Booking Terms & Conditions

Booking Terms and Conditions

 

Updated 1st February 2026.

 

  1. Definitions
    1. In these Booking Conditions, references to “we”, “us” and “our” refer to ‘Making Tracks – Road Trips’ UK Registered Limited Company no. 13394552, our employees and any contractors carrying out works on our behalf.
    2. References to "you" and "your" refer to the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.
    3. References to “Road Trip” refer to the booking that this document refers to.

 

  1. Commitment
    1. By making a booking of a Road Trip on our website, the first named person on the booking agrees on behalf of all persons detailed on the booking that he/she:
      1. has read these Booking Terms & Conditions, our Website Terms Of Use and Privacy Policy, and has the authority to and does agree to be bound by them;
        consents to our use of personal data in accordance with our Privacy Policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);
      2. is over 18 years of age;
      3. accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.
         
  2. Booking Process
    1. A booking has been made when you pay the total deposit amount stated on our website for the relevant Road Trip, (or the full payment if you are booking within 15 weeks of the Road Trip start date).
    2. You can either make your booking by filling in the online booking form on our website and paying the  required fee via credit or debit card, or by contacting us directly and providing us with the required contact information. We will send you an invoice and instructions for paying your deposit. Your booking is confirmed on receipt of the full deposit.
    3. Upon receipt of your deposit, we will issue you your booking confirmation via the email address you supplied.
    4. We will contact you at various stages prior to the Road Trip start date, to ask for more information as we require it, and to discuss aspects of the Road Trip with you as the need arises.
    5. A binding contract will exist between us once we have sent you a confirmation of your booking. It is your responsibility to inform us of any errors on any booking documents, confirmations, tickets or other documents that we send to you.
    6. The final balance for your Road Trip will be due for payment on the date specified on your booking confirmation. This is usually approximately 15 weeks before the start date of your Road Trip, but may vary from tour to tour. If full payment is not received by this date, we reserve the right to cancel your booking, and no refunds of any monies paid will be due to you.

 

Documents and Insurance

    1. As part of your booking, you must arrange the following insurances as a minimum.
      1. Car Insurance covers you and all drivers for the minimum legal required level in the territories in which you will be driving; we recommend that you arrange fully comprehensive insurance.
      2. Car breakdown insurance covering you in the territories for which you will be driving. Breakdown insurance should cover you for repatriation for you and your vehicle back to the UK in case your vehicle cannot be repaired in reasonable time.
      3. Comprehensive Travel Insurance, covering any pre-existing medical conditions. We highly recommend that your cover should include cancellation cover, and that you purchase your insurance at the same time that you book your Road Trip with us.
    2. You will be required to carry the following documentation during the Road Trip:
      1. Driving Licence – all drivers must hold a valid full UK driving licence
      2. Vehicle insurance Certificate for all drivers
      3. V5C (log book) or ‘vehicle on hire’ certificate
      4. MOT certificate
      5. Valid Passport – for all participants – with at least six months validity on the last day of the trip.
      6. Travel Insurance Certificate
      7. Any visas and documents you require for your travel.
    1. We reserve the right to ask for proof that you hold these insurances either before or during the Road Trip, and we reserve the right to cancel your booking if you are found to not have any of these insurances. If we cancel your booking on these grounds, no refund of any monies paid will be due to you.
    2. In case you travel without any insurance, we will not be liable for any consequences that arise as a result.

 

  1. Cancellation by you
    1. If you are forced to return home early, we cannot refund the cost of any travel arrangements you have not used. If you cut short your Road Trip and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation and services provided, we will not offer you any refund for the part of your Road Trip not completed, or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them.
    2. If you or any member of your party is prevented from travelling, that/those person(s) may transfer their place to someone else, subject to the following conditions:
      1. that person is introduced by you and satisfies all the conditions applicable to the Road Trip;
      2. we are notified not less than 7 days before departure;
      3. you pay any outstanding balance payment, an amendment fee of £25 per person transferring, as well as any additional fees, charges or other costs arising from the transfer, and;
      4. the transferee agrees to these Booking Terms and Conditions and all other terms of the contract between us.
    3. You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges as set out in 5g will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.
    4. Important Note: Certain arrangements may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.
    5. If you or any other member of your party decides to cancel your confirmed booking you must notify us in writing. Your notice of cancellation will only take effect when it is received in writing by us at our offices and will be effective from the date on which we receive it.
    6. Should one or more members of a party cancel, it may increase the per person Road Trip price of those still travelling and you will be liable to pay this increase.
    7. Since we incur costs in cancelling your arrangements, you will have to pay the cancellation charges as follows:

 

Period before departure in which you notify us

Cancellation Charge

 

