Terms & Conditions - Books in Places

Changes, Cancellations & Refunds

If you need to make a change, we want to be as flexible as possible. Most trips are full, so if you need to cancel, we will offer the place to others so you can receive a full refund or move to another trip (minus an admin fee of £60 to cover payment processor charges and additional administration).

If it is not possible to fill the place and the trip is not full, any refund will depend on how far in advance you cancel.

If you wish to cancel your booking, please notify us as soon as possible. If we cannot place another participant on the trip, the following cancellation charges will apply:

Amount of Notice You Give Before Trip	Cancellation Fee
More than 70 days	£50 admin charge (or deposit if applicable)
29–70 days	60% of total trip cost
15–28 days	80% of total trip cost
0–14 days	100% of total trip cost

Travel & Medical Insurance

You must have adequate travel insurance in place to travel with Books in Places. This applies to both UK and overseas trips and should include cover for medical expenses, emergency treatment, cancellation due to illness, and repatriation where relevant.

The European Health Insurance Card (EHIC) provides only limited access to state-provided healthcare within EU member countries and is not a substitute for travel insurance. Books in Places does not sell or arrange travel or medical insurance.

It is the participant’s responsibility to ensure their insurance policy is suitable for the trip they are undertaking. We cannot be held responsible for any costs, losses, or expenses incurred as a result of a participant failing to obtain appropriate insurance cover.

Health, Fitness & Participation

By booking a trip, you confirm that you are medically and physically fit to take part. Our trips may involve walking, sightseeing, climbing steps, uneven or cobbled surfaces, countryside paths, and time spent outdoors in varying weather conditions.

You are responsible for managing your own health and wellbeing during the trip, including carrying any necessary medication and making sensible decisions about your safety and comfort. If you have a medical condition or concern that may affect your participation, we encourage you to discuss this with us in advance so we can advise on suitability.

Personal Responsibility & Assumption of Risk

Trips organised by Books in Places take place in real-world environments and public spaces. While we take care to plan trips responsibly, travel and walking involve normal and foreseeable risks.

By taking part in a trip, you agree to take reasonable care for your own safety, including wearing appropriate clothing and footwear, being aware of your surroundings, and following any reasonable guidance given during the trip.

Accidents, Injury & Liability

Books in Places is not responsible for loss, injury, illness, accident, or damage suffered by a participant except where such loss or injury arises directly from our negligence.

In particular, we cannot accept responsibility for accidents such as slips, trips, or falls where reasonable care has been taken and the incident arises from normal risks associated with walking, weather conditions, terrain, or public spaces.

Nothing in these terms and conditions limits or excludes liability for death or personal injury caused by negligence, or for any other liability that cannot be excluded under English law.

Third-Party Suppliers

Accommodation, transport, venues, and any other services provided as part of a trip are supplied by independent third-party providers. While we take care in selecting these suppliers, Books in Places does not control their operations and cannot be held responsible for their acts or omissions except where required by law.

Changes to Itinerary

While we aim to deliver trips as described, occasional changes to the itinerary may be necessary due to weather conditions, availability, safety considerations, or other circumstances beyond our control. Where possible, any changes will be communicated in advance.

Minor changes do not entitle participants to a refund. Where a significant change is required, we will aim to offer a suitable alternative that maintains the overall character and quality of the trip.

Photography & Marketing

Photographs and videos may be taken during trips for promotional and marketing purposes. By participating in a trip, you consent to the use of such images by Books in Places unless you advise us otherwise in writing prior to or during the trip.

Booking Conditions

These booking conditions, together with the other information on this website, set out the terms on which you enter into a contract with Books in Places Ltd.

Payment

When you make your booking, you accept these booking conditions (including on behalf of anyone else you book for). Where a deposit is offered, a £100 deposit is required. Deposits are non-refundable and may not be transferred.

The balance must be paid no later than 10 weeks before the start of the trip. If payment is not received by this date, we reserve the right to treat the booking as cancelled and apply cancellation charges. Bookings made within 10 weeks of departure require full payment at the time of booking.

Important – Please note: We cannot accept liability or pay compensation if we are forced to cancel or change a trip due to circumstances beyond our control, including but not limited to pandemics, war, civil unrest, industrial disputes, terrorist activity, natural or nuclear disasters, fire, or adverse weather conditions (force majeure).