Booking Information – UK, Europe and Worldwide Holidays

The attraction of trains.
By their very nature, trains, especially steam hauled trains, attract enthusiasts. Our tours will always include a number of photographic opportunities, where this is practical and possible. Many of our customers do not have the same exclusive interest in trains shown by some enthusiasts; therefore, we keep in mind the need to diversify our tour programmes. We do this by including visits to castles and historic houses, and to wildlife parks, using accommodation in resort style hotels, and providing free time for shopping and exploring. Nevertheless the main attraction and therefore the emphasis of our tours is travel by train, which includes the nostalgia, the companionship on board, and the passing scenery. We consider that those travelling on our tours will see more scenery and in greater comfort than by road coach or cruise liner.

Schedules and services.
We arrange and advertise tours in good faith. Many scheduled railway organisations – train operators and track operators – only work two months ahead and therefore cannot confirm final schedules to us until that ‘window’ and confirmation is received. Likewise we cannot confirm and advise final numbers for a tour until full balances have been received from tour customers. Tours may be subject to occasional rescheduling or re-routing. The nature of steam trains is that breakdowns, delays and substitutions have to be accepted. Every genuine effort will be made to ensure that each of our tours runs as planned and advertised, or as close to it as possible.

Fire risk.
At times of exceptionally dry weather, coal fired steam locomotives may be banned from operating and diesel or electric traction may have to be substituted. Oil fired steam locomotives however are normally still allowed to operate. The Railway Touring Company cannot accept any responsibility for steam bans during times of high fire risk.

Seat reservations and overnight travel arrangements.
On some trains seat reservations are by individual seats, on others by block booking or complete carriage. Since the railways concerned make the allocations, we have to accept and be flexible about the seating arrangements. Where overnight travel is necessary we will arrange either to stay in a convenient hotel en-route, to use one of the newer ‘hotel trains’, or to book Standard Class twin berth sleeper car trains (First Class is often single berth). These decisions are made on the basis of the length of the journey, the range of scenery likely to be missed by overnight travel, and the accommodation options available.

Porterage.
Some tours include porterage between stations and hotels; some include full luggage transfers between hotels, using either a supplementary road coach or scheduled ‘luggage in advance’ facilities. Porterage, where advertised, is included in the cost. However, there will be occasions when porters are not available or included and it will be each customer’s responsibility to handle their own luggage

Luggage and passenger assistance.
.Whilst most major stations are equipped with lifts, escalators or walking ramps, not all smaller stations feature these facilities. We therefore recommend that you use a lightweight case with wheels, to allow you to best handle it. Please also ensure that your packed case is still light enough for you to successfully lift it in and out of trains and to enable you to walk comfortably with it. You will be responsible for your own luggage whilst on holiday. Passenger Assistance can be booked upon request, if required and necessary. Please let us know prior to the start of the holiday, should you require assistance.

Accommodation.
We aim to use 3 or 4-star designated hotels throughout our tours as this offers us the standards of hospitality, catering and service that we would wish for our customers. We also seek out establishments which are either conveniently located for the railways in order to minimize transfers, or which afford some unique character. Where we cannot meet either of these criteria we ensure the best and most comfortable accommodation is available.

Single supplements.
We are pleased to advise that we do not financially benefit from single supplement charges. Supplement charges only apply due to hoteliers charging higher rates for rooms that are solely occupied. All of our prices listed are per person based on two persons sharing. Therefore, any room that is solely occupied does incur a charge, whether it be a single or double room. If a double room is preferred please state your preference at the time of booking in order for us to obtain a quote, double rooms for single use may be slightly more expensive than the single supplement stated. All other elements of our tours are priced on a per person rate, so no extra fees are applied for solo customers.

Ground only.
Please be advised that ground only travel is where you the customer, makes their own way to a designated tour joining point, normally the first hotel or overnight stay on the holiday. Ground only does not include rail or flight services from the UK or return. It also does not include any transfers to or from your hotel(s) on the first and last day of your holiday. You will be responsible for arranging these yourself.