More than 105 days

deposit only

Between 105 and 60 days

75% of Road Trip cost

Between 59 and 30 days

90% of Road Trip cost

Less than 29 days

100% of Road Trip cost

 

    1. These cancellation terms may differ depending on your tour but we will notify you of any changes before we confirm your booking. Please note that amendment charges are not refundable in any circumstances.
    2. Important Note: Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above.
    3. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
    4. Where possible, we will deduct the cancellation charge(s) from any monies you have already paid to us.
    5. You have the right to cancel your confirmed Road Trip before the start date of your package without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at your Road Trip destination or its immediate vicinity and significantly affecting the performance of the Road Trip or significantly affecting the transport arrangements to the destination.
    6. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any additional compensation. 
    7. Please note that your right to cancel in these circumstances will only apply where the Foreign and Commonwealth Office advises against travel to your destination or its immediate vicinity. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, and significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.
    8. This clause 5 outlines the rights you have if you wish to cancel your booking. Please note that there is no automatic statutory right of cancellation under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013(Directive 2011/83/EU).

 

  1. Cancellation or change by us
    1. As we plan your Road Trip arrangements many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time.
    2. If we make a minor change to your Road Trip, we will make reasonable efforts to inform you as soon as reasonably possible if there is time before the start date of your package but we will have no liability to you. Examples of “minor changes” include change of accommodation to another of the same or higher standard and/or, changes of transport providers. Please note that transport providers used on the website may be subject to change.
    3. Occasionally we may have to make a significant change to your confirmed arrangements. Examples of “significant changes” include the following, when made before the start date of your package:
      1. A change of accommodation area for the whole or a significant part of your time away.
      2. A change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away.
      3. A change of outward departure time or overall length of your arrangements by more than 12 hours.
      4. A significant change to your itinerary, missing out one or more destinations entirely.
    4. We will not cancel your travel arrangements less than 60 days before the start date of your package, except for reasons of force majeure, failure by you to pay the final balance or because the minimum number required for the package to go ahead hasn’t been reached. The minimum number required will be provided to you with the Road Trip description, along with the time limit for us to tell you if the package has to be cancelled. Occasionally we may, entirely at our discretion, decide to run a trip which hasn’t reached the minimum number requirement subject to payment by you of a surcharge to cover the additional cost of running this trip.
    5. If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of:
      1. (for significant changes) accepting the changed arrangements; or
      2. having a refund of all monies paid; or
      3. if available and where we offer one, accepting an offer of alternative travel arrangements (we will refund any price difference if the alternative is of a lower value).
    6. You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.
    7. If we become unable to provide a significant proportion of the arrangements that you have booked with us after you have departed, we will, if possible, make alternative arrangements for you at no extra charge and where those alternative arrangements are of a lower standard, provide you with an appropriate price reduction.

 

  1. Administration Charges
    In the event that you wish to change any details of your booking – including the vehicle or details of any of the participants, we will only charge you administration charges in the event that the change will incur extra cost to us.

You will be informed of any charges payable upon your request to make changes to your booking, and these charges will be payable before the change is made.

 

  1. Driver Responsibilities
    1. The lead driver of the vehicle must:
      1. Ensure that the documents listed above are carried in the vehicle for the duration of the Road Trip.
      2. Ensure that the vehicle is in a safe and roadworthy condition before carry out any journey;
    2. All drivers must:
      1. Have a full, UK driving licence for the category of vehicle you are driving on the Road Trip for the entire duration of the Road Trip;
      2. Ensure that they are medically fit to drive according to UK and European Laws;
      3. Ensure that they are not under the influence of anything which may impair their judgement, whether alcohol, prescribed drugs, illegal drugs or otherwise;
      4. at all times drive in accordance with all applicable legislation and codes of practice of the country they are driving in, including driving within the speed limits and following all road traffic and driving laws. It is the responsibility of the individual to make sure that they are aware of the rules and regulations in the territories that they are driving in;
      5. will always drive with reasonable skill and care and agree to indemnify us for any action or claims for damages (including costs) which may be brought against us, arising from negligent, reckless or irresponsible driving; and
      6. be responsible for all fines as a result of their driving during the Road Trip.

    3. While we provide information on driving rules and regulations in our guide books, these are not exhaustive and it is the responsibility of the driver to ensure they are up to date on all developments.

 

  1. Personal Behaviour
    1. A Road Trip is not a race, time trial or competition of any kind. Any individual found to be competing in any way with other participants or other individuals will be removed from the Road Trip, and no monies paid will be refunded.
    2. You are expected to behave in a manner that does not affect the enjoyment of other individuals on the Road Trip, or cause loss or inconvenience to service providers who are providing services to us.
    3. We are not responsible or liable for actions against you by third parties as a result of antisocial or unreasonable behaviour or any kind.

