Medium Scope

1. Cancellation Policy

Our cancellation policy varies based on the type of service booked and the time of cancellation relative to your departure date. Please note that all cancellations must be made in writing (via email or through our contact form) and are effective from the date we receive them.

1.1 Standard Tour Packages

For our standard tour packages, the following cancellation charges apply:

• More than 60 days before departure: Loss of deposit (typically 20-30% of total package price)
• 59-30 days before departure: 50% of total package price
• 29-15 days before departure: 75% of total package price
• 14 days or less before departure: 100% of total package price (no refund)

1.2 Custom Tour Packages

For custom-designed itineraries, stricter cancellation policies may apply due to the bespoke nature of these arrangements. Specific cancellation terms will be clearly outlined in your booking confirmation. Typically, these include:

• More than 90 days before departure: Loss of deposit (typically 30% of total package price)
• 89-60 days before departure: 50% of total package price
• 59-30 days before departure: 75% of total package price
• 29 days or less before departure: 100% of total package price (no refund)

1.3 Group Tours

For pre-scheduled group tours, the following cancellation charges apply:

• More than 60 days before departure: Loss of deposit (typically 20% of total package price)
• 59-45 days before departure: 30% of total package price
• 44-30 days before departure: 50% of total package price
• 29-15 days before departure: 75% of total package price
• 14 days or less before departure: 100% of total package price (no refund)

1.4 Special Event Tours and Peak Season Bookings

Tours that include special events (such as festivals, sporting events, or holidays) or that operate during peak season may have more restrictive cancellation policies. These will be clearly communicated at the time of booking and specified in your booking confirmation.

2. Refund Processing and Timelines

2.1 Refund Processing

When a refund is due, the following conditions apply:

• Refunds will be issued to the original payment method used for the booking.
• If the original payment method is no longer valid or available, we will work with you to arrange an alternative refund method.
• Refunds are processed in the same currency as the original payment.
• Any bank fees or currency conversion charges incurred during the refund process may be deducted from the refund amount.

2.2 Refund Timelines

We aim to process all eligible refunds promptly:

• Credit Card Refunds: Typically processed within 10 business days of approval, though it may take an additional 3-5 business days for the amount to appear on your statement, depending on your card issuer.
• Bank Transfer Refunds: Typically processed within 10-15 business days of approval, though international transfers may take longer depending on the destination country.
• Third-Party Payment Platforms: Refunds to services like PayPal are typically processed within 10 business days, though it may take additional time for the funds to be credited to your account.

Please note that during peak travel seasons or exceptional circumstances, refund processing may take longer than the standard timeframes mentioned above.

3. Refund Requests and Procedures

3.1 How to Request a Cancellation and Refund

To cancel your booking and request a refund, please follow these steps:

1. Submit your cancellation request in writing via email to [email protected] or through the contact form on our website.
2. Include your booking reference number, full name, travel dates, and reason for cancellation.
3. Our customer service team will acknowledge your request within 2 business days.
4. We will review your request and calculate any applicable refund based on our cancellation policy.
5. You will receive a cancellation confirmation email detailing any refund amount and estimated processing time.

3.2 Required Documentation

For certain types of cancellations, we may require supporting documentation:

• For medical cancellations: A medical certificate or letter from a medical professional
• For bereavement: Documentation confirming the circumstance
• For jury duty or legal obligations: Official court or legal documentation
• For insurance claims: We can provide a cancellation confirmation letter for your insurance company upon request

3.3 Partial Cancellations

If only some members of your party need to cancel:

• The cancellation charges will apply only to those persons canceling.
• The booking price for remaining travelers may change due to factors such as room occupancy changes or loss of group discounts.
• We will inform you of any price adjustments before processing the partial cancellation.

4. Special Circumstances

4.1 Force Majeure Events

In the event of force majeure circumstances (as defined in our Terms and Conditions), the following applies:

• If we cancel your booking due to force majeure events, we will offer you the choice of:
  • Rebooking for a later date (subject to availability and any price differences)
  • A travel credit valid for 24 months from the original departure date
  • A refund, less any non-recoverable costs already incurred on your behalf
• If you cancel your booking due to force majeure events affecting your ability to travel, standard cancellation charges may still apply unless covered by your travel insurance.

We strongly recommend purchasing comprehensive travel insurance that includes coverage for "cancel for any reason" and force majeure events.