Food and drink.
Meals will be taken on trains, boats, planes, in hotels and restaurants and even al-fresco, picnic or packed! Mindful of the diversity of our customer’s tastes we try to adopt a ‘middle of the road’ approach when choosing menus. We must also accept the limitations of on-board catering and marvel at the success that chefs regularly achieve in the confines of train kitchens. Hotel and restaurant meals are usually a set menu, with options for special dietary needs. If customers have any special dietary requirements they must please ensure we know them at the time of booking. In this way we can make the necessary arrangements for customers with special requirements. Some of our tours include alcoholic and soft drinks and coffee, in which case this is clearly stated in tour information. Otherwise customers are responsible for paying for their own refreshments.

Passports, visas and health issues.
Customers are responsible for holding the necessary and appropriate travel documentation for their journey. For tours outside the UK, customers must ensure that there is at least six months validity remaining on their passports after returning back to the UK. We assume our customers are British Citizens whose passport shows they have a right to reside in the UK. If a customer has a passport of another country or state, or one that indicates restrictions on return to their country of origin, then they must please contact us prior to booking and well in advance of intended use. We will advise customers of the requirements and processing arrangements for visas where they are required. We will offer any help we can in arranging customers’ visas. Health advice is dependent upon the destination, medical history and current health of each customer participating in a tour and we cannot assume any responsibility. Customers MUST seek advice from their GP or a travel medical centre.

Pre-tour and travel documents.
We will send out information to tour customers for visa and general planning purposes when appropriate, usually at the ‘balance due’ time. If there is nothing significant to communicate then we will simply acknowledge that the customer’s balance of payment has been received. We prepare and send a booklet of information to tour customers for all tours. This includes a passenger list with first or ‘known as’ names, where advised, (to check on an old acquaintance, aide-memoir for names during the tour); the latest known itinerary with as much detail as necessary (including meal times/locations); emergency and general contact details; and usually some general and specific information about features of the tour programme. This is intentionally a small part of the information available and tour customers are advised to research and obtain detailed reference material, maps, schedules etc. appropriate to their particular interests. Air travel tickets are usually sent to us for onward dispatch less than two weeks before travel – please don’t panic! Rail tickets are often group travel documents held by the Tour Manager. In this case tour customers will be provided with joining instructions, which must please be observed since the party cannot progress until all members are present. Tickets, vouchers and coupons for onward travel during a tour, are usually held and distributed by the Tour Manager.

Travel insurance
Many customers arrange their own travel insurance. The Railway Touring Company cannot assume any responsibility relating to travel insurance issues and customers should ensure that they are familiar with procedures should an incident occur. This is especially important with medical cover since we do not undertake to obtain medical attention, but to hand over the customer to an appropriate and suitable authority. You will need to double check with your insurance providers that your terms cover you for such things like a pandemic i.e Covid-19 or if you fall ill whilst away and need emergency medical treatment, if you are unsure we highly advise you to contact your provider to see if you are covered, not all policies cover for this.

• If you have not purchased your holiday insurance you will be looking for the following standard of cover, Medical and repatriation costs if you become unwell with any coronavirus (including Covid-19) or contagious disease.
• If your trip or holiday has to be cancelled because you or a travelling companion are diagnosed with any coronavirus (including Covid-19) or contagious disease and are unable to travel.
• Emergency repatriation costs to bring you home if the Foreign, Commonwealth and Development Office (FCDO) impose travel restrictions (while you’re at your destination), either in the UK or at your destination, and has requested you to return to the UK.
  

