Travel conditions

1. General

The following are rules applicable to a purchase between Corporate Travel & Events (hereinafter CTE) and the customer. CTE is not obliged to provide information to anyone other than the company/group contact. It is assumed that the contact person has the authority to enter into agreements on behalf of the company.

The customer can transfer the trip to another person. The Customer and the person to whom the transfer is made are liable for any additional costs incurred. Tickets may also be non-refundable, of which the customer will be made aware. In this case the ticket will be forfeited if a change is requested.

The offer is accepted when acceptance is given either in writing or by telephone. Acceptance by telephone will always be followed by a written acknowledgement from CTE. CTE may, by clear indication to the customer, stipulate that the agreement shall only become effective upon the customer's timely payment of the tour price or deposit.

By booking, the contact person accepts, in addition to the offer, the CTE travel and payment conditions for all participants.

2. Payment

The deposit is normally 25% of the tour price, with a minimum of 2.500 DKK per participant, and must be received by CTE within 7 days of the invoice date. The deposit may in certain cases be higher than 25% if special circumstances of the event (e.g. charter flights or non-refundable air tickets) require it.

The balance must typically be received by CTE no later than 65 days prior to departure, unless otherwise agreed. If the balance is not received by CTE 60 days prior to departure, this may be considered a cancellation by the client and CTE will have the right to cancel the arrangement. In this case the deposit will be forfeited.

Purchases after the balance is due will be invoiced separately and the payment deadline for these may be after the trip has ended. All invoices to the client relating to the event (excluding additional purchases) must be paid before the start of the event.

In exceptional cases, changes to matters relating to payments may be agreed in writing.

3. Offer/Arrangement

An offer from CTE is always based on a minimum number of participants. If the number of participants falls below this minimum, the customer must expect a price increase per participant. A price increase on this basis does not give the client the right to cancel.

A quote from CTE will always include all known official taxes unless otherwise stated.

The duration of an arrangement will be described as day 1, the day the customer departs to the destination, and the last day will be the day the customer lands at the home destination.

Catering cannot be expected on flights unless ordered by the customer.

4. Price changes

If there are price increases (max. 10% of the event price) before the final payment is due, this will be invoiced to the customer. These increases must be documented by CTE and do not entitle the client to cancel.

If there are price increases (maximum 10% of the event price) after the balance is due, these will be covered by CTE, unless they are due to exchange rate adjustments or increases in transport costs, taxes, fees or charges. In this case, these will be passed on to the client and do not entitle the client to cancel.

In the event of a fall in exchange rates or prices in general, the customer is also entitled to a reduction in price.

Conditions regarding price changes are valid upon timely payment. In case of late payment, CTE has the right to increase the price until 21 days after the date of payment.

5. Cancellation/Force Majeure

The customer may cancel within 14 days before departure with a full refund if there are acts of war, natural disasters, life-threatening or infectious diseases or similar events at the destination or in the immediate vicinity. This does not apply if the conditions at the destination are known to the customer or generally known at the time of booking. CTE may cancel the arrangement earlier than 14 days if it is deemed to be associated with significant financial loss to wait. In this case the customer is entitled to a refund. The conditions at the destination must be documented by a public authority, such as the Ministry of Foreign Affairs. Rumours or similar do not constitute force majeure.

6. Cancellation

For both individual and group cancellations, the following applies unless otherwise agreed:

• Cancellation earlier than 60 days before departure: deposit lost
• Cancellation 59-40 days before departure: 50 % of the trip price lost
• Cancellation less than 40 days before departure: full amount lost

7. Responsibility

CTE is responsible for arrangement in relation to confirmed offers. If the group discovers any deficiencies during the course, CTE must be notified immediately so that the error or deficiency can be corrected. If CTE complies with this, no claim for compensation can be made. In case of shortcomings, CTE will do its utmost to reduce the inconvenience for the customer. However, CTE cannot be held liable for any shortcomings caused by the group's own circumstances, circumstances caused by unauthorised third parties, weather conditions, force majeure or circumstances that CTE could not have foreseen with reasonable care before the start of the event. However, the client may still be entitled to compensation.

Any complaint must be received by CTE within 7 days of return. Failure to do so will invalidate any claim for compensation.

Airlines are directly responsible for the correct performance of the transport in accordance with the Warsaw and Montreal Conventions, EU Regulations 889/2002 and 261/2004 and the Aviation Act.

The liability of the Travel Agent shall be limited to the limits set out in the Warsaw and Montreal Conventions (carriage by air), the Athens Convention and EU Regulation 392/2009 (carriage by sea) and the COTIF Convention and EU Regulation 1371/2007 (carriage by rail) in force at any given time. The liability of the travel agent cannot therefore exceed the amount applicable to the carriers directly responsible for the carriage.

The current SDR rate (XDR) is available at www.nationalbanken.dk

The limits on maximum compensation under the Warsaw and Montreal Conventions are set at:

• In case of death or injury of a passenger: 113,100 SDRs - if the air carrier can prove that it has not acted negligently or wrongfully or if the incident resulted from the negligent or wrongful conduct of a third party
• For damage caused by delay in passenger transport: 4,694 SDRs
• For destruction, loss, damage or delay of baggage: 1,131 SDRs

The limits on maximum compensation under the Athens Convention and EU Regulation 392/2009 are set at:

• In case of death or injury of a passenger: 250,000 SDRs to 400,000 SDRs - depending on the cause of the injury and the fault of the carrier
• For destruction, loss or damage of hand baggage: 2.250 SDR
• For destruction, loss or damage of vehicles, including luggage in or on the vehicle: 12,700 SDRs - the carrier is liable only for damage caused by its fault
• For destruction, loss or damage of baggage other than hand baggage and vehicles: 3,375 SDRs

So-called "valuables" are not replaced under the rules.

The limits on maximum compensation under the COTIF Convention and EU Regulation 1371/2007 are set at:

• In case of death or injury of passengers: 175.000 SDR
• For loss of or damage to objects: 1,400 SDRs
• In case of total or partial loss of a vehicle: 8.000 SDR
• For damage to objects left in the vehicle: 1,400 SDRs - the carrier is liable only for damage caused by his fault

8. Responsibilities of the group:

It is the responsibility of the group to verify that the documents sent are in accordance with what has been agreed. They must also ensure that the deadlines are met and provide the information that can reasonably be requested. It is the group's responsibility to keep control of its own luggage and to comply with the luggage rules for the flight in question. CTE will be happy to assist with rules for the latter.

If the group acts on its own, or makes arrangements outside of CTE, CTE cannot be held responsible for the consequences. The group is responsible for all costs of illness, medical treatment, hospitalization and repatriation, as well as for any damage to hotel or other property.

Business travel is not covered by public health insurance and it is the customer's responsibility to be insured. CTE cannot be held responsible for any expenses incurred due to lack of insurance. Insurance can be taken out with Gouda through CTE.

The CTE rules apply to Danish nationals. It is the client's responsibility, if there are participants with other nationalities, to seek information on the rules applicable to them (e.g. visa and vaccination rules). It is also the client's responsibility to obtain a visa and valid passport in accordance with the relevant regulations.

9. Disagreement

All claims against CTE are governed by Danish law. If no agreement can be reached in a complaint, the customer can appeal to the Package Travel Board, and CTE is subject to the decision of this board.

10. CVR No: 33037430

CTE is a member of Rejsegarantifonden, account no. 2258, which is a guarantor in the event of bankruptcy