BEYOND THE GROUP CHAT — BOOKING CONDITIONS

1. Requesting your place

Please check the trip dates, price, inclusions, exclusions and room arrangements before submitting your request.

Submitting a booking request does not reserve or confirm your place. Michelle will check availability and your preferences before sending payment instructions.

Your place is confirmed once Michelle has received and checked your booking fee and sent your confirmation.

2. Booking fee and payments

The booking fee is non-refundable and non-transferable. Payments cannot be moved or credited to another trip.

If the minimum guest numbers for your trip are not met and the trip does not go ahead, your booking fee will be refunded.

Your booking fee must be paid by the deadline in your approval message, normally within 24 hours. If payment is not received by that deadline, the space offered to you may be released and offered to another guest.

Michelle will provide a payment plan. Flexible arrangements can be discussed according to your personal circumstances if these are not suitable, but any changes must be agreed with Michelle.

Please make a note of your payment dates and keep to the agreed schedule. Once you have made a payment, please let Michelle know so she can check receipt and send you an updated remaining balance.

Keeping payments manageable throughout the plan helps avoid a larger amount building up towards the final deadline.

There are no interest charges or late-payment fees. Missing an instalment does not increase the trip price, but it leaves more of your balance to catch up on. If your circumstances change, please get in touch so you can discuss a revised plan.

3. If you cancel

Please tell Michelle in writing as soon as possible.

Accommodation, transport, activities and tickets may have been reserved or purchased based on your attendance and the number of guests booked.

Some arrangements have a fixed group cost, such as a villa, shared hotel rooms, private boat, group transfer or privately booked activity. These costs may remain unchanged even if fewer guests attend.

If you cancel after these arrangements have been committed to, your share of unavoidable group costs may remain payable as part of your cancellation charge, even though you are no longer attending. Named tickets and other individual bookings may also be non-recoverable.

In addition to the non-refundable booking fee, you could lose some or all of the further payments you have made towards your trip, depending on the circumstances of your cancellation.

Cancellation charges will reflect the arrangements committed to for your booking and the timing of your cancellation. Supplier refunds, costs saved and income recovered from reselling your place will be taken into account.

If the justified cancellation charge exceeds your payments, a further amount may be payable. Michelle will explain the calculation.

The same loss will not be recovered twice, including through payments from a replacement guest or additional contributions from other guests.

4. Replacement guests

Please contact Michelle before arranging for a friend or another guest to take your place.

Finding a replacement does not automatically mean your booking fee or other payments will be refunded. Named tickets and other arrangements may need to be purchased again.

Michelle will confirm the replacement arrangements and any additional costs before proceeding. Any savings or recovered income will be taken into account when calculating the amount retained from your original booking. The same loss will not be charged twice.

5. Changes or cancellation to the trip

Plans may need to change because of weather, transport disruption, supplier changes or availability. Michelle will communicate changes and explain the alternatives.

If Beyond The Group Chat cancels the trip, Michelle will explain the refund arrangements. If a significant change affects your booking, Michelle will explain your options, including any option to cancel and receive a refund.

A change of host will be communicated and assessed according to how it affects the trip booked.

6. Accommodation and preferences

The advertised price is based on the room arrangement stated for your trip.

Sleeping preferences and own-room requests depend on availability. Any different arrangement or additional cost must be agreed before payment. Please tell Michelle before booking if sharing a double bed would not be suitable.

Please provide relevant dietary requirements and allergies. Michelle will check these with suppliers, but specific arrangements must be confirmed rather than assumed.

7. Flights and travel preparation

Flights are separate unless expressly included in the trip listing. Please do not book separate flights until Michelle confirms your place and the trip’s flight guidance.

You are responsible for checking your passport, entry requirements and separately booked travel arrangements.

Appropriate travel insurance, including cancellation cover, is strongly recommended. Please check what your policy covers.

8. Questions or concerns

Please contact Michelle Nolan at Beyond The Group Chat before booking if anything is unclear.

Raise any problems during the trip promptly so there is an opportunity to help.

These conditions do not exclude or restrict your statutory rights.