Infirmity and disability.
Tour managers are responsible for the general care and well-being of the whole group and are neither available, nor trained or insured for individual ‘personal’ care. Each tour, by way of the trains and terrain being visited, presents its own opportunities and restrictions. Customers should ascertain the suitability of the itinerary and facilities available relevant to their own needs. We are happy to discuss customers’ concerns with them before they commit to a booking. We will attempt to accommodate and resolve any needs or problems caused by undisclosed mobility/dietary/general health issues but cannot accept responsibilities beyond those stated above. It is your responsibility to disclose an accurate description of your mobility and any other relevant information relating to your health and fitness at the time of booking. We would especially draw the attention of customers to the tours that visit high-altitude locations and the resulting possibility of cardiovascular and respiratory problems. You must contact and advise us of any changes to your level of mobility or health and fitness between booking your holiday and departing on your tour

Behaviour and damage.
Railway Touring Company reserves the right in our absolute discretion to terminate without any form of prior notice, the holiday arrangements of any customer whose behaviour is such that it causes or is likely to cause, in our reasonable opinion, or in the opinion of any Railway Touring Company Tour Manager (if on an escorted holiday) or any other person in authority, any distress, damage, danger or significant annoyance to a third party, or damage to property. In these circumstances all our obligations to you under our contract or otherwise will cease to be applicable, full cancellation charges will apply and we will not be liable for any refund, compensation or costs incurred by you whatsoever. You may also be required to pay for loss and/or damage caused by your actions and we will hold you individually liable for any damage or losses caused by you. Full payment for any such damage or losses must be paid directly to the hotel or other supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we may incur in pursuing any claim against you.

Confidentiality, privacy and mailing lists
Customers’ names and addresses have been obtained as a result of their response to advertisements, having been a previous customer or enquirer, or a referral from some other party. We do not share these details with anyone outside Warren Travel Ltd. trading as The Railway Touring Company or The Railway Touring Company Ltd. Customer’s personal details such as credit card numbers, travel arrangements, companions etc. will only be kept to be used within the requirements of tour operating. We are registered under the Data

Protection Act. If one customer wishes to communicate with another customer, then please forward the stamped envelope/package to us. We will add the address and post on the mail. We will not divulge any addresses or telephone numbers. Please refer to our website for information regarding our Privacy Policy ensuring you fully understand it. Your acceptance of our Privacy Policy is deemed to occur upon your first use of Our Site.

Financial protection.

We are licensed by the Civil Aviation Authority (CAA) and hold Air Travel Organizers’ Licensing Scheme (ATOL) Number T7149. This ensures that in the event of the failure of our Company, customers’ money will be protected. If customers are on holiday at the time of Company failure, arrangements will be made for them to complete their holiday and return home. The flights we provide are supplied by other ATOL holders and are protected by their bonds. For further information, visit the ATOL website at www.atol.org.uk.

Payments for flights.
The payments that customers make for their flights are held by us in our trust account, on behalf of the ATOL holder who is supplying the flight, until the date that we pass the money to that ATOL holder. The ATOL holder supplying the flight will issue an ATOL confirmation invoice to confirm their contract with the customer. We will forward this to the customer no later than the day after we have received it.

The Travel Trust Association (TTA).
The TTA is a trade association of travel agents and travel organisers, established to provide financial protection for the customer. The TTA lays down strict guidelines on how the customer’s funds should be handled, and each member must adhere to those guidelines. Every TTA member pays the customer’s funds into a designated trust account which is supervised by an independent trustee; a Banker, Chartered or certified Accountant or Solicitor.

Why your travel arrangements are totally safe with the Travel Trust Association.
The Travel Trust Association (TTA) recognises that for many people a holiday is the one chance to really relax – so it is important that customers are able to feel completely confident about their travel arrangements from the moment they make their booking. By choosing an approved TTA Member, customers can be sure that their travel plans are totally secure. These arrangements exceed the statutory levels of consumer protection. Customer’s funds are secured in Trust by the Travel Trust Association Trustees.

Travel Trust Association
2 Crown Square Woking
GU21 6HR
01483 545 780
www.traveltrust.co.uk

The holidays in this brochure that include air travel are ATOL Protected by the Civil Aviation Authority (CCA). Our ATOL number is T7149. ATOL protects customers from losing their money or being stranded abroad. It does this by carrying out financial checks on the firms it licenses and requiring a guarantee, called a bond, to be lodged with them. If a firm goes out of business, the CAA will make a refund to the customer, or if already abroad on holiday, arrange for the customer to complete their holiday and fly home.

