Special Terms and Conditions of Travel Events BV
Welcome to Azure Escapes! By booking a trip with us, you agree to the following terms and conditions. Please read these carefully before making a reservation.
Travel Events – Official Company Details
Phone: +32 470 67 09 02
VAT: BE0828.161.947
Address: Middenlaan 87 B3, 8400 Ostend, Belgium
Email: info@azureescapes.be
0. Special Travel Conditions
These Special Travel Conditions complement the General Travel Conditions. In the event of any conflict, the General Travel Conditions shall prevail.
1. Registration, Invoicing, and Payment
1.1 The traveller is considered registered after electronically confirming the registration form and paying the deposit. Deposit and balance invoices are sent via email and confirm the reservation. A minimum deposit of 30% must be paid within 4 days of receiving the order form. If the deposit is not paid within 4 days, Travel Events BV reserves the right to cancel the booking, resulting in applicable cancellation fees (outlined below). Non-payment of the deposit does not constitute contract cancellation and may still result in cancellation charges.
1.2 The organiser, or reseller if applicable, reserves the right to refuse a traveller’s registration if the traveller:
Has previously participated in a trip and received a negative evaluation due to causing nuisance or damage to fellow travellers, guides, third parties, or property.
Has a physical condition not compatible with the physical requirements of the trip, as specified on the website or brochure, which could jeopardise the group trip.
Requires facilities unavailable at the accommodation and for which the organiser would incur disproportionate costs to accommodate.
1.3 Any payments already made will be refunded if the registration is refused by Travel Events BV.
1.4 Once the deposit or full payment is received, we will send you a registration confirmation. Full payment must be received no later than 9 weeks before departure. Failure to pay the full amount by then may result in cancellation and applicable cancellation fees.
1.5 Travellers registering less than 9 weeks before departure must pay the full amount within 3 days of receiving the invoice. Travel Events BV reserves the right to cancel the booking for late payment.
2. Prices
2.1 The agreed price in the package travel agreement is fixed, except in cases of obvious material error. Mandatory services are included unless they must be paid locally in cash by the traveller. Prices are per person unless stated otherwise. Not included: passport, visa, vaccinations, insurance, personal expenses, tips, and excursions not explicitly included. Verbal price quotes are indicative only; only written confirmations are valid. Prices are based on rates and exchange rates at the time of booking. Revisions may apply proportionally. For price increases, see Article 5 of the General Terms of the Disputes Commission.
2.2 Gift cards or contest vouchers are not combinable with discounts.
3. Cancellation by the Traveller
3.1 Cancellations must be sent by registered mail to Travel Events BV, Middenlaan 87 B3, 8400 Ostend, Belgium, and communicated as soon as possible by phone or email.
3.2 Unless otherwise specified in Article 11.1 of the General Conditions, the following cancellation fees apply:
From registration up to 91 days before departure: 15%
71 to 90 days: 30%
51 to 70 days: 50%
31 to 50 days: 80%
0 to 30 days or no-show: 100% Additional cancellation fees may apply for flights, trains, ferries, or third-party services. Insurance premiums are non-refundable. Tickets already issued are non-refundable.
4. Changes Requested by the Traveller
4.1 Travellers may make changes free of charge up to 2 calendar days after receiving the invoice. A traveller may be replaced by another person, subject to cost reimbursement.
4.2 The original and replacement travellers are jointly liable for remaining payments and any additional costs.
4.3 Minor changes (e.g., licence plate, name correction, adding an excursion) up to 45 days before departure: €35 per file, plus any supplier costs. From 44 days onward, cancellation terms apply. Changes to transport tickets depend on carrier policy. If not allowed, the traveller must purchase a new ticket.
4.4 Cancellation insurance premiums are non-refundable.
5. Travel Costs
Prices are per person and include VAT. Adjustments may be made up to 21 days before departure due to:
Transportation costs (e.g., fuel)
Taxes or charges on services If the price increases by more than 10%, the traveller may cancel without charge and receive a full refund. Cancellations must be submitted within 5 days of notification.