 

  1. Foreign Office Advice
    1. It is your responsibility to ensure that you are up to date with the advice from the Foreign & Commonwealth Office regarding the territories you will be travelling through.

 

  1. Image Rights and Photography
    1. All participants consent to be photographed and to be included in any filming of the Road Trip. You consent to the use of your name, image, likeness, voice and biographical material in connection with any and all footage, publicity and related promotional material.
    2. Participants are only entitled to take photographs and film footage of the Road Trip for non-commercial purposes.

 

  1. Force Majeure
    1. Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”.
    2. For the purposes of these Booking Conditions, ‘Force Majeure’ means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken.
    3. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control.

 

  1. Terms and Conditions Changes
    1. We reserve the right to change these terms and conditions at any time. You will be notified of the changes and will be deemed to have accepted the amended terms and conditions by attending the Road Trip.
  2. Assistance
    1. Where you require assistance while participating on one of our road trips, we will endeavour to assist you as best we can by supplying information, local contacts of breakdown facilities, repair garages, hospitals or other local services.
    2. If you require assistance on the road of any kind we will endeavour to provide help and support in a reasonable timeframe, and may attempt to come to you at the roadside to assist, if reasonable and safe to do so. However, we cannot be held liable for costs arising from any kind of incident where assistance is required. You are advised and required to have in place the appropriate insurances (health, travel, breakdown, vehicle) to protect you from the cost and inconvenience of such incidents.

 

  1. Our responsibilities
    1. We will accept responsibility for the arrangements we agree to provide or arrange for you as an “organiser” under the Package Travel and Linked Travel Arrangements Regulations 2018, as set out below and as such, we are responsible for the proper provision of all travel services included in your package, as set out in your booking confirmation. Subject to these Booking Conditions, if we or our suppliers negligently perform or arrange those services and we don’t remedy or resolve your complaint within a reasonable period of time, and this has affected the enjoyment of your package holiday you may be entitled to an appropriate price reduction or compensation or both. You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. The level of any such price reduction or compensation will be calculated taking into consideration all relevant factors such as but not limited to: following the complaints procedure as described in these Booking Conditions and the extent to which ours or our employees’ or suppliers’ negligence affected the overall enjoyment of your holiday.  Please note that it is your responsibility to show that we or our supplier(s) have been negligent if you wish to make a claim against us.
    2. We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:
      1. the acts and/or omissions of the person affected; or
      2. the acts and/or omissions of a third party unconnected with the provision of the services contracted for and which were unavoidable and extraordinary; or
      3. Force Majeure (as defined in clause 11).
    3. We limit the amount of compensation we may have to pay you if we are found liable under this clause:
      1. Loss of and/or damage to any luggage or personal possessions and money: the maximum amount we will have to pay you in respect of these claims is an amount equivalent to the excess on your insurance policy which applies to this type of loss per person in total because you are required to have adequate insurance in place to cover any losses of this kind.
      2. Claims not falling under (a) above and which don’t involve injury, illness or death: the maximum amount we will have to pay you in respect of these claims is up to three times the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking.
      3. Claims in respect of international travel by air, sea and rail, or any stay in a hotel:
        1. The extent of our liability will in all cases be limited as if we were carriers under the appropriate Conventions, which include The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to hotel arrangements). You can ask for copies of these Conventions from our offices. Please contact us. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.
        2. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the transport provider or hotelier for the complaint or claim in question.
    4. It is a condition of our acceptance of liability under this clause that you notify any claim to us and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions.
    5. Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to us or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.
    6. Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description:
      1. which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you; or
      2. relate to any business; or
      3. indirect or consequential loss of any kind.
    7. We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised in our brochure. For example any excursion you book whilst away, or any service or facility which your hotel or any other supplier agrees to provide for you.
    8. Where it is impossible for you to return to your departure point as per the agreed return date of your package, due to “unavoidable and extraordinary circumstances”, we shall provide you with any necessary accommodation (where possible, of a comparable standard) for a period not exceeding three nights per person. Please note that the 3 night cap does not apply to persons with reduced mobility, pregnant women or unaccompanied minors, nor to persons needing specific medical assistance, provided we have been notified of these particular needs at least 48 hours before the start of your holiday. For the purposes of this clause, “unavoidable and extraordinary circumstances” mean warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely back to your departure point.

 

  1. Excursions
    1. Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your contracted arrangements with us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
    2. Where we book any excursions on your behalf whilst on the tour (or otherwise separately from your package), these excursions do not form part of your contracted arrangements with us. We will not be liable for the provision of the excursion or anything that happens during the course of its provision. Your contract will be with the operator of that excursion or tour and not with us.

