Love's Pilgrim Tours – Terms & Conditions
1. Visiting Sacred Sites
1.1 Community Stewardship: Many of the sacred sites we visit are maintained by local families or descendants of the original caretakers. These locations may not follow fixed operating hours.
1.2 Dependent on Site Access: Entry to specific locations is based on their availability at the time of visit. As such, access cannot always be guaranteed.
1.3 Limited Flexibility: If a site is closed upon arrival, a revisit may not be possible due to time, distance, or itinerary constraints.
1.4 Independent Revisits: Should you wish to visit a closed site on your own, this will be at your own cost and outside the tour schedule.
1.5 Rescheduling at Our Discretion: We may adjust the itinerary if practical, but rescheduling is not guaranteed and is based on the overall feasibility of the tour plan.
2. Conduct & Interactions
2.1 Respectful Seating: While travellers may sit with companions, Islamic etiquette regarding Mahram boundaries must be observed at all times.
2.2 Etiquette Between Genders: Interactions between men and women should remain modest, respectful, and within Islamic guidelines.
2.3 Clarifying Concerns: If unsure about seating or behaviour, please speak with our team discreetly. They are here to help.
2.4 Consistency Across Activities: These expectations apply not only on coaches but during meals, tours, lectures, and all group activities.
2.5 Consequences of Misconduct: Breaching these guidelines may result in removal from future tours. Serious violations may prompt further action.
3. Dress Code & Cultural Sensitivity
3.1 Modesty Expectations: All participants must dress modestly in line with Islamic values throughout the journey.
3.2 Cultural Norms at Sites: In areas like Iraq, black abayas and socks may be required for sisters. Failure to comply may result in denied access.
3.3 Dress for Weather: Prepare clothing suitable for the climate while maintaining modesty. Check forecasts before travel.
4. Scholars & Spiritual Experience
4.1 Respecting Scholars: Scholars are to be treated with utmost respect, as they are inheritors of sacred knowledge.
4.2 Unique Access: Take full advantage of extended time with scholars—something often not available in daily life.
4.3 Learning Environment: Come with a mindset open to personal growth, reflection, and spiritual development.
5. Staff & Group Dynamics
5.1 Respect for Leaders: Instructions from staff and scholars must be followed throughout the trip.
5.2 Logistical Understanding: Tour decisions are made with deep knowledge of local conditions to ensure a smooth experience.
5.3 Your Experience Matters: Every element of the itinerary is designed to support your spiritual and personal journey.
5.4 Group Before Individual: While individual needs are valued, group wellbeing and efficiency take priority.
6. Entrance Fees & Optional Visits
6.1 What’s Included: Entrance fees included in your package will be clearly listed in the itinerary.
6.2 Optional Entry Costs: Fees not covered will also be clearly stated, giving you the freedom to choose.
6.3 Unplanned Sites: Occasionally, bonus visits may be added. Any fees for these will be optional and notified in advance.
6.4 Waiting Arrangements: Those not participating in specific visits can wait in designated areas or the coach.
6.5 Supporting Local Economies: Optional visits often help sustain the communities we travel through.
7. Meals & Dietary Needs
7.1 Meal Plans: "Full board" includes breakfast, lunch, and dinner. "Half board" includes breakfast and dinner. Inclusions are listed in your itinerary.
7.2 Meal Locations: Meals are typically served buffet-style at the hotel.
7.3 Dietary Requests: Inform us early of dietary needs. Late requests may incur extra charges or may not be fulfilled.
7.4 Meals During Travel: When away from the hotel, meals may be provided at pre-selected venues.
7.5 Late Returns: If we return late, pre-arranged meals will still be served where possible.
7.6 Lunch Not Included: Where lunch isn’t included, we’ll stop at suitable restaurants at your own expense.
7.7 Snacks & Water: Bring your own snacks and drinks for long travel days.
7.8 Water Access: Water may not always be provided. Bring your own, especially on long drives.
7.9 Delays Affecting Meals: We are not liable for missed meals due to delays beyond our control, though we’ll try to assist.
