Booking Terms

This document outlines the terms of COOPERATION between Trekking Hellas – Outdoors Training IKE (“The Company”), and (“The Client”):

1: Trip Confirmation

No pre-arrangements and pre-bookings are made until the Company sends to the Client the final description of the specific trip, at the specific dates, stating the final price and the services included (see Appendix A)

To then secure the booking, the Company requires from the Client this Booking Form duly filled in and signed and proof of payment, full deposit for day activities and 30% of the total cost of the trip for multi day tours. The remaining 70% to be paid one month prior the first day of the trip.

The Company shall send the client a “trip confirmation” email after the reception of the signed document and the deposit and “full payment reception” email after the reception of the balance due. At the latest one week before the first day of the trip, the Company shall send a “Voucher” with all necessary details concerning the realization of the trip.

2: Reservations - deposits - cancellations:

For any reservation to be valid, the relevant participation form must be signed and accompanied by a deposit or full payment of the participation price. The payment of the deposit or full payment, either by bank transfer in the “Company’s” bank account or by credit card or cash, automatically implies that the depositor is fully informed about the program and accepts the general terms of participation.

In case of cancellation, the following applies:

Α) Daily Activities:

more than 16 days before the activity, the Company refunds the full amount between
6 and 15 days prior to the activity the Company retains 15% of the amount paid
between 3 and 5 days before the activity the Company refunds 50% of the amount paid
between 0 and 2 days before the activity the Company retains the full amount paid
In the case of large groups, different terms may apply that will be clearly stated in the contract

Β) Multi-day excursions:

Cancellation up to 45 days before the excursion: the Company will refund the amount paid, minus 50% of the deposit to cover the costs of managing and cancelling hotels or other services.
Cancellation 45-30 days before the trip: the Company retains 100% of the deposit
Cancellation 29-15 days before the excursion: the Company retains 30% of the amount paid
Cancellation 14-7 days before the trip: the Company retains 50% of the amount paid
Cancellation 6-0 days before the excursion: the Company retains the full amount paid.
In case of no-show of the client, the Company reserves the right to keep the full amount paid. If you cancel, you must pay any premiums and modification fees incurred prior to the cancellation, as well as any deposits paid for any pre-booked items or services. Exception: Cancellation of certain transportation reservations, usually

Exception: Cancellation of certain transportation reservations, usually scheduled air and ferry tickets, may result in cancellation charges of up to 100% regardless of the notice period given to us. We reserve the right to pass on these charges that will apply to the transportation part of your holiday and the cancellation charges under the above terms will apply to the other elements of your holiday (e.g. accommodation, activities, any additional services).

C) Summer Kids' Programs (Camps)

Refund up to 30 days before the start of the program
Cancellation from 29 to 20 days before the start of the program: 30% of the total participation fee is withheld
Cancellation from 19 to 15 days before the start of the program: deduction of 50% of the total participation
Cancellation 14-0 days before the start of the program: withholding of the entire participation amount
Non-appearance in the program: withholding of the entire participation
Non-appearance in the program: withholding of the entire participation amount.

Note: If a child leaves the program for personal reasons, the above term applies and the participation fee or part of it is not refunded.

3: During the trip

The Client agrees to accept the authority and decisions of the Company’s employees, tour leaders and agents whilst on the trip(s) with the Company. If in the opinion of such persons the health or action of a participant at any time before or after departure appears likely to endanger the safe, comfortable or smooth progress of a trip/ program, the participant may be excluded from all or part of the trip/ program without refund or compensation. In case of health/medical problem, the Company may make such arrangements, as it seems fit and recover the costs thereof from the participant.

If a participant commits an illegal act, the participant may be excluded from the trip/ program and the Company shall cease to have responsibility to/ for them.

Itinerary alteration. The itinerary is subject to change at the discretion of the tour leader, for safety reasons. The tour leader may suggest alternative itinerary or and activities for those given in the program for the group to choose.

Where ferry timetables are applicable, the schedule may change due to the weather conditions and/or to last minute changes from the ferry company.