 

  1. Tour books
    1. We produce and issue tour books upon final payment by you which are tailored to your specific package. These include; your Eurotunnel reference, hotel list, navigation operation details, daily summaries, points of interest, highlighted route maps and other general information regarding your package. Please note that once these have been issued, no refund will be made in the event you cancel your booking. 

 

  1. Consumer Protection
    1. ‘Making Tracks – Road Trips Ltd’ is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel, Package Tours Regulations 2018” all passengers booking a ‘travel package’ as prescribed in ‘The Package Travel and Linked Arrangements Regulations 2018’ with ‘Making Tracks – Road Trips Ltd’ are fully protected for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form.
    2. The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Making Tracks – Road Trips Ltd (membership no. 5578), and in the event of their insolvency, protection is provided for the following:
      1. non-flight packages and
      2. accommodation only bookings
    3. 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 Making Tracks – Road Trips Ltd (membership no. 5578).
    4. In the unlikely event that you require assistance whilst abroad due to our financial failure, please call ABTOT’s 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.
    5. If you book arrangements other than a package holiday from us, your monies will not be financially protected. Please ask us for further details.

 

  1. Passport, visa and immigration requirements & health formalities
    1. It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
    2. Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Office on 0870 5210410 or visit:

 

https://www.gov.uk/browse/citizenship/passports

 

    1. For European holidays you should obtain a completed and issued form EHIC prior to departure.
    2. Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit:

https://www.gov.uk/travelaware

    1. Non British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.
    2. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.
    3. Please note that one potential consequence of Brexit is that UK driving licences may no longer be valid or recognised as a valid driving licence in some European Union countries. Accordingly, you may be required to apply for an international driving licence depending on the rules of the European member state you’re driving in or through. It is your responsibility to make any such applications, pay all applicable fees and ensure you have all valid licences and paperwork as legally necessary to drive within or through your chosen European destination(s).

 

  1. Conditions of suppliers
    1. Many of the services which make up your holiday are provided by independent suppliers.  Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us.  Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions.  Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.

 

  1. Complaints
    1. We make every effort to ensure that your holiday arrangements run smoothly but if you do have a problem during your holiday, please inform the relevant supplier (e.g. your hotelier) immediately who will endeavour to put things right. If your complaint is not resolved locally, please contact Mike on 03301331673.
    2. If the problem cannot be resolved and you wish to complain further, you must send a formal written notice of your complaint to us at our office within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. Failure to follow the procedure set out in this clause may affect ours and the applicable supplier’s ability to investigate your complaint, and will affect your rights under this contract.
    3. If, despite our best efforts and having followed the above procedure for reporting and resolving your complaint, you feel that it has not been satisfactorily settled, we recommend that it is referred for arbitration under the ABTOT Travel Industry Arbitration Service. An Independent Arbitrator will review the documents relating to any complaint and deliver a binding decision to bring the matter to a close. A fee is payable by each party when an application for arbitration is submitted.
    4. Details of this scheme are available from The Travel Industry Arbitration Service, administered by:

 

Dispute Settlement Services

9 Savill Road

Lindfield

West Sussex

RH16 2NY

 

E-mail: admin@disputesettlementservices.co.uk

 

This scheme cannot however decide in cases where the sums claimed exceed £5,000 per person or £10,000 per booking form, or not solely or mainly in respect of physical injury or illness or the consequences of such injury or illness, or solely or mainly in respect of a discrimination claim or any claim under the Equality Act.

 

  1. Delays, missed transport arrangements and other travel information
    1. If you or any member of your party misses your Eurotunnel or other transport arrangement, you will be responsible for any extra costs incurred in rebooking/rescheduling your crossing.
    2. Due to the nature of road travel, prearranged journeys may be delayed for reasons out of our control. We cannot accept liability for any delay which is due to any of the reasons of Force Majeure.
    3. It is possible that you may experience delays as a result of the United Kingdom’s decision to leave the European Union. We cannot be held responsible for such delays.

 

  1.  Indemnity
    1. You will indemnify us against any and all claims, lawsuits and causes of action brought against us by any third party as a result of your action or participation in the Road Trip, including without limitation, your violation of any laws or regulations or your breach of these Terms and Conditions.

 

  1. Violation of Terms
    1. If any participants violate any of the above terms and conditions or refuse to follow the instructions given prior or during the Road Trip by us, you may be prohibited from any or further participation in the Road Trip.

 

  1. Law
    1. These terms and conditions and your participation in the Road Trip are governed by English law and you submit to the jurisdiction of the Courts of England.

 

 

 

Review My Order

0

Subtotal

Taxes & shipping calculated at checkout

Checkout