Refund Policy

Introduction

At MeadowField, we understand that plans can change. This Refund Policy outlines the terms and conditions for cancellations, refunds, and changes to bookings made with MeadowField. Our aim is to provide clear and fair guidelines while balancing our commitments to travelers and our travel suppliers.

This policy should be read in conjunction with our Terms & Conditions. In the event of any conflict between this Refund Policy and our Terms & Conditions, the Terms & Conditions shall prevail.

Last updated: December 15, 2023

Standard Cancellation and Refund Policy

Our standard cancellation and refund policy applies to most bookings unless otherwise specified in your booking confirmation or a specialized tour package has its own specific terms. The standard policy is as follows:

Timing of Cancellation	Refund Amount	Administration Fee
60 days or more before departure	Full refund of all amounts paid	£150 per person
30-59 days before departure	50% refund of total trip cost	Included in forfeited amount
Less than 30 days before departure	No refund	N/A

Important Notes:

• The date of cancellation is the date on which we receive your written cancellation notice.
• Administration fees cover the costs we incur in processing your booking and cancellation.
• If you have paid only a deposit at the time of cancellation, and the cancellation fee exceeds the deposit amount, you remain liable for the difference.
• Refunds will be processed within 30 days of confirmation of the cancellation.

Specialized Tour Packages

Certain specialized tour packages, such as group expeditions, wildlife safaris, or holiday-season tours, may have different cancellation and refund policies due to commitments to third-party suppliers. These specific terms will be clearly communicated during the booking process and included in your booking confirmation.

Examples of Specialized Package Policies:

African Safari Packages

• 90 days or more before departure: 90% refund (less £200 per person administration fee)
• 60-89 days before departure: 50% refund
• 45-59 days before departure: 25% refund
• Less than 45 days before departure: No refund

Holiday Season Tours (December 15 - January 10)

• 90 days or more before departure: 75% refund (less £200 per person administration fee)
• 60-89 days before departure: 40% refund
• Less than 60 days before departure: No refund

Expedition and Adventure Tours

• 120 days or more before departure: 80% refund (less £250 per person administration fee)
• 90-119 days before departure: 50% refund
• 60-89 days before departure: 25% refund
• Less than 60 days before departure: No refund

Non-Refundable Bookings

Some special promotional rates or packages may be offered at discounted prices with a non-refundable condition. These will be clearly identified during the booking process with a "Non-Refundable" label. By selecting such options, you acknowledge that no refund will be available in case of cancellation.

Even for non-refundable bookings, we may allow:

• Date changes, subject to availability and a change fee
• Transfer of the booking to another person, subject to supplier terms and an administration fee

Booking Modifications

Changes Requested by You

If you wish to make changes to your confirmed booking, such as changing dates, accommodation, or adding/removing services:

• All change requests must be submitted in writing.
• We will make reasonable efforts to accommodate your request, but changes cannot be guaranteed.
• If changes are possible, the following fees will apply:
  • More than 60 days before departure: £100 per person administration fee, plus any supplier charges
  • 30-60 days before departure: £150 per person administration fee, plus any supplier charges
  • Less than 30 days before departure: Treated as a cancellation and new booking
• If the revised arrangements cost more than the original booking, you must pay the difference.
• If the revised arrangements cost less, a refund may be possible, less the administration fee.

Name Changes

Name changes on bookings are subject to:

• Supplier policies (airlines often prohibit name changes or charge substantial fees)
• A standard administration fee of £100 per name change
• Any additional fees charged by suppliers

Name changes requested less than 30 days before departure may not be possible.

Cancellations by MeadowField

Tour Cancellations

In rare circumstances, we may need to cancel a confirmed tour due to factors such as insufficient participants, operational issues, or safety concerns. In such cases:

• We will notify you as soon as possible.
• You will receive a full refund of all amounts paid to us for that booking.
• Alternatively, we may offer an alternative tour of comparable standard and price.

