Booking terms & conditions

In these Terms, “you” or “your” means the person making a booking with us and each traveller included in that booking. “we”, “us” or “our” means Martin Randall Travel US Inc. (a Delaware corporation) of 1325 Avenue of the Americas, 27th and 28th Floors, New York, NY 10019, United States of America (Martin Randall US). We and you are each a Party to these Terms, and together the Parties.

These Terms are your contract with us. Martin Randall US is the entity that takes your booking, receives your payment, and is responsible to you for the Services under these Terms.
The tours, festivals, cultural days and related travel services we offer (collectively, the Services) are operated by our supplier, Martin Randall Travel Limited (a company registered in England and Wales, company number 02314294, VAT number 527758803, of Unit BM2S.08 Barley Mow Centre, 10 Barley Mow Passage, London, W4 4PH) (the Operator). The Operator designs, plans and delivers the Services under arrangements between us and the Operator. Those arrangements do not reduce our responsibility to you under these Terms — see clause 13 (Limits of our Liability) for how this works in practice.

Some capitalised words in these Terms have defined meanings — see clause 18 (Definitions).

For questions about these Terms, or to get in touch with us, please email northamerica@martinrandall.com.

 

These Terms were last updated on 29 July 2026.

 

Our Disclosures

Please read these Terms carefully before you book. We draw your attention in particular to:
• our Privacy Policy (available on our website) which sets out how we handle your personal information;
• clause 13 (Limits of our Liability), which sets out exclusions and limitations on our liability under these Terms; and
• clause 11 (Financial Protection), which explains what protection applies to money you pay us ahead of travel.
These Terms do not limit any rights or remedies you have at law, including your Consumer Law Rights (as defined below).

 

1. Our Contract With You

1.1 A contract exists between you and Martin Randall US from the time we receive your booking and initial payment (deposit), and these Terms apply to that contract and to the Services.
1.2 We reserve the right to refuse any booking at our absolute discretion. If we decline a booking, we will refund any payment you have made to us in a timely manner.
1.3 You agree to read the information we send you, and to give us all documentation, information and instructions reasonably necessary for us to arrange and provide the Services.
1.4 If you consider that the Services are not being provided in conformity with these Terms, please contact us using the details in clause 17 (Contact Us).

 

2. Eligibility, Health and Fitness

2.1 You must be in good health, free of infectious illness, and have a level of physical and mental fitness that would not impair other participants’ enjoyment by slowing them down or requiring disproportionate attention from tour leaders.
2.2 Please read the Fitness Guidelines set out in the Schedule to these Terms and complete the self-assessment tests described there. By booking, you confirm that you have understood what we are asking of you and that you (and each traveller in your booking) are fit to participate.
2.3 If you or any traveller in your booking has a medical condition or disability that may affect the holiday or require special arrangements, please tell us before booking — or, if the condition develops or changes afterwards, as soon as possible before departure.
2.4 If, in the reasonable judgment of the tour leaders, a traveller is not coping during the tour, they may be asked to opt out of certain visits or to leave the tour altogether, at their own expense.

 

3. Transfers

3.1 You may transfer your booking to another traveller, provided that person meets the eligibility criteria in clause 2. We may charge additional fees arising from a transfer, which we will notify to you once you ask us to make the transfer.

 

4. Travel Advice, Passports and Visas

4.1 Before booking, please refer to the U.S. Department of State travel advisories (travel.state.gov) to understand the travel advice for the places to which the tour goes. Non-U.S. citizens should check the advice issued by their own government, which may differ significantly.
4.2 U.S. citizens must have a valid passport for all tours outside the United States, valid for at least six months beyond the date of the tour. For Schengen countries, your passport must have been issued less than 10 years before the date you enter the country and must be valid for at least 3 months after the day you leave. If you are unsure whether these requirements apply to your itinerary, please ask us.
4.3 If visas are required, we will advise U.S. citizens about obtaining them; nationals of other countries should confirm for themselves whether a visa is required.

 

5. Insurance

5.1 It is a condition of booking that you have adequate travel insurance. At minimum, your insurance must cover medical treatment, repatriation, loss of property, and loss of the payments you have made to us if you need to cancel your tour.
5.2 If you are making your own international travel arrangements, please make sure your insurance also protects you in the event that we or the Operator cancel the tour.
5.3 Experience indicates that complimentary travel insurance offered by some credit card providers is not to be relied upon as adequate cover.
5.4 As explained in clause 11 (Financial Protection), every Booking is protected against the insolvency of the Operator under the ATOL scheme, the ABTOT bond or another applicable financial-protection arrangement. This protection does not cover the insolvency of Martin Randall US or other risks ordinarily covered by travel insurance. We therefore recommend that your policy includes travel-agent or tour-operator insolvency cover where available.