4.2 Cancellation by Medium Scope

If we need to cancel your booking for reasons within our control:

• We will offer you the choice of an alternative travel arrangement of comparable standard and price (if available) or a full refund of all monies paid.
• If the alternative offered is of a lower value than your original booking, we will refund the difference.
• If the alternative offered is of a higher value, you may choose to pay the difference or opt for a full refund.

For group tours requiring a minimum number of participants, we reserve the right to cancel the tour if the minimum number is not reached. In such cases, we will notify you at least 30 days before departure and offer a full refund or alternative travel options.

4.3 Cancellations Due to Government Travel Advisories

If an official government travel advisory against travel to your destination is issued after your booking:

• For advisories recommending against all travel or all but essential travel, we will offer a postponement, travel credit, or refund less any non-recoverable costs.
• For lower-level advisories suggesting caution, standard cancellation policies will apply, but we will work with you to find a suitable alternative if desired.

The determination of whether an advisory qualifies for special treatment will be based on advisories issued by the UK Foreign, Commonwealth & Development Office (FCDO) or equivalent bodies in your country of residence.

4.4 Medical and Compassionate Cancellations

For cancellations due to serious illness, injury, or bereavement:

• We may, at our discretion, offer more flexible terms than our standard cancellation policy.
• You must provide appropriate documentation (medical certificate, death certificate, etc.) to support your request.
• Each case will be reviewed individually, and any fee waivers or additional refunds are entirely at our discretion.

Travel insurance typically covers these circumstances, and we strongly recommend making a claim through your insurance provider as the primary course of action.

5. Non-Refundable Services and Fees

5.1 Non-Refundable Services

Certain components of your booking may be non-refundable under any circumstances, including:

• Travel insurance premiums
• Visa application fees
• Some airfare tickets marked as non-refundable
• Special event tickets or permits
• Certain accommodation types marked as non-refundable

These non-refundable elements will be clearly identified at the time of booking.

5.2 Administration Fees

The following administrative fees may apply and are non-refundable:

• Booking Amendment Fee: £50 per person for changes to confirmed bookings (in addition to any supplier-imposed fees)
• Cancellation Processing Fee: £25 per booking for processing cancellations (may be waived for full cancellations where no refund is provided)
• Special Arrangement Fee: Varies based on complexity, for custom arrangements or special requests

6. Travel Credits and Rebooking

6.1 Travel Credits

In some circumstances, particularly for cancellations due to unforeseen events, we may offer travel credits instead of monetary refunds:

• Travel credits are typically valid for 24 months from the date of issue.
• Credits are non-transferable to other customers but can be applied to any Medium Scope service.
• The value of the credit will be equal to the refundable portion of your booking according to our cancellation policy.
• Credits cannot be exchanged for cash unless legally required.
• Any unused portion of a credit after expiration will be forfeited.

6.2 Rebooking Options

As an alternative to cancellation, we offer the following rebooking options:

• Date Changes: You may be able to change your travel dates with minimal or no fees if done well in advance (typically more than 60 days before departure).
• Destination Changes: You may change your destination, though this is generally treated as a cancellation of the original booking and creation of a new booking.
• Transfer to Another Person: In some cases, you may transfer your booking to another person who satisfies all the conditions applicable to the package, subject to a name change fee and any additional costs imposed by suppliers.

All rebooking options are subject to availability and any price differences between the original and new arrangements.

7. Travel Insurance Recommendations

We strongly recommend that all clients purchase comprehensive travel insurance at the time of booking. Quality travel insurance can provide coverage for many circumstances that our standard refund policy does not cover, including:

• Trip cancellation due to illness, injury, or death of you or a family member
• Trip interruption for covered reasons
• Travel delays
• Medical emergencies and evacuation
• Baggage loss or delay
• Some force majeure events

For maximum protection, consider policies that offer "Cancel For Any Reason" (CFAR) coverage, which typically allows you to cancel for reasons not otherwise covered, though usually with partial reimbursement (typically 50-75% of non-refundable trip costs).

We can recommend suitable travel insurance options based on your specific needs and destination. Please contact our customer service team for more information.

8. Contact Information for Refund Inquiries

For any questions regarding refunds, cancellations, or our refund policy, please contact our dedicated customer service team:

We aim to respond to all refund inquiries within 2 business days.

9. Changes to This Refund Policy

We reserve the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website. Any material changes that affect existing bookings will be communicated directly to affected customers.

The Refund Policy applicable to your booking is the version in effect at the time your booking was confirmed. However, if changes to our policy are more favorable to you, we may apply the updated terms at our discretion.