Booking conditions

BOOKING CONDITIONS FOR HOLIDAY HIRE ONLY*

Please read these Booking Conditions carefully. They are fully revised for 2008 holidays. The ‘Company’ and/ or ‘we’ referred to henceforth is Oxfordshire Narrowboats. Bookings may be made via any one of the following Agents: Blakes Holiday Boating, Hoseasons Holidays, Waterways Holidays, Holidays in the UK - but in all cases final ownership of the booking rests with the Company. References to “you” or “your” are references to the person making the booking and all members of the holiday party. So that you understand the basis of the contract between you and the Company when you book your accommodation we have laid out, as clearly as possible, the conditions on which your booking is made. Nothing in these conditions affects your normal statutory rights as a consumer.
1. Your booking
You can book the accommodation and take up the offers shown in this brochure or otherwise advertised if the accommodation or offer is still available. You and at least one other person, who shall be with the boat when underway at all times, must be 18 years or over when you book your accommodation. Your booking is made as a consumer and you acknowledge that no liability can be accepted for any business losses howsoever suffered or incurred by you. On making your booking you enter into an exclusive contract with the Company which is subject to these booking conditions. A written booking confirmation will be issued to you shortly after you place your booking. We have the right to refuse any booking prior to the issue of our written confirmation, and if we do this we will tell you in writing and promptly refund any money you have paid us. When your confirmation is received the details must be checked carefully. If anything is not correct you should tell us immediately. If you book through a travel agent your confirmation and all other documents will be sent to your travel agent.
2. Paying for your holiday
When you book your accommodation you should pay the amount then due by debit or credit card, or by sending a sterling cheque together with a completed Booking Form. We then send your written confirmation as soon as reasonably possible showing your reservation details and the balance due to us which must be received by the Company no later than 2 calendar months before your arrival date. However, if you book less than 2 calendar months before the arrival date, payment of the total cost is due straightaway. For accommodation booked less than 2 weeks before departure your reservation must be paid for by debit or credit card, or by bank transfer, at the time of booking. All prices quoted in the brochure or otherwise advised to you include all booking fees, charges, and, where applicable, Value Added Tax (at 17.5%) and Insurance Premium Tax (at 17.5%). Should the VAT or IPT or Fuel Tax rates increase, or any government bodies introduce additional taxes or levies, which affect the price of your holiday, we reserve the right to pass on any increases. If you pay by credit card we will make a charge of up to 2%, subject to a minimum of £2, to recover the credit card company’s charges to us for each payment made this way. Please refer to Clause 6 (ii) for details regarding cancellations. If your payment is returned to us as unpaid by your bank, we reserve the right to make an administration charge of £25. If you make your booking through Blakes Boating Holidays or Hoseasons Holidays, all monies you pay to these operators for your booking with us will be held by the agent on our behalf until up to one month before the holiday starts.
3. Cancellations or changes to your reservation by us
We would not expect to have to make any changes to your reservation, but sometimes problems occur and we do have to make alterations. If this does happen, we will contact you as soon as reasonably practical, explain what has happened and inform you of the cancellation or the change. If we have to make a material change (and the change is not acceptable to you) or if we have to cancel your original reservation, we will, if possible and as soon as reasonably practical, arrange alternative accommodation of similar type and standard in as near to similar location for the same or similar time of year (though we reserve the right to charge you any difference in price if the alternative is advertised at a higher price than the original accommodation). If the change or the alternative accommodation is acceptable you must inform us within 48 hours of you being advised of the change or proposed alternative accommodation; otherwise we will treat your booking as cancelled and refund any money you have paid us. A change from one type of boat to another with the same or more berths and comparable facilities does not constitute a material change. Except where otherwise expressly stated in these Conditions, the Company shall not be liable for changes or cancellations affecting your holiday that are due to any event(s). In appropriate cases (for example where we have to cancel your booking before departure) we will, however, refund all monies paid to us for your booking. No compensation will be payable in such circumstances.
4. Brochure details
The Company aims to ensure that the information provided is accurately conveyed in the brochure or website, or as otherwise advertised by us. There may be small differences between the actual accommodation and its description, as we are always seeking to improve services and facilities. Occasionally, problems mean that some facilities or services become unavailable, and if this is the case we will tell you as soon as reasonably practical after we have been made aware of the situation. The Company cannot accept any liability from any errors or omissions in the brochure if they are not notified to us before or at the time of booking. Your 2008 holiday booking is accepted, exclusively, subject to the Booking Conditions in this brochure/ website.
5. Death, personal injury or loss of property
We shall have no liability to you for the death or personal injury to you or any member of your party, unless in the case of the Company this results from the act or omission of the Company. You must take all necessary steps to safeguard your personal property. No liability to you is accepted in respect of damage to or loss of such property except where the damage or loss is caused by our negligence.
