Terms & ConditionsOut of Office Workations
Thanks for taking the time to review our Terms & Conditions. Please make sure you read them thoroughly, before using our services. That’s important, because by booking with us, you automatically agree that you accept those rules and regulations.They describe what you are legally entitled to expect from us when you purchase a workation / team retreat or book an event with us, in addition to your obligations as a customer. Our ambition is for you to have the best, smoothest, and unique travel experience.The terms ‘Out of Office’, ‘we’, ‘us’, ‘our’ refer to Out of Office Workations, the organizers or sellers of the workation / team retreat / event. The expressions ‘Traveler’, ‘Customer’, ‘you’, ‘your’ stand for you as participant in our trips or events, as visitor of our website, or as user of our services in any other way. Please contact us by e-mail at any time in case of questions: hello@workation.works.
Obligations of the customer
Changes and Cancellations
- If you are obliged to change or cancel your booking you should contact Out of Office immediately, best by e-mail to hello@workation.works. For more detailed information, please see 'Changes and Cancellations' below.
Transferability of tickets / bookings
- Any and all documents provided by us are personal and cannot be transferred to others, unless stated otherwise in the booking conditions. In case of doubt, please contact us before transferring a ticket / reservation to someone else.
- In most cases, administration fees would be applicable. Please see 'Changes by customer' below.
Correctness of provided information
- As customer, you are responsible to supply correct information to us. It is of extreme importance that the first and last name given in your booking form correspond with your passport. Should this not be the case, immediately contact Out of Office Workations. Not supplying this information or incorrectly may have serious consequences and can, in the worst-case scenario, result in rejection of the booked travel products.
- We will not be liable for the potential additional costs resulting from the incorrect supply of information.
Travel documents & travel regulations
- Please make sure you have all relevant travel documents with you. As customer, you are responsible for having all necessary travel documents with you (passport, visa, vaccination documentation, etc.) and follow regulations (tax, import, etc.). We are not liable for any disadvantage you may get and do not cover any costs that occur in case you do not adhere to these rules.
- If rejected on a flight or at any other means of transport or event because you are not in possession of the required, passport, visa, and health declarations (also applies to transit traffic) we cannot be held responsible for potential additional costs.
Aggressive behaviour & other misconduct
- In case of aggressive behaviour or non-compliance with relevant codes of conduct, and resulting rejection by our partners (airlines, hotels, etc.), we are not liable.
- We reserve the right to cancel your participation in our trip / event immediately, in case of aggressive behaviour, harm to other persons, demolition, or other severe misconduct during the trip / event.
Complaints
- If you have a problem during your workation / trip / event, please inform the on-location host immediately. Should they be unable to resolve the matter, please immediately contact us using your preferred point of contact. If you fail to timely contact us, we will not be permitted the opportunity to investigate your complaint and attempt to rectify any error while you are away, and this may affect your rights under this Agreement.
Booking & booking requests
- We reserve the right to refuse to accept booking requests / bookings in our absolute discretion without stating the reason for doing so.
- Invoices are issued upon booking confirmation. Payment conditions may vary between trips / events. In some cases, a deposit will be asked. Full payment is always due 45 days prior to the departure date.
- By booking a trip / event with us, the booker will automatically be added to the Out of Office mailing list to stay informed about news and offers.
Booking as individual participant
- A booking is considered confirmed when we send a booking confirmation to confirm the booking. No booking contract exists between Out of Office and the customer until the application form and, if applicable, the deposit payment, have been received.
Booking for other participants
- The customer booking the trip / event for other participants will be responsible for the full cost of the trip / event, including insurance fees, cancellations and amendment charges for each employee. It is therefore advised that every customer who pays for their own trip / event participation books for themselves.
- In case of a group booking, where one person books for a group, a booking is considered confirmed after we receive a signed and therewith approved quotation. No booking contract exists between Out of Office and the customer until the signed quotation and, if applicable, the deposit payment, have been received.
Pricing & Payment
Prices
- All prices are in EURO unless otherwise stated. Whilst we aim to ensure that the most up to date and correct prices are shown on our website, there may on occasion be an incorrect price shown, due to an unfortunate error. When we become aware of any such error, we will aim to notify you at the time of booking (if we are then aware of the mistake), within 7 days of the time of booking, or as soon as reasonably possible. We must reserve the right to cancel the booking if you do not wish to accept the price which is applicable to the trip / event in which case, you will be given a choice to amend your booking to an alternative date, at the correct price.