Status
The Railway Touring Company is a direct sell tour operator and retail travel agent. All parts of a customer’s holiday are covered by our TTA membership (number T726X), and the air travel for all of our customers’ holidays is covered by our ATOL membership (number T7149). Warren Travel Ltd, trading as The Railway Touring Company, acts as a booking agent for the service providers whose terms and conditions of booking and carriage apply to our tours. Copies of these terms and conditions will be obtained from the relevant service providers and forwarded to customers on request. Tours will be confirmed and take place subject to minimum and maximum numbers booking. Railway components of a tour are provided subject to the serviceability of motive power and stock, and the operating conditions prevailing at the time of the tour. In the event of a failure to operate services as advertised then ‘best’ alternatives will be provided.

Programme and prices.
Details of each tour programme and its cost are published in our tour brochure, in leaflets, by correspondence, or by amendments notified to customers. Customers are required to acknowledge their acceptance of this information.

Payments.
All tour bookings should be accompanied by payment of a deposit per person as follows:

£200 for travel in the UK
£250 for travel within Europe
£350 for travel beyond Europe

A confirmation of booking will be sent to customers which includes a statement of their account and a balance due date. The balance of payment is required in time for us to pay our suppliers, usually twelve weeks before travel. There are occasions when we are required to pay for group tickets earlier than this and the balance due date will reflect this. Due to the high costs involved with debit and credit card transactions our preferred methods of payments for balance payments are cheque or bank transfer.

Fidelity insurance.
It is a requirement that all tour bookings be covered by Fidelity Insurance. This is a financial protection insurance that protects the customer’s money until the tour takes place. The cost of this insurance is included in the tour price.

Customer cancellation by you, before tour departure.
The cancellation charges below have been calculated as a pre-estimate of the losses we would incur in the event you cancelled your holiday within the stipulated time period. The scale of cancellation charges is as follows:

– Cancellation prior to 12 weeks before tour departure – loss of deposit*
– Cancellation between 8-12 weeks prior to tour departure – 25% refund of tour cost
– Cancellation less than 8 weeks prior to tour departure – no refund

*Loss of deposit means the loss of the full brochure deposit amount.

Depending on the reason for your cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.

Cancellation by you due to extraordinary and unavoidable circumstances.
You have the right to cancel your confirmed arrangements before the departure date without paying the above cancellation charges in the event of unavoidable and extraordinary circumstances occurring at your holiday destination or its immediate vicinity and significantly affecting the performance of the arrangements or significantly affecting transport arrangements to the destination. 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 compensation. Please note that your right to cancel in these circumstances will only apply where the Foreign, Commonwealth & Development Office advises against travel to your destination or its immediate vicinity. For the purposes of this clause, "extraordinary and unavoidable circumstances" means 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 to the travel destination or its immediate vicinity.

Alterations and cancellations by us.
Railway Touring Company start planning the holidays we offer many months in advance and occasionally, we have to correct errors and/or make changes to the information contained in our brochures, our website and other details, both before and after bookings have been confirmed, and also cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so. Please note that occasionally due to events outside our control, including but not limited to adverse weather conditions, or unexpected or unforeseen circumstances, we may have to make changes to your itinerary with little or no notice.
Cancellations by us: All our escorted holidays are organised on the basis of a minimum number of clients. In the unlikely event the holiday (which would include any individually purchased variations or extensions), has to be cancelled because of insufficient numbers, you will be informed at least 6 weeks prior to departure. We will not cancel your arrangements less than 6 weeks before departure except for reasons of events beyond our control or failure by you to pay the final balance. We will not be liable for any consequential loss you may suffer or pay any compensation to you.

Passports, visas and health.

Customers are responsible for ensuring that they have the correct travel documentation for tours, and this includes passports, visas and health certificates. We are willing to give advice on passport and visa requirements but customers should seek professional guidance on medical related matters. We shall obtain guidance from the Foreign and Commonwealth Office and tourist board where a security risk exists or arises in respect of a tour destination. This information will then be passed on to tour customers.