 

6. Payment

6.1 In consideration of us arranging and providing the Services, you agree to pay all amounts due under these Terms, including the Price, in accordance with the Payment Terms set out in your booking.
6.2 Unless otherwise specified at the time of booking: a deposit of 15% of the total Price is payable on booking, and the balance is payable no later than 12 weeks (84 days) before departure.
6.3 If any payment is not made in accordance with the Payment Terms, we may (without limiting any other right or remedy available to us): (a) after 5 Business Days from the due date, cease providing the Services and recover our reasonable additional costs of doing so as a debt immediately due and payable; and/or (b) charge interest on the overdue amount at the prime rate published in the Wall Street Journal plus 2% per annum, calculated daily and compounding monthly.
6.4 Where any sales, use, occupancy or similar tax applies to a supply made under these Terms, it will be shown on our invoice and you agree to pay us an amount equal to that tax.
6.5 These payment terms do not limit or replace any rights or protections you have under applicable consumer protection laws.

 

7. If You Cancel

7.1 Subject to the cancellation periods below, if you need to withdraw from a tour, festival or event you have booked, a cancellation charge applies, calculated according to how much notice you give us. You agree that this charge is a reasonable estimate of the loss we incur as a result of your withdrawal. We treat the day of cancellation as the day we receive your written confirmation of cancellation.

 

Special group tours, music festivals and symposia

 

Notice given before departure	Cancellation charge
85 days or more	Deposit only
Between 84 and 43 days	40% of total Price
Between 42 and 15 days	70% of total Price
14 days or fewer	100% of total Price

 

Cruises

 

Notice given before departure	Cancellation charge
Up to 90 days	Deposit only
Between 89 and 70 days	40% of total Price
Between 69 and 50 days	60% of total Price
Between 49 and 30 days	80% of total Price
29 days or fewer	100% of total Price

 

Private groups

 

Notice given before departure	Cancellation charge
More than 56 days	Loss of deposit(s)
56 to 29 day	30% of total Price (or deposit(s), if greater)
28 to 15 days	60% of total Price
14 days to day of departure	100% of total Price

 

7.2 Additional costs for individual arrangements (including but not limited to flight upgrades, flight amendments, extra hotel nights, room upgrades and airport transfers) are subject to the same cancellation charges, unless we have already told you that a particular additional cost is non-refundable.
7.3 If you cancel your place in a double or twin room but your companion continues on the tour, your companion will be required to pay the single-occupancy price.
7.4 If you cancel a non-residential event (normally a Culture Day), we will refund the full amount if you notify us 22 or more days beforehand. We retain 50% for cancellation within three weeks of the event, and 100% for cancellation within three days.

 

8. If We Cancel

8.1 We may cancel a tour, including where the operator determines there are insufficient bookings for it to be viable, though we will always do so more than 12 weeks before departure. If we cancel on this basis, we will refund everything you have paid us.

 

9. Tour Changes and Safety

9.1 The operator maintains safety auditing processes and requires its suppliers to comply with local health and safety regulations. However, tours operate in places where standards may be lower than in the United States, particularly around accessibility, handrails and seatbelts. Please take note of the safety information we provide.
9.2 Circumstances may arise that prevent the Operator from operating a tour exactly as advertised. We will work with the operator to provide a satisfactory alternative. If a change represents a significant loss to the tour, we will offer appropriate compensation; if you decide to cancel because our alternative is not, in your view, an adequate substitute, we will provide a full refund.
9.3 Cancellation, delay or change may also occur because of a Force Majeure Event (see clause 10) arising in the region to which the tour was due to travel, including where the U.S. Department of State (or the UK Foreign, Commonwealth & Development Office, where relevant to the itinerary) advises against travel. In that case we will, working with the operator, either cancel or adjust the itinerary to avoid affected areas.

 

10. Force Majeure

10.1 Neither Party is liable for any delay or failure to perform its obligations under these Terms where this is caused or contributed to by a Force Majeure Event, provided that the Party seeking to rely on this clause: (a) notifies the other Party in writing, as soon as reasonably practicable, of the Force Majeure Event and the extent to which it cannot perform its obligations; and (b) uses reasonable endeavours to minimise the duration and adverse consequences of the Force Majeure Event.
10.2 Where a Force Majeure Event prevents a Party from performing a material obligation for more than 60 days, the other Party may terminate these Terms by notice, effective immediately unless the notice states otherwise. This clause does not apply to your obligation to pay any amount already due and payable.
10.3 If we cancel a tour in its entirety due to a Force Majeure Event, we will refund the Price in full, except to the extent we have already reasonably and irrecoverably incurred costs on your behalf.