4: Alterations to the programme by the company

In the interest of our Clients, the company reserves the right to make a change or cancel the trip, due to weather conditions, safety reasons, low physical level, low participation (if a minimum participation level is required for a programme to run) or any other factor beyond our control -force majeure (natural disasters, inclement weather, strikes etc). Such changes will always be at the discretion of the company’s group leader and the Company.

The Client will pay for additional costs required on the spot to create the alternative trip.

5: Alterations by the Client – participants

Any sudden or not justified change (date, destination, number of participants, etc), is regarded as a cancellation and complies with the conditions of paragraph 2.

6: Extra expenses

All extra expenses have to be paid on the spot by the Client. These are expenses requested by the Client during/after the programme that had not been originally requested (such as side excursions, extra transfers, extra nights etc).

7: Last minute bookings

In case the Client has a request for a last minute booking, the Company will advise availability and ask the Client to pay for the additional participant-s expenses before the beginning of the tour on a separate invoice, in case previous invoice for the trip has already been paid.

8: Complaints – Refund Policy

In case a participant requires a refund after the end of the tour, he/ she has to state his/her demand in written, at the latest 10 working days after the end of the tour.

The Company will review the request and revert within 10 working days, after carefully examining the demands and facts of the tour.

The Company will not provide any refund to the Client unless the above procedure has been followed.

No refund will be given for any unused services.

9: Responsibilities – Disclaimer:

The excursions and activities (mainly outdoor) operated by the Company are suitable for most of the general public. Participants need a basic level of fitness (unless the program states another level of fitness), team – work mentality and the ability to follow instructions. However despite all our efforts to keep a high standard of safety, there is always an element of risk of personal injury or even death, given the nature of outdoor activities and the Client by selling the tour acknowledges and accepts this risk.

The responsibility of the Company is limited to ensure that all the necessary equipment and experienced guides are provided for the tour and that the safest routes are the chosen ones.

We recommend the Client to inform all participants before joining a program to get covered by a personal accident insurance, which has to include adequate coverage for medical expenses and cost of repatriation, including helicopter rescue and air ambulance.

Finally, we inform you that if an accident occurs during the activities, the participants may be called as witnesses of the incident, and their personal data may be used before Court for their statement. The legal basis for this processing is the pursuit of the legitimate interests of the company, such as the right to legal protection.

10: Alterations and cancellation of the Private Agreement: This Private Agreement constitutes the entire agreement between the parties and supersedes any prior written or oral communication. No modification is binding unless stated in writing and signed by both parties (or confirmed via e-mail or fax exchange).

11.Photography and νideo:

During the program, participants are being photographed and video recorded. All material is used by Trekking Hellas for its promotional activities (brochures, website, advertisements etc). In case you do not wish to show up to our promotional material you should send us a written declaration.

Compliant with the Directive (EU) 2015/2302, based on the Presidential Decree 7/2018

Guidelines and Terms of Participation for International Travel

The following Terms of Participation comply with Presidential Decree 7/2018, aligning national legislation with Directive (EU) 2015/2302 on package travel and linked travel arrangements (EU L326/11.12.2015) (A’12). These terms constitute an integral part of the organized travel contract, along with the detailed itinerary provided to participants at the time of expression of interest and prior to completing the participation form for any of our organized trips. Participation in any organized trip offered by our agency requires careful study of the detailed itinerary and full acceptance of the Terms of Participation outlined below:

1. ORGANIZING TRAVEL AGENCY

Our company, "OUTDOORS TRAINING IKE," operating under the trade name "TREKKING HELLAS," is based in Maroussi, 96 D. Gounari Street. It holds a special operating license from the Greek National Tourism Organization (GNTO) with registration number MHTE: 0259E60000534501. Contact details include:

Phone: +30 2103310323
Website: www.trekking.gr
Email: info@trekking.gr

The company is a member of the Hellenic Association of Tourism Enterprises (SETE), the Hellenic Association of Travel & Tourist Agencies (HATTA), and the Hellenic Association of Outdoor Recreation Enterprises (SETEYDA). It acts as an organizer of trips, either independently or in partnership with other travel agencies, and serves as an intermediary between other agencies, transport providers, or tourism service providers to offer package travel arrangements to travelers.

