Terms and Conditions

1. Booking procedures:

1.1. Amendments must be done by e-mail only, preceded by the TEKTRAVELER reference number and followed by your new requirements.

1.2. Special requests to hotels such as non-smoking, adjoining or interconnecting rooms, will be passed on but cannot always be confirmed or guaranteed.

1.3. Please be aware that hotels are under renovation from time to time. Hotels take all possible steps to limit disruption to their guests. We will not accept complaints or requests for refunds, if a hotel is carrying out renovations whilst a guest is resident.

1.4. In most hotels the normal check in time is 14.00hrs but in some, especially in the USA, it is not until 15.00 or even 16.00.

1.5. Triple and quad rooms may consist of twin or double beds plus extra bed, or two double beds. Most hotels do not have one full size bed for each guest in their triple or quad rooms.

1.6. Complaints must be reported to the hotel on the spot. We will not be liable for any compensation for a problem which could have been rectified during the client’s stay had the hotel been aware of it. We will not deal with any complaint received more than four weeks after the client checked out of the hotel.

1.7. Our system is for booking FITs only. If you abuse this system by splitting groups to make them appear as FITs, hotels will be within their rights to levy group cancellation charges and you would have to pay these in full. Bookings for more than 9 pax must be sent to us by email to: bookings@tektraveler.com

1.8. Bookings may be made only for bona fide reservations. We may cancel bookings which have clearly only been made to hold available space.

2. Rates:

2.1. All rates are per room (with private bath or shower unless shown otherwise on the web) and include service charges and government taxes. The applicable currency is clearly indicated.

2.2. The rate on the booking confirmation will be the final price and will supersede any rate viewed previously.

2.3. Certain periods (e.g.Expo in Germany/ WTM in London, religious holidays in Italy/Israel, and others) may attract high prices in some cities. These are not strictly trade fairs but during these periods, our rates may be close to rack or even above and they should be treated in the same way as trade fairs.

2.4. If the child supplement shows as N/A, bookings should be made for a triple room and will be charged at the full rate for three adults. Child supplements can only be added to the twin rate to obtain the price for a room with two adults and one child. The supplements will apply to children between the ages of 2-12 years (unless a different age range is specified). They only apply in twin or double rooms. Child supplements will not be available if the child is not specified at the time of booking and we will charge for three adults in a triple room if this information is not supplied. Cots/cribs for babies are only suitable for those under 2 years.

2.5. In some hotels no additional bedding is provided for a child where the child is either free or at a reduce price and breakfast may be charged for the child on departure.

2.6. We reserve the right to vary our quoted rates at any time by advising you after bookings have been made and confirmed as a result of trade fair, changes in government taxes or other matters outside our control, such as currency fluctuations. These changes may be sent by email. Any increase in rates as a result of currency fluctuations in respect of existing bookings shall only be made where the currency fluctuation exceeds 2%.

3. Non-European Hotels:

3.1. In the majority of non-European hotels, rates for triples and quad rooms apply to one room with two double beds. If an extra bed is required an additional charge may be applied which should be paid directly to the hotel as it may not be possible to reserve prior to check -in.

3.2. In many hotels no additional bedding is provided for a child where the child is either free or at a reduced price and breakfast may be charged for the child on departure. If a child requires a bed of their own you must request a triple and no child discount will apply.

4. Vouchers:

4.1. You must provide your clients with their hotel and/or service vouchers, which must indicate the room and meal plan included as shown in our confirmation. I must include TEKTRAVELER’s booking reference number. All extras incurred by your clients must be paid directly to the hotel before their departure. We will not pay hotels for a client’s personal hotel charges.

4.2. For some hotels, your voucher must state that payment is by our local agent, where our confirmation indicates the handling agent’s name, together with the handling agent’s own reference number, which will also be in our voucher (Reference #).

4.3. Guests will be charged directly at rack rate if they fail to present a valid voucher. Make sure, if the reservation is for more than one room and if travellers have different names, all travellers’ names are printed on the voucher. Names such a “TBA” or “X & Party” will not be accepted. If travellers are arriving at different times, they must each carry their own voucher. They may also be charged direct if your voucher does not carry the booking reference we have confirmed.