We strongly recommend purchasing comprehensive travel insurance that includes coverage for tour operator insolvency and cancellation, as our liability is limited to refunding the amounts you have paid directly to us.

Force Majeure Events

If we need to cancel or significantly modify your booking due to Force Majeure events (such as natural disasters, acts of war or terrorism, civil unrest, pandemics, or government actions), our obligations may be different:

• We will make reasonable efforts to offer alternative arrangements.
• If no suitable alternative is available or accepted, we will issue a credit voucher for future travel or a refund, less any non-recoverable costs.
• Non-recoverable costs may include payments already made to suppliers that cannot be reclaimed.
• We will be transparent about any amounts we cannot refund.

The specific terms for Force Majeure situations may vary depending on the circumstances and will be handled on a case-by-case basis, always with the aim of being fair to both travelers and our business partners.

Travel Insurance

We strongly recommend that all travelers purchase comprehensive travel insurance at the time of booking. Quality travel insurance should include coverage for:

• Trip cancellation and interruption
• Medical emergencies and evacuation
• Lost, damaged, or delayed baggage
• Travel delays and missed connections
• Emergency assistance services

Travel insurance can protect you financially if you need to cancel your trip for covered reasons such as illness, injury, or family emergencies, even when our standard refund policy would not provide a refund.

Please note that MeadowField is not an insurance provider and any claims must be made directly with your insurance company according to their terms and conditions.

Unused Services

No refunds will be provided for any unused services, accommodations, or features of your tour package once travel has commenced. This includes:

• Missing scheduled transportation
• Choosing not to use included accommodations
• Skipping planned activities or excursions
• Early departure from a tour
• Services missed due to illness or other personal circumstances

This policy applies regardless of the reason for not using the service, including voluntary decisions, illness, or other circumstances beyond your control. This underscores the importance of comprehensive travel insurance that can provide coverage in such situations.

Refund Process and Timeline

How to Request a Cancellation

To cancel a booking and request a refund:

1. Submit your cancellation request in writing to [email protected]
2. Include your booking reference number, names of all travelers, and the reason for cancellation
3. Specify whether you're canceling the entire booking or only for certain travelers

Verbal cancellation requests cannot be accepted. The date of receipt of your written cancellation notice will be used to determine the applicable refund amount.

Refund Processing

When a refund is approved:

• We will process refunds within 30 days of confirming the cancellation.
• Refunds will be issued using the same payment method used for the original booking when possible.
• Credit card refunds may take an additional 5-10 business days to appear on your statement, depending on your card issuer's policies.
• For payments made by bank transfer, we will request your banking details to process the refund.

Special Circumstances

Cancellation Due to Illness or Injury

While our standard cancellation policy applies regardless of the reason for cancellation, we understand that serious illness or injury can disrupt travel plans unexpectedly. In cases of serious illness or injury:

• Contact us as soon as possible.
• Provide medical documentation supporting the need to cancel.
• We may, at our discretion, offer more favorable terms than our standard policy.
• This is handled on a case-by-case basis and is not guaranteed.

This underscores the importance of comprehensive travel insurance that includes trip cancellation coverage for medical reasons.

Visa Denials

If you are unable to travel because your visa application was denied:

• Our standard cancellation policy will apply.
• You must provide proof of the visa denial.
• We may, at our discretion, offer a partial credit toward a future booking.

We recommend that you do not make non-refundable travel arrangements until you have secured all necessary visas and travel documents.

Updates to This Policy

We reserve the right to modify this Refund Policy at any time. Any changes will be effective immediately upon posting the updated policy on our website. The policy that was in effect at the time you made your booking will apply to that booking.

For bookings made before a policy change, we will generally honor the refund terms that were in place at the time of booking. However, if the new policy offers more favorable terms, we may apply those instead.

Contact Information

If you have questions about our Refund Policy or need to request a cancellation, please contact us at: