Terms and Conditions

Booking Conditions – Shepherds Walks Holidays

Thank you for choosing Shepherds Walks Holidays.
We aim to make your walking holiday as smooth, enjoyable and memorable as possible.

These Booking Conditions form the basis of your contract with Shepherds Walks Ltd (“we”, “us”, “our”). Please read them carefully before booking.

 

In Simple Terms

Here’s a quick summary of how our holidays work:

• Your booking is confirmed once we send you a confirmation email
• Your holiday price is fixed once booked (in most cases, it won’t change)
• If you need to cancel, charges apply depending on how close it is to departure
• Walking holidays involve personal responsibility, including navigation and daily decision-making
• If you are travelling from overseas, you must have travel insurance covering medical expenses and repatriation
• We organise your accommodation, transfers and route information, and are always available to help if needed

Our full Booking Conditions below set out the details, so please take a moment to read them.

 

1. Making a Booking

To make a booking, you must be over 18 and submit a completed booking form (online or by telephone) and pay a deposit.

• Submission of a booking form constitutes an offer to book a holiday with us
• Your booking is not confirmed until we have issued a written confirmation by email
• A contract between us only comes into place once this confirmation has been issued

We do not accept bookings made less than 6 weeks (42 days) before the holiday start date.

Payment terms:

• A non-refundable deposit is required per person at the time of booking
• The balance of your holiday is due no later than 42 days before departure
• If booking within 8 weeks (56 days) of departure, full payment is required at the time of booking

The date on your confirmation email is the date your contract with us begins.

Please check your confirmation carefully and let us know immediately if anything is incorrect.

If payment is not made on time, we reserve the right to cancel your booking and apply cancellation charges.

 

2. Group Bookings

For group bookings (typically 6 or more people), slightly different arrangements may apply due to the number of accommodation providers and services involved.

• A deposit of £200 per person is required at the time of booking
• In some cases, an earlier balance payment date may be required, depending on the arrangements made
• We may require confirmation of final numbers and names earlier than for individual bookings

Changes to group bookings can be more difficult once arrangements have been confirmed, and availability may be limited.

Cancellation charges will apply in line with our standard cancellation policy.

We will always confirm any specific terms relating to your group booking at the time of booking, before your contract is finalised.

 

3. Prices

All prices are correct at the time of publication but may change before your booking is confirmed.

We reserve the right to correct any obvious errors in pricing or descriptions before your booking is confirmed.

Once your booking has been confirmed, we will not normally increase the price of your holiday.

However, we reserve the right to increase the price after booking where this is necessary due to changes beyond our control, including:

• changes in VAT or other government taxes
• increases in transport or supplier costs

We will not increase the price of your holiday within 42 days of departure.

If a price increase exceeds 8% of the total cost of your holiday, you will have the option to cancel your booking and receive a full refund of all monies paid.

 

4. Holiday Information, Travel Pack & Holiday Overview

Full holiday details, including accommodation details, transfer arrangements and route guidance, will be provided in your holiday pack.

• Holiday packs are issued approximately 4 weeks prior to departure
• Holiday packs will only be released once the final balance has been paid in full

If your balance has not been paid, we reserve the right to withhold holiday documentation until payment is received.

 

At the time of booking, you will also receive a Holiday Overview (Booking Confirmation email), which provides a summary of your chosen holiday, including itinerary details and key information.

The Holiday Overview and Holiday Pack together form part of your holiday arrangements and should be read alongside your booking confirmation and these Booking Conditions.

You are responsible for ensuring that you have read and understood all information provided before your holiday.

In the event of any minor differences between earlier information and the final Holiday Pack, the Holiday Pack will take precedence.

 

5. If You Need to Cancel

If you need to cancel your holiday, please notify us in writing (email is fine).

Cancellation charges are:

• 42 days or more before departure – loss of deposit  
• 41 to 29 days before departure – 50% of total holiday cost  
• 28 days or less before departure – 100% of total holiday cost  

These charges reflect the costs we incur in preparing your holiday, including payments made to accommodation providers and other suppliers.

 

6. If You Need to Change Your Booking

Changes made more than 6 weeks before departure may be possible, subject to availability.

