Terms & Conditions | Overseas Business Travel

Our Services

	Visa Service

	Hotels

	Passport Renewal
● Russia

Information

● Special Offers

● Links & Advice

● Job Vacancies

● In the Press

Our Division

Specialised department for people travelling to Kazakhstan

Selected Links

Consular Section of the Russian Embassy in London

KD Avia - Discounted flights to Russia from London Gatwick

Help slow global warming!

BBC Weather - weather forecast for your destination.

Booking conditions will vary with the type of service you are purchasing. Note that many of the cheaper air and train tickets do not allow changes to date or time of travel. These are stipulated by the carrier and not by Overseas Business Travel. So if you do need some flexibility, then you are advised to purchase a ticket which allows changes to be made to your travel itinerary. Hotels can also restrict changes and apply refund charges.

Please inform us at the time of your enquiry that you require flexibility as we always endeavour to quote the cheapest options which invariably restrict such changes.

Our terms are strictly payment with order.

Full terms and conditions are given below. We do ask that you read these so that you are clear on what our service comprises so that unnecessary disputes do not arise.

1. Making Your Reservation

On receipt of your request we will confirm your booking by telephone, fax or email, or upon request, we will send you a confirmation of your arrangements by post.

Please note that a telephone booking confirmation is as firmly confirmed as if it were made/confirmed in writing at that time.

2. Price Guarantee

Suppliers (which includes airlines, hotels, ground operators, etc.) reserve the right to increase prices at any time. The price quoted, verbally or in writing, is valid ONLY on the day the quote is given. We strongly recommend that payment is made at the same time the reservation is made. The price to be paid is the price applicable on the day we issue your documents. We will endeavour to issue your documents the day you make payment provided it is received during our working hours and sufficient time has been allowed for us to do so. We do not take deposits as payment of such cannot guarantee the price.

Where prices are quoted in foreign currencies and converted into Sterling (GBP), the conversion is at that day's rate of exchange. However, these rates will change on a daily basis and can, therefore, cause the quote to rise or fall.

3. Booking Procedure

Reservations can be requested in person, by mail, email, fax or telephone.

All reservation details will be read back to you, emailed or faxed, and it is your responsibility to check that all the details are correct. If any details are incorrect please inform us immediately, failure to do so can result in charges being incurred to rectify the mistake.

4. Liability

Persons travelling on Scheduled, Charter airlines, or other transportation do so under the conditions of carriage of the carriers or suppliers concerned.

Overseas Business Travel will not be liable to passengers for any delay, loss or injury that they suffer in the course of carriage, nor any default or failure on the part of the carrier or supplier concerned.

The number of stops en-route and timings are given to the best of our knowledge but should they change or be incorrect, we cannot be held liable. We are unable to confirm specific aircraft types.

We will book any airline or hotel you require providing we have the means to do so. We cannot, however, be held responsible for the quality of service or accommodation provided by our supplier. If you are dissatisfied with the quality of service or accommodation provided, may we suggest you make your dissatisfaction known at the point when remedial action can be taken. In the event that a complaint cannot be resolved at that time, you should write to us within 30 days with all relevant information. If you fail to take these steps, this may hinder our ability to put any problem right and/or investigate it fully and any right you may have to receive compensation will be reduced or completely invalidated. Complaints after the event are not always satisfactorily resolved.

Your hotel accommodation charge is on a room only basis, unless other arrangements have been made and are clearly stated on your Hotel Booking Confirmation Voucher. Overseas Business Travel is not liable for any other expenses incurred during your stay at the hotel and, therefore, it is your duty to settle any outstanding balance when you check out of the hotel.

In the event of loss or damage to any passport or documents received, the liability of Overseas Business Travel and its trading divisions will be limited to the actual value of the passport and documents up to a maximum of GBP75 per applicant. Overseas Business Travel and its divisions accept no liability for consequential loss.

All documents should be checked for any errors immediately upon receipt. Overseas Business Travel cannot accept responsibility for the consequences resulting from any error on our part. Where an error has been made and where we have been advised immediately of that error, we will endeavour to correct it.

5. Cancellations and Refunds

Refunds and account credits will only be made once Overseas Business Travel has received a refund or a credit from the suppliers concerned. Until we receive a refund, the tickets or services will still be invoiced and remain payable by the client. Where applicable, paper tickets or other supplier documentation may need to be returned before any refunds can be processed.

Please note that many services are non-refundable and non-changeable or may incur a supplier charge if cancelled. Overseas Business Travel will also make a charge for administering refunds and cancellations.

Our original booking fee for providing the service purchased is not refundable.

In certain cases cancellation charges, if incurred involuntarily, will be covered by insurance taken out at the time of booking. Travel insurance is strongly recommended.

Airline Tickets

Should you or any member of your party be forced to amend or cancel your reservation we will action your verbal request but must receive these amendments in writing before your date of departure. Cancellation charges are calculated from the date we receive the written notice of cancellation. Please note it is your responsibility to advise your airline(s) if you do not wish to travel on the flight booked. Failure to do so can result in a cancellation of any onward flight and the forfeiture of any refund. Where a document has been issued whose governing rules stipulate that the price paid is fully or partly refundable, the following cancellation fee is applicable:

Economy Class Ticket	£15.00
Business Class Ticket	£25.00
First Class Ticket	£35.00

Hotel Accommodation

Individuals and Small Groups (up to 9 passengers)

Should you or any of your party wish to cancel your hotel accommodation, you may do so without penalty if you notify us at least five days before your accommodation is due to start. If you cancel your accommodation within five days of your accommodation start date, a one night cancellation fee is applicable.