 

11. Financial Protection

11.1 Every Booking made under these Terms is financially protected against the insolvency of the Operator. The protection applicable to your Booking will be provided under the Operator’s Air Travel Organiser’s Licence, the ABTOT bond or another applicable financial-protection arrangement.
11.2 If your Booking is protected under the Operator’s Air Travel Organiser’s Licence (ATOL number 3622), we will provide you with an ATOL Certificate identifying the services and payments that are protected. You should check the Certificate carefully and contact us promptly if any part of your Booking is missing or incorrect.
11.3 If your Booking is not ATOL protected, it will be protected under the ABTOT bond or another applicable financial-protection arrangement. The protection applicable to your Booking will be identified in your booking confirmation or other documentation provided to you.
11.4 The financial protection described in this clause applies to the insolvency of Martin Randall Travel Limited as the Operator and relevant ATOL holder or scheme member. It does not protect against the insolvency of Martin Randall Travel US Inc. or against cancellation, delay, changes or other losses unrelated to the Operator’s insolvency.
11.5 If the Operator becomes insolvent, the applicable arrangement will provide refunds and, where relevant, continuation of your tour or repatriation, in accordance with the terms and limits of that arrangement.
11.6 The precise scope of protection is determined by the applicable arrangement and, for an ATOL-protected Booking, by the services listed on your ATOL Certificate.

 

12. Consumer Protection Laws

12.1 Certain federal and state consumer protection laws may confer on you rights, warranties, guarantees and remedies relating to our supply of the Services which cannot be excluded, restricted or modified (Consumer Law Rights). Nothing in these Terms excludes your Consumer Law Rights.
12.2 Subject to your Consumer Law Rights, we provide the Services without any other conditions or warranties of any kind, whether implied by statute, at law or otherwise, except as expressly set out in these Terms.

 

13. Limits of Our Liability

13.1 Our obligations and responsibilities are limited where international conventions apply to air, sea or rail carriage, including the Warsaw Convention and its updates.
13.2 Nothing in these Terms limits any liability that cannot legally be limited, including liability for (a) death or personal injury caused by negligence, and (b) fraud or fraudulent misrepresentation.
13.3 Subject to clause 13.2 and your Consumer Law Rights, and to the maximum extent permitted by law: (a) neither Party is liable for Consequential Loss; (b) a Party’s liability is reduced proportionately to the extent it was caused or contributed to by the other Party’s acts or omissions, including a failure to mitigate loss; (c) where the Services are not ordinarily acquired for personal, domestic or household use, our liability for failing to meet a Consumer Law Right is limited, at our discretion, to supplying the Services again or paying the cost of doing so; and (d) our aggregate liability arising from or connected with these Terms is limited to the Price you paid us for the Services to which the liability relates.
13.4 We remain responsible to you under these Terms for the proper provision of the Services, notwithstanding that the Services are physically delivered by the Operator or other third-party suppliers we engage. This clause 13 sets out the extent to which that responsibility is limited.
13.5 This clause 13 survives the termination or expiry of these Terms.

 

14. Privacy

14.1 By making a Booking, you confirm that you have read our Privacy Policy, available at [insert direct web address]. It explains how Martin Randall US and the Operator collect, use, share, retain and otherwise process personal information for their respective contractual, legal and operational purposes, including transfers of information between the United States and the United Kingdom and the handling of passport, health, dietary and accessibility information.
14.2 If you provide personal information about another traveller, you confirm that you are authorised to provide it for the purposes connected with the Booking and that you have directed that traveller to our Privacy Policy.

 

15. Complaints and Disputes

15.1 Most complaints can be resolved on the spot, either with the relevant supplier or with your tour leader.
15.2 If that does not resolve the issue, please contact us immediately using the details in clause 17 — we will make every effort to rectify the matter.
15.3 If there is still no satisfactory outcome, you must write to us within 14 days of the end of your tour outlining the nature of your complaint (a Dispute Notice).
15.4 If we cannot resolve a Dispute within 20 Business Days of the Dispute Notice (or a further period agreed in writing), either Party may refer the matter to mediation administered by the American Arbitration Association (AAA), conducted in New York, New York, in accordance with the AAA's Commercial Mediation Procedures. If mediation does not resolve the Dispute within a further 20 Business Days, either Party may refer the matter to arbitration administered by the AAA, conducted in New York, New York, before one arbitrator, in English, in accordance with the AAA's Commercial Arbitration Rules.
15.5 Nothing in this clause prevents either Party from seeking urgent injunctive or equitable relief from a court of competent jurisdiction, or affects your right to make a complaint to the Federal Trade Commission, your state Attorney General's office, or another applicable regulator.

