How to Book

HOW TO BOOK YOUR ADVENTURE WITH TRACKS AND TRAILS 

Choosing your holiday

To ensure you have a great time it is important that you choose a holiday that is suited to your experience and abilities. It is vital that you also understand the Grade of the trip you are considering. Please read the details carefully and be sure you are comfortable with the effort and level of skill involved. If you have any medical issues, or previous injuries that may affect your ability to complete your holiday we strongly suggest that you consult your doctor before booking. 

We are happy to answer any questions which you might have about the suitability of any trip. Just contact us and we will get back to you to discuss any queries or concerns either by email or better still arrange a time to talk over the phone. 

Before booking

Before you complete a Booking Form, please ensure that you are aware of the following:

  • Activity Insurance - After booking a trip with Tracks and Trails it is mandatory for all participants to have suitable insurance that covers you for mountain rescue, medical costs, and repatriation while taking part in any of the activities we offer, e.g. walking in the mountains, cross country skiing etc. If you are not insured by the time of the departure for your chosen activity we reserve the right to refuse to take you on the trip. Listed here are some insurance companies which provide appropriate cover for the activities which we offer. However, it is your responsibility to ensure that whichever insurance you choose meets your specific requirements.
  • Passports - Please make sure your passport has at least three months to run. Some of the countries we visit may require you to have at least 3 months validity on your passport on the date you finish your trip. Please check this independently before booking. We would, however, recommend that you have 6 months on your passport to cover any unforeseen circumstances which delay you leaving the country you are visiting.  
  • Visas - Please check if the country you are visiting requires an Entry Visa. Please ensure that you have adequate time to arrange these before departure. You must allow at least one free page in your passport for any visa required.

MAKING A BOOKING

1. Scheduled Departures

When booking on to a Scheduled Departure select the trip that you would like to join, go to the Dates & Prices section and select your preferred dates by clicking the relevent BOOK button. Please select carefully as some trips have multiple options for the same date offering different inclusions. The Dates & Prices page and BOOK buttons for any trip can also be accessed by using the Trip Search function. If you know your trip code, this will be three letters in capitals, eg STC, then you can search by inputting this code. 

2. Tailormade Trips

To book a bespoke holiday or private ski lesson then please email, phone or use our Contact Us page to discuss the details. Once the details are confirmed we will send you a link to your personal Tailormade holiday page where you can: view and confirm the trip details, manage your booking and make payment. Use our Tailormade holidays section for ideas, daily guiding fees and to make enquiries.

3. Complete our online Booking Form

By selecting the relevent BOOK button relating to the trip that you wish to book you will then be asked to complete our Booking Form. When booking and paying on behalf of others please indicate the number of travellers in your party and complete any details requested on their behalf.

4. My Account

If you would like to have an 'account' which shows your trips and the amounts you have paid, then please follow these instructions. When you click on the BOOK button our Booking Form will appear.  There will be a link at the top of this page which says 'Log in to your account'. You must Log In before you complete the Booking Form and thereafter your Bookings and Payments will be recorded in 'My Account'. 

Your account will record your information under 'My Details', giving your name, date of birth, address, experience, any medical issues etc. These can only be accessed by our staff and by yourself as your account is password protected. Your Account will also state any trips you have booked, and in the 'Payment' section you will find a record of how much you have already paid towards a trip and also any balance left to pay.  

5. Read our Terms and Conditions 

It is important that you read our Terms and Conditions which relate to booking a trip, and that you understand the implications. If you have any questions about any of the points raised then please contact us to discuss the details.

6. Trip Status

You can check your trip status in the Dates & Prices section of your trip. Once you have made a booking the trip status and number of places will automatically change on the website. NB: Your booking will only be confirmed when your deposit payment has been received, and you have had your place confirmed by our bookings administrator. Please do not book any travel until you have been notified your booking is confirmed.