• An administration fee of £35 per person will apply.
• Any additional costs charged by accommodation providers or other suppliers will also be payable

Within 6 weeks of departure, changes are generally not possible.

If you need to make a change within 6 weeks of departure, this will be treated as a cancellation of your original booking and a new booking will be required. Cancellation charges will apply in line with our cancellation policy.

 

7. Transferring Your Booking

If you are unable to travel, you may transfer your booking to another person, provided that:

• the person satisfies all the conditions applicable to the holiday
• we are given as much notice as possible, and ideally no less than 28 days before departure.
• both you and the person to whom the booking is transferred agree to be jointly responsible for payment of the holiday price and any additional costs arising

An administration fee of £35 per person will apply, together with any additional costs charged by accommodation providers or other suppliers.

All transfers are subject to availability and the terms of our suppliers.

 

8. If We Need to Change or Cancel Your Holiday

We may occasionally need to make changes to your holiday or, in rare cases, cancel it.

This may be due to:

• circumstances beyond our reasonable control (such as severe weather or disruption), or
• insufficient numbers on a guided holiday

If we need to cancel your holiday, we will:

• offer an alternative holiday where possible, or
• provide a full refund of all payments made to us

We will not be liable to pay compensation where cancellation is due to unavoidable and extraordinary circumstances.

We are not responsible for any costs you incur outside your holiday arrangements with us (such as travel to and from the start point or insurance), and we recommend that these are covered by your travel insurance.

 

9. Travel Insurance

Travel insurance is an important part of any walking holiday.

• If you are travelling from overseas, it is a condition of travel that you have suitable travel insurance in place
• Your policy must include:
  • Medical expenses and emergency treatment
  • Repatriation (return home if required)

We also suggest that your insurance includes cover for cancellation and personal belongings, although this is not essential.

If you are based in the UK, travel insurance is not compulsory, but it is strongly recommended.

We reserve the right to request evidence of suitable insurance cover.

Any claims must be made directly with your insurer.

 

10. Your Holiday & Practical Information

Walking holidays are active outdoor experiences and require a degree of flexibility and personal responsibility.

While we plan each holiday carefully, you acknowledge that:

• routes, accommodation and daily arrangements may occasionally need to change due to factors such as weather, local conditions or supplier availability
• minor changes do not form a breach of contract and do not entitle you to compensation

If, after your holiday has started, we are unable to provide a significant part of the services agreed, we will make reasonable efforts to arrange suitable alternatives.

Travel to and from the start and end points of your holiday is your responsibility. Any guidance we provide is offered in good faith but should be checked by you before travel.

Your holiday begins and ends at the stated start and finish points in your holiday pack.

Our responsibility for your holiday begins at the agreed start point and time. If you fail to arrive as planned, we are not responsible for any additional costs incurred.

You are responsible for assessing daily conditions and making appropriate decisions during your holiday, including route choices and weather considerations, and for deciding whether it is safe to continue walking.

Any information we provide regarding routes, weather, terrain, clothing or equipment is given in good faith, but it remains your responsibility to ensure you are properly prepared.

No refund or compensation will be given for any part of the holiday not used as a result of your own choice, actions or circumstances.

You are responsible for your personal belongings during your holiday.

 

11. Health, Fitness & Medical Conditions

You must ensure that you are fit and able to complete your chosen holiday.

Please inform us before booking if:

• you have any medical conditions
• you have mobility concerns
• you have any special requirements

This allows us to assess whether the holiday is suitable and to consider any reasonable adjustments where possible.

We rely on the information you provide. If relevant information is not disclosed at the time of booking, we reserve the right to decline or cancel your booking.

We may, where appropriate, request confirmation of fitness to travel from a medical professional.

You must inform us as soon as possible if your circumstances change before or during your holiday.

If you or any member of your party develops an infectious or contagious condition before or during your holiday, you must inform us immediately. We reserve the right, where reasonably necessary, to:

• refuse or cancel your booking, or
• require you or a member of your party to leave the holiday

in order to protect the health and safety of others.

You should carry any required medication with you during each day’s walk.