6. Cancellation and Changes by the Organiser
6.1 Travel Events BV may cancel a trip due to extraordinary circumstances not foreseeable at the time of booking.
6.2 Travel Events BV may cancel up to 20 days before departure if the minimum number of participants is not met. Full refunds will be issued.
6.3 Sudden weather changes or local conditions may require adjustments. No compensation can be claimed for such changes.
6.4 For guided group trips, the guide will seek equivalent alternatives. Additional costs may be charged to the traveller.
6.5 Substantial changes require offering equivalent alternatives.
7. Liability of the Organiser and Guides
7.1 Travel Events BV’s civil liability is covered by mandatory professional insurance.
7.2 The organiser is not liable for force majeure, including regulation changes, strikes, weather, etc. Extra costs are the traveller’s responsibility.
7.3 The organiser is not liable for detentions due to traveller’s legal violations.
7.4 Travellers cannot hold the organiser liable for incidents on hikes due to misinterpretations or route errors.
7.5 Local standards apply to third-party services.
7.6 Travel Events BV is not responsible for minor participants’ leisure time; parents are liable.
7.7 Health issues must be disclosed during booking. The organiser has no medical authority.
7.8 Travellers are responsible for formalities related to luggage and currency. If difficulties are due to negligence, the organiser may charge a fee for assistance.
7.9 Compensation is limited to twice the package value unless otherwise required by law.
8. Formalities
8.1 Personal details must be correctly provided. Errors causing extra costs are the traveller’s responsibility.
8.2 A valid ID card or passport is required. Non-Belgian nationals must check visa requirements.
8.3 Health conditions and medical treatments must be disclosed. Any resulting damage is the traveller’s responsibility.
8.4 Minors must carry photo ID. Unaccompanied minors need parental consent documents.
9. Trip Conduct
9.1 Travellers must follow safety and group instructions. Disruptive behaviour can result in exclusion without compensation.
9.2 Inadequate physical ability may result in exclusion without refund. Related costs are borne by the traveller.
10. Schedules
Schedules are indicative and subject to change. No refunds or compensation will be given for timing changes.
11. Late Payment
Late payments accrue 10% annual interest from the invoice date. Each started month counts as a full month.
12. Luggage
The organiser is not responsible for lost or stolen luggage. Official loss reports must be submitted for claims.
13. Financial Insolvency Insurance
In accordance with the Package Travel Act, Travel Events BV is insured via the Travel Guarantee Fund, Kalkoven 5 (b.0202), 1820 Steenokkerzeel.
14. Rental Vehicles and Equipment
Rented vehicles and camping gear must be used responsibly. Fines and damages are the traveller’s responsibility.
15. Trip Duration and Programme
15.1 Travel time may vary. Delays of less than 36 hours do not qualify for refunds.
15.2 The organiser is not liable for carrier-related delays.
15.3 The programme serves as a guide and is not contractual. Photos are illustrative.
15.4 Travellers must meet the group on time. Delays and missed activities are not refundable.
15.5 Deviations from the itinerary are at the traveller’s risk and cost.
16. Nature of the Trip
16.1 Travellers acknowledge the adventurous nature of the trip and potential lack of comfort.
16.2 The organiser is not liable for local risks, limited infrastructure, or medical care.
17. Tour Operator or Reseller
Travel Events BV acts as the tour operator for most trips. If acting as a reseller, this will be stated on your order confirmation.
18. Photography
Photos taken during trips may be used in Travel Events BV communications, including images of participants.
19. Complaints Procedure
Complaints must be reported immediately and in writing within 14 days after the trip. Refunds require written confirmation from service providers. Unresolved disputes fall under the jurisdiction of the Dutch-speaking court of first instance in Brussels and the justice of the peace in Meise. Belgian law applies.
20. Testimonials
Testimonials, whether anonymous or named, may be used in communications. Travellers must opt out if they do not wish this.
21. Privacy & GDPR
For information about GDPR and our privacy policy, please refer to: [link]