

6  If you suffer from stress, anxiety, depression or any other mental or nervous disorder, have you received written confirmation (at your cost) that you are fit enough to take this trip by either:

    a)  a registered mental health professional (if you are under the care of a Community Mental Health Team), or

    b)  a consultant specialising in the relevant field.

PLEASE NOTE – You must also notify Mediscreen immediately of any changes in medical circumstances arising between the date the policy is issued and the time of departure for the trip. You may have to pay an additional premium to cover your medical conditions. This applies to all destinations including trips solely within the United Kingdom (being defined as England, Scotland, Wales, Northern Ireland and the Isles of Scilly).

Mediscreen can be contacted on 0344 892 1698 and its office hours are 9am to 5pm Monday to Friday excluding Bank Holidays


1  Cover is only available for the whole duration of a booked trip and cannot be purchased once a trip has already begun.

2  Any applicable excess applies per incident per person.

3  If your money, valuables, any items of baggage, your passport or visa are lost or stolen you must notify the local police and obtain a copy of the report within 24-hours of discovery. Failure to comply may result in your claim being reduced or rejected.

4  You are not covered for valuables, your passport or visa if left unattended at any time unless deposited in a hotel safe, safety deposit box or left in your locked hotel room.

5  You are not covered for baggage stolen from:

a)  an unattended coach / bus unless it was locked in the luggage compartment of the coach/bus and evidence of force or violent entry to the vehicle is available, or

b)  the passenger compartment of any unattended vehicle.


You should read your policy immediately to ensure it meets with your requirements. If for any reason it does not, it must be returned to Williams Travel within 14-days of receipt of the policy documents. Your premium will be refunded in full provided no claims have been made. If you cancel your policy after 14-days no premium refund will be given.

Frederick Thomas Williams t/a Williams Travel/Williams Holidays is an Appointed Representative of ITC Compliance Limited who are authorised and regulated by the Financial Conduct Authority (their firm reference is 313486) and which is permitted to advise on and arrange general insurance contracts.


When you make a booking, a booking form will be completed and a deposit paid. By confirming your booking with a deposit you are accepting the Booking Conditions of our Company on behalf of all members of your party. The deposit per person is £75 for a UK tour and £100 for a European tour and is non-refundable and non-transferable.


The balance must be paid at least 6 weeks before departure unless otherwise detailed in brochure. If the balance is not paid by this time we reserve the right to cancel your booking and offer the holiday for resale. No reminders are sent for the balance due.


Should you need to cancel your holiday, cancellation must be made in writing. Cancellation charges will apply as follow:

Prior to 42 Days – Deposit only

28 to 42 Days – 30% of holiday cost

14 to 27 Days – 45 % of holiday cost

7 to 13 Days – 60% of holiday cost

1 to 6 Days – 100% of holiday cost

Departure Day – 100% of holiday cost

The cancellation charge will be either the deposit amount OR the above percentage, whichever is greater.


Every effort will be made to operate the tour as advertised, although we reserve the right to change hotels and itineraries should this be necessary, without notice. We also reserve the right to cancel any tour. Refunds or compensation will not be made if the cancellation is made as a result of events beyond our control including war or threat of war, riot, civil strife, terrorist activity, industrial disputes, fire, quarantine, epidemic, natural or nuclear disasters, port and terminal closures and/or adverse weather conditions.


All bookings for holidays will be covered by the full compliance of Williams Travel with the Package Holidays Regulations 1992. All monies will be secured in Williams Travel Clients Trust Account with Barclays Bank and will remain there until completion of the tour. This will protect you from financial loss in the unlikely event that we are unable to meet our obligations.


Due to the possible fluctuation in transportation costs, exchange rates, dues and taxes we do in extreme circumstances reserve the right to make a surcharge on any tour. We will always absorb the first 2% of the increase and should the increase rise to in excess of 10% of the original tour cost, you will be entitled to cancel within 14 days of notification for a full refund. We are very pleased to tell you that we have never surcharged on any tour and will avoid doing so in the future if at all possible.