- Upon making your booking the price of your trip will not normally be subject to change; however, post-purchase price increases may be applied due to additional costs imposed by a supplier or government. We reserve the right to charge additional sums due to increased or decrease prices due to variations in service charges, fuel surcharges, taxes, and fluctuations in foreign exchange markets or any combination thereof. Acceptance of these terms and conditions hereby consent you to any post-purchase price increases and authorize Out of Office to charge you for such additional amounts.
Administration fee
- We reserve the right to charge an administration fee or extra costs for services outside the package price.
Discounts
- Once a booking has been made, discounts cannot be applied retrospectively.
Deposits
- Deposits are applicable if stated in the booking conditions of a trip / event.
- If applicable, deposits need to be paid within the asked time frame. Otherwise, we have the right to cancel your booking.
- Any deposits are non-refundable. Payment of a deposit enables us to hold a reservation for you but does not guarantee the price. The price can only be guaranteed once we receive full payment.
Payment
- We reserve the right to refuse personal checks as a method of payment. After full payment, the conditions of the contract with Out of Office permit us to increase the cost in case of above-written causes.
Changes and Cancellations
- If you are obliged to change or cancel your booking you should contact Out of Office immediately, best by e-mail to hello@workation.works.
Cancellation by customer
- If you cancel your arrangements, you may be entitled to a partial refund. Fees will apply as outlined on your receipt or booking confirmation.
- If you decide to cancel arrangements before the total balance is due, any deposits paid are non-refundable.
- If the reason for your cancellation is covered under the terms of your travel insurance policy, you may be able to reclaim your cancellation charges through your insurer. We always advise to book a personal travel insurance.
- Generally, flight tickets cannot be refunded if they are partially used.
- Important notice regarding airline reservations:
If you arrive at an airline ticket or passenger check-in counter with your confirmed ticket and find that the airline shows no reservation for you – do not leave the counter. Check your ticket. If the status box shows “OK” for the flight in question, the airline policies typically require them to accommodate you on that flight, or if that is not possible, they must either find you a substitute flight or pay you denied boarding compensation. If necessary, ask to speak to a supervisor.
Refunds for individual bookings and group bookings
- Different refund terms may be applicable, according to individual booking conditions of a trip / event. If not otherwise stated, the following refund terms apply:
- Deposits, if applicable, are non-refundable
- Cancellation by customer 12 weeks or more before start date = Deposit, if applicable, is held as cancellation / 50% of the total price will be refunded to customer
- Cancellation by customer 8 weeks to 12 weeks before start date = 75% of the total price is held as cancellation / 25% of the total price will be refunded
- Cancellation by customer 8 weeks before start date = no money paid will be refunded
Changes by customer
- Where a change requested by you to your travel arrangements is permitted and possible, service fees may apply.Please note that all reservation changes are subject to availability and the terms and conditions.
- If not otherwise stated, standard administration fee for a name change is 25 EURO, but if there are more complex consequences caused by the requested change. Especially if a flight is included, administration fees for changes to participant information may be higher than 25 EURO.
Changes and cancellation by Out of Office
- Out of Office has the right to cancel your participation in a trip / event if full payment is not received.
- It is unlikely that we will have to make any changes to your booked trip / event, but occasionally small changes may be made, which we reserve the right to do at any time.
- We also reserve the right in any circumstance to cancel or amend your booking. In that case, a comparable trip at an alternative date may be offered, or paid fees may be partially refunded, but we do not guarantee that any refunds will apply.
- In the unfortunate situation of a severe event outside of our control, the trip / event may be cancelled. Reasons include but are not limited to war, political unrest, strikes, acts of God, epidemics, natural and technical disaster, closure of ports and aircraft. We will ensure that you are promptly notified of any significant changes once we become aware of such change if there is time before your departure, but we accept no liability for any changes or costs incurred that may result.
- Please ensure that we have your contact e-mail address so that we can contact you as soon as a need for a change or cancellation of your booking arises.
Dates
- Out of office workations / trips / events start and finish where stated on your invoice or booking confirmation. We are not responsible for your travel to or from this point or for any expenses, including travel accommodation, subsistence and loss of earnings, caused by a delayed return to your departure point, howsoever caused.
Travel Insurance
- Everyone booking a workation / trip is advised to have full travel insurance. Travel insurance is a mandatory element of some travel arrangements. No liability can be accepted for lost or damaged personal property such as clothing, watches, cameras, etc. If they are taken with you, it will be at your own risk.
- Guests must obtain their insurance independently.
Participation in activities
- Participation in activities during your trip / event is done at your own risk. Any persons who may be pregnant, suffer from neck, back or heart conditions or have had any prior injuries have to inform supervisors, instructors or alike and are not to participate in any activities that may harm their health or the health of others.
- Tides, sea, wind and weather conditions can dictate whether cancellations are necessary.