6. If you change or cancel your reservation
(i) Changes
If you want us to change your reservation once we have issued your confirmation an administration fee of £25 for each change will be payable to us together with any costs incurred by ourselves or any other supplier once any change has been made. Changes from one boat to another within the fleet may be possible. It is, however, important to realise that we may have to treat requests for changes of accommodation or dates as the cancellation of one reservation and the booking of another. In such cases cancellation charges may be incurred. We will advise you if this is the case and you must then inform us within 48 hours whether you wish to continue with the original reservation or if you still wish to change your booking. If you advise us that you do not wish to continue with your original booking arrangements or fail to contact us within the 48 hours we shall treat your original booking as being cancelled by you.
(ii) Cancellations and curtailment
Should you have to cancel your chosen holiday you must telephone the Company on the number shown on your booking confirmation as soon as the reason for cancellation occurs and confirm this in writing to us at the address shown on the booking confirmation. Your notice of cancellation will be effective when we receive your telephone notification of cancellation.
As we incur costs from the time we confirm your booking the following cancellation charges will be payable unless the reason for cancellation is that of the death , illness, or serious injury, of the person booking the boat(s) or a close relative (mother, father, brother, sister, daughter, son). Friends or distant relatives are not included as a reason for cancellation except where the friend is a ‘Best Man’ or the Groom, or Chief Bridesmaid’ or the Bride. The cancellation charge is a percentage of the total cost payable excluding any cancellation administration fees.
The following charges will apply:
Number of days Cancellation charges before arrival date that notification of cancellation is received:-
More than 56 days - Full Deposit (including any Balance of Deposit due)
29-56 days - 50% of cost or Full Deposit (including any Balance of Deposit due), whichever is the greater
15-28 days - 75% of cost
1-14 days - 90% of cost
On arrival date or later - Total cost
If any payment due in relation to the reservation is not paid by the appropriate date we can treat your reservation as cancelled by you and charge you cancellation charges as set out above which can be as high as the total cost of the reservation. We normally send out to you a reminder either by phone or email or, if you are contactable, by letter, before we cancel your reservation although we may charge you £10 for each reminder sent.
7. Your accommodation
Unless otherwise stated the time for boarding your boat is between 13.30 and 16.30 on the arrival date.
(a) In the event of mechanical failure the right is reserved to delay departure until a repair is effected.
(b) In the event of navigational problems (see also Clause xxx) below, we reserve the right to delay your departure, although where possible we will use all reasonable endeavours to allow you to board your boat.
(c) On arrival you must report to Reception. We will escort you to your boat to allow you to load your belongings. When you have indicated your readiness, we will give you a demonstration and explain the controls of the boat and its equipment, complying fully with the requirements of the British Marine federation Hireboat Handover Code .You must notify Oxfordshire Narrowboats of any faults identified either before setting off, or after the boat leaves the boatyard as soon as possible, so that they can be rectified.
(d) If your arrival at the boatyard will be delayed beyond the times of boarding above, you must contact the Company as soon as reasonably practicable so that alternative arrangements can be made. If you fail to do so you may not be able to gain access to the accommodation , and or may have to wait for your safety demonstrations until the next day at an extra charge of £50.
(e) Unless otherwise stated you must return the boat (with all gear and equipment) to the boatyard where it was hired in a clean and tidy condition by 9.00am and vacate by 9.30am on the final day of hire. A charge will be made if the boat is returned late or is not clean and tidy as shown in your Hirers Manual. You are responsible to us for the actual costs of any breakages or losses to the boat’s accommodation or its inventory- along with any additional costs that may result – which are caused by you or your party, we may require payment from you to cover any such costs.
(f) You cannot allow more people than the brochure states to stay in the accommodation, nor can you significantly change the makeup of the party during your stay in the accommodation, nor can you take your pet into the accommodation unless it has been arranged in advance and it is shown on your arrival confirmation. If you do so, we can refuse to hand over the accommodation to you, or can repossess it. Any of these circumstances will be treated by us as a cancellation by you and Clause 6 (ii) will apply. If you take a pet with you, it is not allowed on beds or chairs. Pets should not be left unattended in the accommodation, and should be exercised on a lead. You must allow the Company or any of its representative (s) access at any reasonable time during your stay. A charge shall be made for any extra cleaning caused by a pet/ pets onboard, as shown in the Hirers Manual.
8 Complaints
Every effort has been made to ensure that you have an enjoyable and memorable holiday. If, however, you have any cause for complaint we are anxious that remedial action is taken as soon as possible. It is essential, therefore, that you contact us immediately if any problem arises so that it can be speedily resolved. It is often extremely difficult (and sometimes impossible) to resolve difficulties properly unless we are promptly notified. Discussion of any criticisms with us whilst you are aboard will usually enable shortcomings to be rectified straightaway. Complaints of a transient nature (for example, regarding preparation or heating of the accommodation) cannot possibly be investigated unless registered whilst you are on holiday. Our telephones are manned throughout the season during the opening hours printed in our brochure. If after this you feel that the problem has not been resolved to your satisfaction you must, within seven days of returning from your holiday, put your complaint in writing to us. Send your letter by recorded delivery to us marked for the attention of our Managing Director. This procedure is designed to ensure the speediest possible investigation and rectification of complaints. Please help us help you by following this procedure as otherwise we cannot subsequently consider any complaints nor enter into any correspondence about them.