Groups (10 or more passengers)

Should you or any of your party wish to cancel your hotel accommodation, you may do so without penalty if you notify us at least fourteen days before your accommodation is due to start. If you cancel your accommodation within fourteen days of your accommodation start date, a 100% cancellation fee is applicable. Name changes are permitted up to three days before arrival unless otherwise advised.

6. Payment

You must pay the balance by the due date given to you. Please note that for some bookings full payment is required IMMEDIATELY, i.e. before you receive any written confirmation. If this applies you will be advised when the booking is made. It is important that you pay balances when due because failure to do so may lead to the cancellation of your reservation and still leave you liable to the cancellation charges. However, where cancellation fees can be avoided with the supplier a late payment fee of £20 will be added to your balance.

Prices quoted include all taxes and booking charges that are levied on your booking. All credit card payments are subject to a surcharge.

7. Insurance

Overseas Business Travel strongly recommends insurance cover whenever you travel abroad. You are herewith recommended to read the terms of any insurance affected to satisfy yourself as to the fitness of cover. Overseas Business Travel will be pleased to quote for insurance.

8. Passports, Visa and Health Requirements

Passports and Visa: We recommend you contact the relevant Embassy or Consulate for up-to-date information regarding health and visa requirements before you travel. We strongly recommend you obtain the appropriate visas required to cover your stay before you purchase your travel tickets. Overseas Business Travel accept no liability if you are refused entry into a country or refused carriage on any mode of transport due to incorrect or insufficient visa and passport requirements. We recommend you have at least six months validity remaining on your passport before you travel as this is an Immigration requirement for many countries. Overseas Business Travel offer a visa service to most countries, please remember to advise our travel consultant of all the countries you intent to visit or transit through when using our visa service.

Health: Please advise us of any ailments, so that all relevant requests can be put into the booking for the airline to see. When travelling to some countries, you may require inoculations. If you are travelling to a European Union Country you should fill out a form E111 available from local Post Offices. For advice on health matters, you are recommended to obtain the Department of Health leaflet 'A Travellers Guide to Health' which is available from your doctor, or by phoning Freephone 0800 555 777.

9. Reconfirming Return/Onward Flights

It is your responsibility to ensure you follow all reconfirmation instructions notified by your airline(s). Overseas Business Travel will not be liable for any additional costs due to your failure to reconfirm your flight. Re-confirming your onward/return flight will also allow you to establish if there have been any changes to your flight timings since leaving your point of origin.

10. Force Majeure

We accept no responsibility for and shall not be liable in respect of any loss or damage or alterations, delay or changes arising from unusual and unforeseeable circumstances beyond our control, such as war or threat of war, riot, civil strife, industrial action, dispute including air traffic control, terrorist activity, natural and nuclear disaster, fire or adverse weather conditions, technical problems with transport, closure or congestion of airports, stations or ports, cancellations of schedules by schedule airline or train operator. You can check the current position on any country by telephoning the Foreign and Commonwealth Office's travel advise unit on (020) 7238 4503.

11. Ticketing and Document Issue

Documents are posted upon receipt of full payment by guaranteed next day delivery. A GBP5 fee will be added to your invoice to cover this service. Overseas Business Travel cannot be held responsible for delayed or lost post or any failure by a courier company to complete timely delivery. All documents/tickets must be checked thoroughly on receipt. Any discrepancies must be communicated to Overseas Business Travel immediately. If tickets are lost the carrier or supplier may ask you to pay for new ones and refund the original tickets, after they have expired without being used. Alternatively, new tickets may be issued, provided you sign a form of indemnity, agreeing to pay if the lost tickets are used. In either case a fee (which can be as high as 100% of the purchase price) may be charged for replacing the lost tickets. It is your responsibility to ensure that you travel with all relevant documents i.e. car and accommodation vouchers, passports, visas, photo ID, etc.

12. Service Charges

The following service charges will be added to your fare:

Service	Per Booking Fee
First class	�50.00
Business Class & Premium Economy - long haul	�40.00
Business class - short haul	�30.00
Economy class - long haul	�30.00
Economy class - short haul	�15.00
Transfers	�25.00
Train Reservations	�15.00
Hotel reservations	�25.00
Car hire	�15.00

Overseas Business Travel are happy to provide the following additional services in relation to your ticket:

Amending a ticket where re-issue is necessary	�25.00
Amending a ticket where a revalidation is permitted	�10.00

Additional fees may be charged by your airline i.e. for arranging for tickets to be issued on departure (TOD's), PTA's, for replacement tickets to be issued in the event of loss, issuing a paper ticket when an e-ticket can be issued etc. Our service fees are not refundable should you subsequently cancel.

13. Airline Passenger Information

Please note that airlines are now required by laws introduced in the United States and other countries to give border control agencies access to passenger's data. Accordingly, any information that the airline holds about you and your travel arrangements may be disclosed to the Customs and Immigration authorities of any country on your itinerary.

14. Pre-Travel Advice

The Foreign and Commonwealth Travel Advice Unit may have issued information about your destination. You are advised to check this information, shortly before your departure on the Internet at www.fco.gov.uk, or, alternatively, you can call them on 0845 850 2829 (BT-1p per min, other networks vary).

15. Legal Jurisdiction

We accept the jurisdiction of the Courts in any part of the UK in which the client is domiciled. For clients NOT domiciled in the UK the Courts of England will have sole jurisdiction.

16. Currency Conversion

When a conversion rate is not provided by the supplier foreign currencies are converted into GBP using the exchange rate applicable on the date of payment, if by credit card, or on the date of request, if by bank draft or cheque, according to Financial Times plus 3% standard international conversion margin.