Big Trail Adventures – Booking Conditions

Introduction

These Booking Conditions govern all arrangements made with Big Trail Adventures Limited ("BTA," "we," "us," "our") for self-guided hiking, walking, or running holidays ("Holidays") and itinerary-only services ("Services"). They form the basis of your contract with us and apply whether you book directly on our website, through our app, or by other means. Please read them carefully before booking.

1. Definitions

1.1 "You" or "Customer" refers to the person making the booking ("lead booker") and all persons included in the booking.
1.2 "Holiday" means a complete package organised by BTA, including accommodation and/or baggage transfer services provided through local partners.
1.3 "Services" means itinerary-only products purchased through our website or app.
1.4 "Contract" means the legally binding agreement between you and BTA once a booking confirmation is issued.
1.5 "Force Majeure" means any event beyond our reasonable control, including (without limitation) acts of God, war, civil unrest, industrial disputes, pandemics, adverse weather, or government restrictions.

2. Financial Protection

The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Big Trail Adventures Limited (member 5690), and in the event of our insolvency, protection is provided for:

• Non-flight packages

ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if transportation was included in your package. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Big Trail Adventures.

In the unlikely event that you require assistance whilst abroad due to our financial failure, please call the ABTOT 24/7 helpline on 01702 811397 and advise that you are a customer of an ABTOT protected travel company.

You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made

You can find out more about ABTOT here: https://www.abtot.com/

3. Booking Process and Payment

3.1 A booking is confirmed once we have received the required payment and issued a written confirmation.
3.2 For full Holidays (including accommodation and baggage transfer), a deposit of 20% of the total cost is payable when your booking is confirmed. The balance is due six (6) weeks before departure.
3.3 For itinerary-only Services, full payment is required at the time of purchase.
3.4 Payments must be made in the currency and by the methods stated on our website or invoice.
3.5 If you make a full Holiday booking directly on our website, an £80 per-person booking fee is payable at the time of submitting your request.
3.6 This booking fee is fully refundable if we are unable to confirm availability in the requested accommodation or to deliver the requested itinerary.
3.7 Once your booking is confirmed, the £80 per-person fee will be offset against the 20% deposit.

4. Booking Process for Itinerary-Only Services

4.1 Upon purchase, you will receive a unique access code and Adventure Planner Form to capture your preferences.
4.2 After submission, we will provide an Initial Adventure Plan within 24 hours, showing daily distances and start/finish locations.
4.3 You are responsible for booking your own accommodation and baggage transfers. We will provide advice to help you do so.
4.4 If suitable accommodation cannot be found, we will assist you in revising your itinerary or dates. If no workable solution is available, you may request a full refund under our Refund Policy.
4.5 Once accommodation is confirmed, you must upload your booking details via the BTA app.
4.6 We will then issue your Final Adventure Plan, including daily GPX files and door-to-door route details.

5. Navigation, Safety and App Use

5.1 Routes provided are for personal, non-commercial use. They are prepared using expert knowledge and public data but may not reflect real-time conditions.
5.2 You are responsible for your own safety, assessing route suitability and fitness, carrying appropriate equipment, and following local laws and access restrictions.
5.3 GPS signals and route data may be affected by weather or terrain. You must carry backup navigation (map and compass).
5.4 You use our app and routes entirely at your own risk. BTA accepts no liability for any injury, loss, or damage arising from their use.
5.5 Technical failures, GPS errors, or app downtime may occur; we will provide emergency contact information but cannot guarantee uninterrupted service.

6. Insurance and Documentation

6.1 It is your responsibility to obtain comprehensive travel and medical insurance covering cancellation, curtailment, injury, and repatriation.
6.2 You must carry all required permits and comply with local laws and access rights.

7. Changes and Cancellations by You

7.1 All cancellations must be made in writing (by emailing hello@bigtrailadventures.com). The date of receipt of your written notice will be treated as the effective cancellation date.
7.2 For Holidays including accommodation or baggage services, cancellation charges are as follows:
More than 42 days – Loss of deposit (20%)
42–28 days – 50% of total cost
27–15 days – 70% of total cost
14 days or fewer / no-show – 100% of total cost
7.3 For itinerary-only Services:
You may cancel for a full refund within 12 months of purchase if you have not submitted your Adventure Planner Form or if we have not issued your Initial Adventure Plan.
You may request a full refund within 14 days of receiving your Initial or Revised Adventure Plan if unsatisfied.
Once a Final Adventure Plan has been issued, no refunds will be available.
Services not completed within 18 months of purchase are deemed lapsed and non-refundable.
7.4 We recommend you arrange insurance to cover cancellation charges.

8. Changes or Cancellations by Us

8.1 We may occasionally need to alter itineraries or cancel a Holiday for operational reasons.
8.2 If we cancel a Holiday, you will be offered (a) a full refund of all monies paid, or (b) an alternative Holiday of comparable standard, subject to availability.
8.3 We will not cancel within 14 days of departure except for force majeure or failure by you to make payments when due.
8.4 We will not be liable for compensation where cancellation results from circumstances beyond our control, including war, pandemic, weather, or government restrictions.

9. Liability

9.1 We accept responsibility for ensuring that arrangements are supplied with reasonable skill and care.
9.2 We are not liable for any failure or improper performance where it is due to:
- your own acts or omissions;
- acts of third parties not connected with the provision of your Holiday; or
- unavoidable and extraordinary circumstances.
9.3 Our liability shall not exceed the total price of your Holiday except where the law requires otherwise.
9.4 BTA is not liable for third-party services booked directly by you, including accommodation, baggage transfers, or transport.

10. Force Majeure

BTA is not liable for any failure or delay caused by force majeure events beyond our control. In such cases, we will use reasonable efforts to assist but are not obligated to provide refunds or compensation.

11. Data Protection

We process personal data in accordance with UK data protection law and our Privacy Policy. By booking, you consent to us sharing information with suppliers for the purpose of providing your Holiday or Service.

12. Complaints

If you experience a problem, you must notify the relevant supplier or our local representative immediately so that we can assist. If the matter remains unresolved, you must write to hello@bigtrailadventures.com within 14 days of your return.

13. Governing Law

These Booking Conditions and all disputes arising from them shall be governed by the laws of England and Wales, with exclusive jurisdiction of the English courts.

14. Contact

For any questions or formal notices, please contact:
Big Trail Adventures Limited
Email: hello@bigtrailadventures.com
Registered in Scotland (Company No SC836918)