9. Law
The contract between you and us is subject to English law and is formed in Lower Heyford Oxfordshire England.
10. Accidents
You are responsible for the boat’s safe navigation and must take all reasonable care. No minor may control the boat without the direct supervision of an adult. In the event of damage to the boat, caused by you and/or a third party, no responsibility can be accepted by us for loss of time or cost of alternative accommodation or any other damages or expenses. In the case of any accident or damage to the boat or any other craft or to waterway property you must for insurance reasons:
(a) record the name and licence number of any other boat involved with names, addresses and phone numbers of its Owner/ Boat Operator and hirer (where applicable);
(b) Immediately report these facts to the Company with full details and the extent of the damage;
(c) report the facts to us at the earliest opportunity and write to us with full details immediately on return from your holiday quoting your booking reference number. No repairs may be put in hand without the Company’s consent. On returning the boat at the end of your holiday you must inform the Boat Operator of any damage or of items broken, lost or stolen.
11. Damage to the Boat, Equipment or Third Party Property
Although the boats are insured by us you are primarily responsible for any damage to the boat and its equipment, or any third party property. You owe a duty of care to return the boat to us in the condition in which it was hired out to you. Furthermore, repairs resulting from “cilling” of the boat and/or damage to the stern gear are not part if the Damage Waiver Scheme and chargeable to you (typically not less than £400). Damage to topsides paintwork, broken windows, broken fenders or ropes are not covered by the damage waiver scheme and are chargeable
12. Damage Waiver & Security Deposits
Your holiday fare includes an automatic “damage waiver” for damage/ loss, to a maximum of £50, incurred under normal boating circumstances to the internal inventory, including glassware and cutlery/crockery. It specifically excludes the replacement costs of lost lock keys, mooring stakes, broken or unusable ropes or fenders. It does not include damage specified in Condition 11 above. For all male or all female parties on 6 berth boats or larger an additional security/damage/ cleaning deposit of £50 per person, exclusively to be paid in CASH, is due to us on arrival. This will be held and refunded upon safe return of the boat, on time, in a completely clean and undamaged state. In the event of any damage to either our boats or third party property – including payments made by us to restore goodwill to aggrieved third parties, or cleaning necessary, will be charged for by us at prevailing retail rates and deducted from the deposit held. Our decision is final and you shall have no right of redress against us in such circumstances. We reserve the right to withhold all or part of the deposit if reports of inappropriate behaviour on the waterway require further investigation before release of the security deposit.
13. Delays
If a breakdown of any kind should occur, you must report it to us immediately so that repairs can be made to enable you to resume your cruise. Provided that we are informed, we will take steps to repair the boat and or its equipment as speedily as practicable in the circumstances. Apart from these obligations we shall not be liable in any respect for any loss or damage, whether financial or otherwise, suffered as a result of the breakdown. We shall not be responsible for the consequences of delays or restrictions on cruising arising from obstruction, repairs or damage to waterways, flooding, shortage of water, industrial action or other circumstances beyond our control. The right is reserved to restrict cruising if unusual or hazardous conditions prevail.
16. Loss of water/ Damage to Waterway Property
You are responsible for charges made by waterway authorities for the loss of water or damage to waterway property caused by you whilst in charge of a boat. You consent by making your Booking with us for the Company to pass your details to the relevant navigation authority in such circumstances.
17. Navigation restrictions and bye-laws
On no account may you:-
(a) tow or be towed by other boats unless with professional assistance.
(b) cruise after dark (your boat is not insured for night navigation).
(c) permit your boat to be taken out to sea or onto the River Thames below Brentford without a person authorised as a suitable pilot by the Company..
(d) permit your boat to take part in any race.
You must navigate in accordance with Navigation Authority bye-laws. Navigational limits are given in the brochure, and in the Hirers Manual provided with your booking confirmation.
18. Hirers equipment
You may not take on board without our prior written permission portable heaters, lighting equipment, petrol, candles, barbecues, gas cylinders, bicycles, canoes or anything that may cause danger to the boat, its equipment or occupants. Bicycles are not allowed onto the roof when the boat(s) is(are) underway on the South Oxford Canal. Damage so caused is chargeable to you
19 Disabilities and medical problems
If you or any member of your party has any medical problem or disability that may affect your holiday please tell us before you confirm your booking and give us full details in writing at the time of booking. If we feel unable to properly accommodate the particular needs of the person concerned we must reserve the right to decline/cancel the reservation. We are specifically not prepared to accept a booking where dependance on an overnight supply of 240v electricity is required for medically critical applications e.g. oxygen supply/ breathing machines. Should you fail to notify us of any person due onto the boat with a medical problem or disability at the time of booking, your holiday will be treated as a cancellation by you should any such persons arrive for boarding. We are not able to accept wheelchair bound persons onto the holiday boats for safety reasons.

*See separate conditions for dayboat hire.