 

16. General

16.1 Amendment. These Terms may only be amended in writing, or as otherwise permitted by clause 9.2.
16.2 Assignment. Neither Party may assign, novate or otherwise deal with its rights or obligations under these Terms without the other Party’s prior written consent (not to be unreasonably withheld), except that we may assign any debt you owe us to a debt collector or collection agency.
16.3 Notices. Any notice under these Terms must be in writing to the address in clause 17, or any address a Party later notifies. Notices are deemed served 48 hours after posting, or at the time of transmission for email.
16.4 Subcontracting. We may engage the Operator and other subcontractors to provide any part of the Services without your prior consent. This does not reduce our liability to you under these Terms, and we remain responsible for the acts and omissions of our subcontractors, including the Operator.
16.5 Relationship of the Parties. As between you and us, we act as principal in supplying the Services to you, and these Terms create a direct contractual relationship between you and Martin Randall US. Separately, the Operator designs and delivers those Services under arrangements between us and the Operator; that arrangement is a commercial relationship between us and the Operator and does not create any contractual relationship between you and the Operator.
16.6 Governing law. These Terms are governed by the laws of the State of New York. Each Party irrevocably submits to the exclusive jurisdiction of the state and federal courts located in New York County, New York, subject to clause 15.

 

17. Contact Us

Martin Randall Travel US Inc
A Delaware corporation
1325 Avenue of the Americas, 27th and 28th Floors, New York, NY 10019, United States of America
Email: northamerica@martinrandall.com
Telephone: 1 888-645-7279
CST: 2172259-70

 

18. Definitions

Booking means the booking form, confirmation email, or online booking process through which you agree to purchase the Services.
Business Day means a day on which banks are open for general banking business in the State of New York, excluding Saturdays, Sundays and public holidays.
Consequential Loss includes any consequential, special or indirect loss, or loss of profit, revenue, business, goodwill, opportunity, savings or use, whether under statute, contract, equity, tort (including negligence), indemnity or otherwise, but does not include your obligation to pay us the Price or any other amount payable under these Terms.
Consumer Law Rights has the meaning given in clause 12.1.
Consumer Protection Laws means the consumer protection laws of the United States and of the state in which you reside, as amended.
Force Majeure Event means any event beyond a Party’s reasonable control, including acts of God, fire, natural disaster, civil unrest, war, terrorism, industrial disputes, government-ordered shutdown, epidemic or pandemic.
Liability means any expense, cost, liability, loss, damage, claim, demand or judgment, however arising, whether direct or indirect, present or future, and whether involving a third party or a Party to these Terms.
Operator has the meaning given in the introduction to these Terms.
Payment Terms means the timing for payment of the Price, as set out in clause 6 and your Booking.
Price means the price for the Services as set out in your Booking, as adjusted in accordance with these Terms.
Services means the tours, festivals, cultural days and related travel services described in your Booking, as adjusted in accordance with these Terms.
Terms means these terms and conditions, including the Schedule.
 

Schedule — Fitness Guidelines

 

Fitness

Ours are active holidays. Walking, stair-climbing and standing for lengthy periods are unavoidable aspects of every tour. These should not present problems for anyone of normal fitness, but our tours and events are not suitable for those who walk slowly, need support, or lack stamina.

On many tours there is a lot of walking on streets, which may be steep or poorly paved. On some you may need to scramble over uneven ground. More usually, it is a case of walking from one place to another, and getting on and off a coach several times a day.

The tours are group events. The presence of even one person who is not fit enough to cope can affect the experience for everyone else. We therefore ask that everyone wishing to join a tour take the self-assessment tests below. It is a condition of booking that you have passed these tests.

If during the tour it becomes apparent that a traveller is not adequately fit, they may be asked by the tour manager to opt out of certain visits, or to leave the tour altogether, at their own expense.

Tours vary in their physical demands — please refer to the ‘How strenuous?’ section of each tour description. Tours billed as walking tours, with hikes of up to four hours through often hilly countryside, require a different scale of fitness and agility.

If you have a medical condition or disability which may affect your holiday or require special arrangements, please discuss this with us before booking, or as soon as possible if the condition develops or changes afterwards.

 

Fitness Tests

1. Chair stands. Sit in a dining chair, arms folded and hands on opposite shoulders. Stand up and sit down at least eight times in thirty seconds.
2. Step test. Mark a wall at a height halfway between your knee and hip. Raise each knee in turn to the mark at least sixty times in two minutes.
3. Agility test. Place an object three yards from a chair. Sit, then time yourself standing, walking to the object and sitting back down. You should complete this in under seven seconds.

As an additional guide, you should be able to walk unaided at a pace of three miles per hour for at least half an hour, and stand unsupported for at least 30 minutes.