Please note that our support is limited to general assistance only. You are responsible for managing your own medical needs during the holiday, or for travelling with someone who can assist you where necessary.

As outlined in our Travel Insurance section, it is important that you have appropriate insurance in place to cover medical treatment and repatriation should it be required.

 

12. Accommodation & Suppliers

We carefully select accommodation, baggage transfer providers and other services.

We are responsible for the proper performance of the services included in your holiday. However, these services are provided by independent suppliers who operate under their own terms and conditions. While we take reasonable care in selecting these suppliers, we do not have direct control over their services.

• Accommodation may occasionally be substituted with a similar standard
• You must follow the rules of each accommodation provider
• You are responsible for any damage caused to accommodation or property during your stay, and we reserve the right to recover any associated costs.
• If you bring your own equipment, you are responsible for ensuring it is suitable and in good condition.

 

13. Luggage Transfers

Where luggage transfers are included:

• Luggage allowance details (including number of bags and any weight limits) will be confirmed in your holiday pack
• As a guide, this is typically one bag per person, with a maximum weight of around 18kg, unless otherwise stated
• Bags must be ready at the agreed time each morning
• Soft bags are recommended where possible
• Additional bags or excess weight may incur extra charges or may not be accepted

 

14. Dogs

We understand that many guests like to travel with their dogs, and we are happy to accommodate this on selected holidays.

Dogs are accepted by prior arrangement only and must be agreed at the time of booking. Not all accommodation providers accept dogs, and availability may be limited. An additional charge may apply, depending on the accommodation.

You are responsible for your dog at all times during your holiday. This includes ensuring your dog is well-behaved and under control, cleaning up after your dog, and complying with any specific requirements set by accommodation providers.

You must provide all bedding and food for your dog and ensure that your dog is clean and dry before entering any accommodation (we recommend carrying a towel for this purpose).

For transfers, dogs must be transported safely and in accordance with UK law and the requirements of our transfer providers. Dogs must be suitably restrained in line with UK law (for example, in a crate, with a harness, or behind a guard) so they do not distract the driver or pose a risk. Dogs are not permitted on seats unless expressly agreed.

You are responsible for ensuring your dog is transported safely and appropriately during all transfers.

You are responsible for any damage or additional cleaning required as a result of your dog, and we reserve the right to recover any associated costs.

We reserve the right to refuse or withdraw permission for a dog to remain on the holiday if it is causing disruption, damage or concern to others.

 

15. Behaviour

We want everyone to enjoy their holiday.

If your behaviour:

• causes disruption
• puts others at risk
• damages property

we reserve the right, acting reasonably, to require you to leave the holiday without refund.

You may also be responsible for any costs, losses or damage caused as a result of your behaviour.

 

16. Our Liability

We are responsible for providing your holiday as described and for the proper performance of the services included in your booking.

We do not exclude or limit liability for:

• death or personal injury caused by our negligence
• any rights you have under UK law

We will not be liable for:

• events beyond our reasonable control
• losses that are not reasonably foreseeable at the time of booking
• any losses resulting from your own actions or decisions during the holiday

Where services are provided by third-party suppliers, we will take reasonable care in their selection and will be responsible for their performance as required under applicable law. However, we are not responsible for failures attributable to you or to unavoidable and extraordinary circumstances.

Our total liability to you is limited to twice the total cost of your holiday, except where a lower limitation applies under applicable law.

 

17. Complaints

If something is not right during your holiday, please let us know as soon as possible so we can help.

If you do not raise concerns during your holiday, this may affect our ability to resolve your complaint.

If the issue is not resolved, please contact us in writing within 28 days of your return.

 

18. Photography

From time to time, we may take photographs during our holidays for promotional use.

If you would prefer not to appear in any images, please let us know and we will respect your wishes.

 

19. General

• These conditions are governed by English law
• Any disputes will be handled by the English courts
• If any part of these terms is unenforceable, the remainder will still apply
• A person who is not a party to this contract has no right to enforce any of its terms.

 

 

Contact Details
Shepherds Walks Ltd
Unit 1B Coquet View
Rothbury
Morpeth
NE65 7RZ