All clients must be able to get on and off the coach with no assistance from driver. We are able to take folding wheelchairs and walking frames in the luggage compartment of the coach but as space is limited all walking aids must be detailed on booking form. We are able to accommodate a limited number of foldable micro mobility scooters on each tour, please enquire on booking in order to check availability of space and suitability of vehicle. Please note that Williams Travel have the right to refuse transport of such items if they are not detailed on the booking.


Should you have any special requests they should always be made at the time of booking and entered on your booking form. We will endeavour to forward these on to the relevant parties but regret that such requests cannot be guaranteed.


Seats will be agreed and allocated at time of booking and detailed on your confirmation, those seats will be kept for the duration of the tour. A coach seating plan is always available and is shown inside of brochure. For operational reasons a coach of different seat configuration may be used and Williams Travel must therefore reserve the right to allocate seats other than those you have booked without prior notice. Specific seats are not allocated on feeder journeys.

If a tour is advertised as Premier Class coach, every effort will be made to provide a coach of this specification but we reserve the right to use a different coach if necessary.

Please note that we must be informed on booking if any persons may require the use of a seat belt extension whilst on tour.


We have pick up points in most town and villages which must be agreed when booking. Changes to original pick up point arrangements after the balance due date may not possible and will incur an amendment charge of £20 per person. Home pick up is available on selected tours at the cost of £12 per person. A feeder or taxi service may be operated to outlying areas at the discretion of Williams Travel.


The company will not delay the departure of the coach or any feeder transport for passengers arriving late at their pick-up point. We will not be responsible for any loss or expenses incurred by passengers due to late arrival.


We ask you to keep luggage down to one medium sized suitcase per person but a small holdall can also be taken on board the coach. It is the passenger’s responsibility to see that all luggage is located onto the coach. We cannot accept loss or damage to luggage unless it is established that it is caused by our negligence. Please attach luggage labels provided and leave in place for the return journey.


For all continental holidays you will require a full British Passport. We are unable to accept responsibility if passengers are not in possession of the correct travel documents or visas. We also recommend that you carry a European Health Insurance Card.


The law requires that smoking is not permitted on board the coach at any time however regular comfort stops are made.


In the unlikely event of a passenger having a complaint whilst on holiday they should inform the driver at the time of the incident or as soon as possible after in order for us to investigate or resolve the problem at the time. Should you feel the problem was not resolved satisfactorily you should advise the company in writing within 14 days of your return.


The company reserves the right to refuse a booking or terminate a passenger’s holiday should that passenger’s behaviour disturb the comfort, safety or well being of any other person. The company will not be responsible for any expenses incurred due to such behaviour.


Child reductions can vary considerably depending on age, accommodation and hotel policy. Please enquire when booking.


Please remember that all hotel amenities (eg lifts, swimming pools, etc) are beyond our control and therefore we are unable to accept responsibility for loss of these facilities during your stay. All entertainment is at the discretion of the individual hotel and may be withdrawn or amended at anytime.


Every effort is made to provide precisely the type of room you have booked and we will endeavour to convey special requests to the hotel, however we accept no responsibility for any failure to provide a special request and for which no supplement payment is made. Bookings for rooms with private facilities will be deemed to be effected by the provision of either bath & WC or shower & WC. Requests for one or other will be treated as requests only. When booking a double room requests for a twin or double bed should be made clearly otherwise it will be assumed that either is acceptable.


Most UK hotels featured in our brochure offer tea and coffee making facilities in bedrooms. It is usual for these to be replenished daily but in some hotels a nominal charge is made after the initial supply has been used. In continental hotels it is unusual to find tea and coffee making facilities in the rooms.


Passengers are not permitted to consume alcohol on board our coaches.


You must not board any coach either at the start or during a tour whilst you are seriously ill or suffering from any serious contagious illness or within 48 hours of having any sickness or diarrhea.

In order to protect our passengers, Williams Travel reserves the right to refuse travel to anyone they have reasonable cause to suspect falls into the above categories.