DO NOT BOOK TRAVEL YET

Each trip requires a minimum number of guests to book, pay their deposits and then we need the accommodation to agree that they can take our group before we can confirm it will go ahead. You should not make any travel arrangements until you hear from us by email confirming that your booking and payment have been received and that your trip is guaranteed to run. We will confirm trip departures as soon as possible and will make the final decision on whether a trip is going ahead no later than 8 weeks prior to the trip start date. If we cancel your trip due to insufficient bookings you can choose to have any deposits fully refunded or transfer your deposit free of charge to another trip. We cannot be held liable if you have booked travel without checking with us that your trip is guaranteed. If you book travel regardless of whether your trip is 'Guaranteed to Run' or not then we would always urge that you buy fully refundable tickets.

BOOK WITH CONFIDENCE

Take advantage of our 'No Surcharge Guarantee'. The price of our holidays can change depending on a variety of factors but Tracks and Trails has undertaken to guarantee the price of your holiday will not change after you have booked and paid your deposit. The price when you book is the price you will pay, whether you are booking for this year or the next.

MAKING PAYMENTS

To confirm your place on a trip a deposit of £300 (£'s Sterling) per person is required or if less than 8 weeks to departure full payment will be requested. You can make payments either by bank transfer, debit card or by credit card. We accept Visa, MasterCard, and American Express. At the time of booking the amount to confirm your place or places on the trip will be indicated on the booking form along with payment methods and details.

  • After sending us your Booking Form our office will confirm it's receipt and then advise you of the trip status, provide travel advice, insurance information and a clothing/kit list.
  • Places are only confirmed once deposit payments are received or if less than 6 weeks to departure the full payment.
  • Upon receipt of your deposit a balance receipt will be send to you indicating the final amount to be paid, how this can be paid, and when it is due by.
  • If paying the total funds due at the time of booking you will receive a full payment receipt.

CONFIRMED BOOKINGS

When we have written to you confirming that your trip is 'Guaranteed to Run' it is at this point we suggest that you make your travel arrangements. Final joining instructions will be sent out 4 weeks prior to the trip start date to explain: how to meet up with your guide, your accommodation, any updates on travel arrangements, a contact number should you be delayed and any other information relevent to your trip. We will not send out any further information prior to travel, but we will inform you of any important changes or useful information that you should know.

FINAL PAYMENT

We ask that you forward the balance of your payment to us 8 weeks prior to departure. The date of your balance payment is shown on your balance invoice. Your balance payment should be made in the same currency as your deposit which will be £'s Sterling. If we do not receive payment by the date shown on your invoice, we reserve the right to cancel your booking and apply any cancellation charges.

MANAGING YOUR BOOKING

View and manage your bookings by creating a personal account on our website. If you would like to have an 'account' which shows your trips and the amounts you have paid, then please follow these instructions. When you click on the BOOK button our Booking Form will appear.  There will be a link at the top of this page which says 'Log in to your account'. You must log in to My Account before you complete the Booking Form and thereafter your Bookings and Payments will be recorded in 'My Account'. Your account will record your information under 'My Details', giving your name, date of birth, address, experience, any medical issues etc. These can only be accessed by our staff and by yourself as your account is password protected. Your Account will also state any trips you have booked, and in the 'Payment' section you will find a record of how much you have already paid towards a trip and also any balance left to pay.  

CHANGES TO YOUR BOOKING

If the information which you have supplied on your Booking Form should change it is important that you advise us. If you develop an injury or illness please contact us directly by phone or via email so that we can advise you further.

TRANSFERRING YOUR BOOKING

We understand that circumstances change and we will always do our best to accommodate requests to transfer your booking. If you request to transfer your booking to an alternative departure or holiday an administration fee of £50 plus any further costs incurred will be charged. We reserve the right to refuse your request to transfer if it means the trip onto which you are already booked will no longer have the required minimum numbers to be 'Guaranteed to Run'.