8. Accommodation & Expectations
8.1 Hotel Changes: If a hotel must be changed, we will provide one of equal or higher standard.
8.2 Boutique Stays: Unique hotels may have rooms of varying size or style. Room assignments are at our discretion.
8.3 Local Standards: Hotel expectations may differ from Western norms. We ask for understanding.
8.4 Reporting Issues: If there’s a room issue, let us know immediately so we can resolve it promptly.
9. Physical Activity & Accessibility
9.1 Long Days: Some days involve long coach rides and early starts.
9.2 Walking Tours: Be prepared for extensive walking. Ensure you're physically comfortable with this.
9.3 Wheelchair Limitations: Not all sites are accessible. Some may have no wheelchair access.
9.4 Mobility Aids: Buggy hire is at your own cost. Contact us if you have concerns before booking.
9.5 Hotel Services: Mobility services offered by hotels are arranged directly with them and not our responsibility.
9.6 Do Your Research: Use Google Maps/Earth and reviews to better understand accessibility beforehand.
9.7 Bring a Chair: If you need regular rests, a foldable chair may be helpful.
9.8 Footwear: Sturdy shoes are essential for uneven terrain.
10. Health & Medication
10.1 Plan Ahead: Notify us of any medical needs or storage requirements before travel.
10.2 Carry Essentials: Always bring your medication on day trips.
10.3 Pharmacy Access: We’ll help find a pharmacy if needed, but travel costs are yours.
10.4 Refrigerated Medication: Let us know in advance. Portable coolers are recommended.
10.5 Allergy Management: You’re responsible for your medication. Consider travelling with someone who can assist.
10.6 No Liability: While we’ll assist where we can, health and medication are your responsibility.
10.7 Timed Medication & Food: Bring food/snacks if your medication requires it.
10.8 Emergencies: Know the local emergency numbers. Inform staff immediately if urgent help is needed.
10.9 Insurance: Travel insurance with medical coverage is essential.
11. Timekeeping & Punctuality
11.1 Be On Time: Follow all schedules for visits and free time. It ensures the trip runs smoothly.
11.2 Morning Departures: Most days start at 8–9 AM. Be ready, packed, and fed before then.
11.3 Return Times at Sites: Stick to designated return times. Delays affect the entire group.
11.4 Stay With the Group: Avoid shopping during walking tours. Free time will be provided separately.
11.5 Consequences of Delay: Missed timings may lead to skipped stops or changes to the itinerary.
11.6 Communicate Early: If something delays you, let the team know immediately.
11.7 Final Say: Timing decisions are at the discretion of Love’s Pilgrim Tours.
12. Internet Access & Connectivity
12.1 Hotel Wi-Fi: Available at most hotels, but speed and stability may vary.
12.2 Coach Wi-Fi: May be available on some vehicles, but not guaranteed.
12.3 e-SIM Services: We sell our own Love’s Pilgrim e-SIMs for convenience. Other SIM/e-SIM providers are also usable at your discretion.
12.4 Personal Responsibility: You are responsible for your own internet access. Plan accordingly.
13. Booking & Confirmation
13.1 Confirming Your Spot: Your booking is secured once you accept our quote, pay a deposit, and receive a confirmation invoice.
13.2 Right to Decline: We may return payment and refuse a booking at our discretion.
13.3 Binding Contract: A contract begins once the confirmation invoice is sent.
13.4 Payment Agreement: Payment terms must be agreed upon at booking. This ensures a smooth financial process.
14. Payment Terms
14.1 Accepted Methods: We accept bank transfers as our preferred method. You may also purchase through our website or request a payment link. Please note this may incur addition service fee's.
14.2 Flexible Options: Payment plans may be arranged. Discuss these early.
14.3 Adhering to Deadlines: Late or missed payments may lead to cancellation.
14.4 Cleared Payments Only: Your booking is only valid once payment clears.
14.5 Final Payment: The full balance is due 30 days before departure.
15. Booking Changes & Transfers
15.1 Change Requests: All modifications must be requested in writing by the lead passenger.
15.2 Change Fees: A £50 per-person admin fee applies, plus any extra costs.
15.3 If We Can’t Modify: If a change isn’t possible and you cancel, cancellation fees apply.
15.4 Transferring Your Place: You may transfer your booking to another person if requested in writing and approved. Extra fees may apply.
16. Cancellations by You
16.1 How to Cancel: Cancellations must be made in writing by the lead passenger.
16.2 Cancellation Fees:
Refund Policy Based on Cancellation Notice
Refunds are issued according to the number of days prior to the tour start date that the cancellation is received:
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30 days or more before the tour: 50% refund of the total tour cost
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14 to 29 days before the tour: 30% refund of the total tour cost
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7 days or less before the tour: No refund will be issued
16.3 Non-Refundable Costs: Visa fees or admin charges are non-refundable.
16.4 Specific Arrangements: Flights and hotels may be fully non-refundable.
16.5 Definition of Deposit: Deposit = initial amount due at booking (not total paid so far).
16.6 How We Deduct Fees: Cancellation fees will be taken from any payments already made.
17. Exceptions & Compassionate Review
17.1 Case-by-Case Understanding: We recognise every situation is unique and may show flexibility where warranted.
17.2 Why Insurance Matters: Insurance often covers cancellations, reducing loss. Check your policy carefully.
17.3 Goodwill Refunds: We may, at our discretion, offer partial refunds in exceptional situations. Some costs (e.g. visas) are never refundable.
17.4 Requesting a Review: Submit your case in writing. We’ll review it fairly, though refunds are not guaranteed.
