Booking Terms and Conditions

Once you have made your choice from our program, you can book by registering for the heartsushitour/workshop. You will receive from us a tour proposal and our terms and conditions for booking. If you agree with this proposal and our terms and conditions you are requested to confirm so by email. We will then send you a booking confirmation and an invoice ( if paid in full ) containing information about payments. You also need to either send a signed photocopy and or bring a signed copy of the “release of liability”. If you forget this you cannot take part in the tour. Sorry, no exceptions.

Terms and conditions

  1. A deposit of 25% of the total tour price has to be paid within 120 days of the date on the invoice.
  2. 6 weeks prior to the departure date, the balance of the tour price needs to be paid for. In case this final payment does not reach us by the specified date, we reserve the right to treat the booking as cancelled and retain the deposit. In case a booking is made 6 weeks or less prior to the departure date then the full amount is payable at the time of booking.
  3. Cancellation by the client of any kind must be made in writing or email. The date of receiving the cancellation by us, will determine the cancellation charges applicable.
    • More than 120 days before a trip: 100% refund (minus processing fee)
    • 91 days or more before departure: $300 cancellation fee (minus processing fee)
    • 61-90 days before departure: $500 cancellation fee (minus processing fee)
    • Less than 60 days and no-shows: 0% refund
    • For more details see General Terms And Conditions
  4. Transfers of a booking from a tour to another is only possible after consultation.
  5. Heartsushitour retains the right to alter or cancel any tour. In case an alteration or cancellation becomes necessary, you’ll be granted choice of accepting the change, taking an alternative date of tour, or withdrawing and accepting a refund of all monies paid to Heartsushitour, you will be given by choice of preference. To avoid any doubts, as Heartsushitours is not party to any flight bookings you make yourself and has received no payment for the same, refunds of the costs of your flight in the event a tour is cancelled will not be given. It is a term of the contract between us that you will obtain the appropriate travel insurance cover before you set out on the tour. The insurance must cover the loss, expenses and damages arising from, including but not limited to, the cancellation of the holiday (whether in whole or in part), personal accident and injury, medical and repatriation costs (for overseas holidays), loss of baggage and personal money and belongings and flight cancellations and delays.
  6. Underbooking is the situation in which the minimum number of bookings required to run a tour is not met, and if we have to cancel a tour for this reason, we will not do so less than 30 days prior to departure. Force majeure is unusual and unforeseeable circumstances beyond our control, such as war or the threat of war, riots, terrorist activity, civil strife, industrial disputes, natural or nuclear disaster, fire, flood or adverse weather conditions.
  7. In the event of the specified photographer being unable to attend due to illness or other circumstances beyond our control, another tour leader will be provided. If this is not possible, then the holiday will be cancelled and the provisions of clause 5 will come into effect.
  8. We reserve the right to change any of the prices, service or other particulars contained in this at any time before we enter into contract with you. If there is any change, we will notify you before we enter into such contract.
  9. If you have special dietary or other requests, you should inform us of these prior to departure. We will advise the relevant supplier of your requirements, but we cannot guarantee that such requests will be met, and will have no liability to you if such requests are not met.
  10. Flight booking is the client’s responsibility and heartsushitours is not responsible for any expenses, loss or other damage caused to you by the acts or omissions of the carrier. You are referred to clause 5 above.
  11. The type of tours we offer requires flexibility and must allow for alternatives. For this reason the outline itinerary and tour description must be taken as an indication of what may take place on the tour, and not as a contractual obligation on the part of the company.
  12. heartsushitours does not accept liability for any loss or additional expense caused by delay or interruption to travel services through weather conditions, civil disturbance, industrial action, strikes, wars, floods or sickness. Such losses or additional expenses are the responsibility of the passenger.
  13. Heartsushitours does not accept responsibility or liability for death, bodily injury or illness caused to the client or any other person included on the booking confirmation. Any claims shall be subject to Belgian law in respect of any question of liability or quantum, and all proceedings shall be within the exclusive domain of the Belgian courts.
  14. The client must communicate any perceived failure in the performance of this contract on the spot to the tour leader thus giving the tour leader the opportunity to achieve a satisfactory solution. Should this not be possible, you should make your complaint known to us in writing within 28 days of the completion of the tour.
  15. All clients must be in possession of a valid passport and all visas, permits and certificates, including medical certificates required for the whole of the journey and the client accepts responsibility for obtaining the same. All information and advice given by us on visas, vaccinations, climate, clothing, baggage, special equipment etc is given in good faith.
  16. Usually our tour prices are based on shared rooms/cabins by 2 persons of the same sexes. Due to group numbers it can occur that heartsushitours has to arrange an extra single room. In those cases the surcharge will have to be paid by the participant.