4.4. Reservations will only be honoured if the name on the voucher corresponds exactly to the name on the confirmation.

4.5. If a client arrives at a hotel and you failed to make a booking, or made a booking and later cancelled, we will still pay the hotel providing they send us your voucher with their invoice. We will then invoice you and our invoice must be paid. 4.6. If we receive an invoice with your voucher and it is for more nights or services than you reserved, we will invoice you based on your voucher.

5. Cancellations and Non-Arrivals:

5.1. Cancellations fees will apply according to what is in the system at the time of booking. If no information exists:

5.2. Late cancellations or non-arrivals will incur a minimum one night cancellation charge.

5.3. Dependent upon the cancellation policy, some late cancellations or non-arrivals will incur a 100% cancellation charge for the entire stay.

5.4. During trade fairs, bookings are non-refundable if cancelled after the cancellation deadline.

5.5. If we invoice a non-arrival but the hotel later confirms the client did stay, we will raise a supplementary invoice to cover any additional nights, which were not on the original invoice, and this invoice must be paid.

5.6. If a client or agent cancels a reservation directly with a hotel; one night’s charge will be levied. We will not charge a cancellation fee if the hotel does not charge us.

5.7. We reserve the right to be indemnified by you in full against all loss, costs, damages, charges and expenses incurred by us as a result of any cancellation for any reason.

6. General Information:

6.1. Whilst we believe all our hotel information and reports to be accurate we shall not be liable in any way to you or to any third parties should any such information or reports prove to be incomplete in any way.

6.2. The type of breakfast included in the rates for each hotel will be indicated at the time of booking.

6.3. You must read all documentation accompanying our system and ensure your staff action the points noted as being the specific responsibility of the client.

7. Legal:

7.1. US law will govern all contracts between us. On receipt of your reservation, requests we shall imply your consent to the exclusive jurisdiction of the US Courts in all matters regarding each contract except to the extent that we invoke the jurisdiction of the courts of any other country.

8. Confidentiality:

8.1. In no circumstances may you disclose our confidential rates or any information relating to them or these terms and conditions to anyone who is not a member/or employee of your company. We reserve the right to cancel all reservations and terminate with immediate effect all contracts with you immediately and without notice to you should you be in breach of this condition.

8.2. TEKTRAVELER booking system is only given to bona fide TEKTRAVELER clients. No software or means of access to TEKTRAVELER system may be passed to any third party without the written permission of TEKTRAVELER.

9. Invoice disputes:

9.1. All invoices are due and payable without any claims you may have against us. If there is any item of dispute arising out of or in connection with any invoice full details of the dispute must be made known to us in writing within 14 days of the date of issue of the disputed invoice(s). If you do not bring to our attention full details of any dispute concerning any of our invoices within 14 days of the date of their issue you will forfeit the right of raising any claims against us.

9.2. If a client leaves a hotel early you will be invoiced in full unless we are advised prior to raising our invoice. If we are so advised we would check with the hotel and invoice according to what the hotel will invoice us. This may result in charges for additional nights. In order to avoid disputes the client must always obtain from the hotel a written confirmation of the departure time, if leaving before the confirmed departure date.

9.3. We will not accept as a reason for not paying an invoice that your client claimed to have seen a rate on checkout lower than the price he paid.

10. Interest/Default:

10.1. If payment is not received upon the due date in accordance to the sales agreement, we reserve the right to:

10.2. Disconnect your direct access to our reservation system.

10.3. Cease making reservations sent to us.

10.4. Terminate with immediate effect any or all contracts with you at our discretion.

10.5. Cancel any space being held on your behalf.

10.6. If you cease, or threaten to cease, to carry on business or if you make a voluntary arrangement with your creditors, become bankrupt, go into liquidation or if any encumbrancer takes possession, or a receiver is appointed, of any of your property or assets we shall be entitled without prejudice to any other remedies open to us, immediately to cancel any contracts between us and to demand the immediate payment of all sums due to us with interest.

11. Liability:

We act only as an intermediary in making arrangements for hotels or any other services. As such we are not liable for personal injury, illness, property damage or other loss of expense of any nature whatsoever arising directly or indirectly our of any actions of hotels or any other company or person providing or rendering services reserved through us.