Prices.
Prices are determined against known exchange rates, fuel costs and tax regimes prevailing at 18th July 2024. The exchange rates used for prices quoted in this brochure are as follows:

£1 = 1.15 Euros
£1 = 1.21 US Dollars
£1 = 1.1 Swiss Francs
£1 = 105.13 Indian Rupees
£1 = 12.58 Norwegian Krones

In the event of significant changes we must reserve the right to amend prices.

A NO SMOKING policy will be pursued where we have the control or influence over the service that we are providing on our tour.

Our chartered steam trains.
Whenever possible we hire steam trains for our exclusive use. This allows us the flexibility, within operational parameters, to run to our requirements. It also enables us to stop the train for photographs of the scenery; the train itself; and sometimes staged train movements, known as run-pasts. We can often arrange for tour customers to ride on the footplate of the locomotive, should they wish, but at their own risk. Since our tours often number around 40 customers there are occasions when we have access to older trains with limited capacity, and sometimes to facilities not normally available to large groups or individuals. However, on occasions due to popularity and where space permits this number can be exceeded.

Scheduled trains.
Where we travel by scheduled train, with few exceptions, we travel First Class in reserved seats or reserved carriages. This has proven to be much better value for money since the additional space, comfort and lack of crowding are obtained at a worthwhile supplement compared with Standard Class travel.

Alternative airports, independent travel and extensions.
Our customers come from throughout the UK and overseas. Wherever possible we choose flights which allow connections from local airports, and prices for these connecting flights start at around £149 return. Most overseas tours allow for independent travel arrangements whereby customers may extend their stay, stop en-route, or make their own travel arrangements. We can provide a ‘ground only’ quotation for all of our tours so that overseas customers and independent customers can make their own way to and from the tour joining point.

Extra tours and tour updates.
Throughout the year we keep pace with an ever-changing world. It is often possible to initiate new tours after our brochure has gone to press, and to make alterations to published information, so please check our website for the most up-to-date information.

Website – www.railwaytouring.net
Our web site provides details of all our tours plus information about additional tours and amendments to our tour programme. Don’t forget to bookmark our web site amongst your favourites. We welcome contributions of photographs that customers have taken on our tours and that they are willing for us to use in publicity materials.

Booking information.
Customers should ensure that they read all our ‘Booking Information’ before booking a holiday with us.
Pre-tour and post-tour UK hotels and holiday parking.
We are able to arrange customers’ pre-tour and post-tour hotel accommodation, car parking, coach and train travel, and connecting flights. Customers may wish to consider staying overnight before and/or after travel on one of our tours. A night in a conveniently located hotel before departure or after return can mean that the customer begins or ends the tour more rested and relaxed. It may also avoid the frustrations and anxieties of early morning and late evening travel. Pre-booked car parking can also be arranged for customers.

Examples:
Airport hotels with holiday parking
• Gatwick from £120 per room
• Heathrow from £150 per room
• Stansted from £125 per room

Secured airport parking
• Gatwick from £9.00 per day
• Heathrow from £18.00 per day
• Stansted from £9.00 per day

Travel by road coach from and to the customer’s local town together with overnight hotel accommodation can be arranged. Prices are available on request. Rail tickets from and to the customer’s home railway station to the tour departure point can only be booked where two or more passengers are travelling together. Prices are available on request. The prices quoted above are correct at the time of print and may be subject to change and can vary depending on your preferences.

UK connecting flights.
We are willing to make enquiries and, where possible, arrange connecting flights from the customer’s local airport to the main tour departure point. Prices are available on request.

Travel insurance.
Due to changes in the travel insurance regulations we are no longer able to sell travel insurance direct to our customers. We can however recommend and send to customers details of travel insurance through Holiday Extras, in conjunction with the Travel Trust Association. Please let us know at the time of booking if you would like to receive details of this insurance.