2. GENERAL INFORMATION

All information, data, and recommendations contained in the General Terms of Participation have been verified by our agency for validity and accuracy at the time of publication. These are general guidelines applicable unless stated otherwise in the itinerary of each trip. The trip itinerary and associated prices are valid only for the specified period and dates. Changes to information or circumstances may occur unexpectedly, and in such cases, you will be notified promptly. For this reason, it is essential to provide complete and accurate contact details. Any special requests or requirements must be explicitly agreed upon and included in the contract.

3. REGISTRATION AND PARTICIPATION IN ORGANIZED TRIPS

Registration for any trip can be completed in person, via our office or associates, by correspondence, fax, phone, or email. Reservations are confirmed upon:

Payment of the specified deposit or full amount by an agreed method (e.g., cash, bank transfer, credit/debit card).
Unreserved acceptance and compliance with these Terms of Participation.

To validate the reservation, a Participation Declaration Form must be completed, specifying the selected trip, departure dates, and other identifying details. The right to participate in the trip is guaranteed only upon full payment of the total trip cost and related charges 10 working days before departure. Failure to meet payment deadlines may result in reservation cancellation and applicable penalties as outlined herein.

The organizer reserves the right to cancel or amend bookings due to unforeseen circumstances. In the case of a group registration, the group representative is responsible for:

Ensuring all participants complete the registration form.
Informing all participants about the trip details and requirements.

4. TRIP PRICES AND SURCHARGES

Trip prices are detailed in the itinerary. Prices are calculated based on service costs, fuel prices, applicable taxes, exchange rates, and other cost factors as of the publication date. Our agency reserves the right to adjust prices due to significant cost changes. Any price changes will be communicated at least 20 days before the trip start date.

If the price increases significantly (over 8%), the traveler may cancel the contract without cancellation fees and receive a full refund. Travelers must respond within 3 days of price notification; failure to respond will result in automatic reservation cancellation and refund of paid amounts without additional obligations. Discounted prices or special offers may be available for limited periods or seats, subject to specific cancellation terms.

Child rates, where applicable, are detailed per trip and often require shared accommodation with parents.

5. TRAVEL AGENCY’S RESPONSIBILITIES

The travel agency is responsible for coordinating and executing trips to the best of its ability. However, it is not liable for errors or omissions by third parties, cancellations, delays, or force majeure events (e.g., strikes, natural disasters, terrorism). In such cases, our agency will assist travelers without being liable for related expenses or compensations.

6. TRAVELERS’ RESPONSIBILITIES

Travelers are responsible for:

Punctuality for all scheduled activities.
Compliance with trip rules and guide instructions.

Failure to comply may result in missed activities without entitlement to refunds. If travelers choose to leave the trip prematurely, they bear all related costs.

7. ACCOMMODATIONS AND TRANSPORT

Accommodation details (categories, check-in/out times) are specified in the itinerary. Transport and accommodation providers follow their own policies, and any changes will be communicated promptly.

8. PASSPORTS, VISAS, AND HEALTH REQUIREMENTS

Travelers must ensure their travel documents (e.g., passports, visas) are valid and meet destination requirements. Vaccination or health-related regulations must also be adhered to as per EODY (Greek National Public Health Organization) guidelines.

9. INSURANCE

Our agency holds liability insurance covering insolvency and operational risks. Additional travel insurance is highly recommended.

10. BAGGAGE

Baggage is the traveler’s responsibility. Airline weight restrictions and policies must be adhered to.

11. CANCELLATIONS

Cancellations must be made in writing and are subject to fees based on the timing of the cancellation. Detailed terms are included in each trip’s itinerary.

12. DATA PROTECTION

We respect your data privacy and comply with applicable regulations, including GDPR. Data is processed solely for trip management and safety purposes.

13. DISPUTE RESOLUTION

Disputes will be resolved amicably. If unsuccessful, jurisdiction lies with the courts of Athens.