Before booking
Once you have decided which holiday(s) you are interested in, we strongly recommend that you read the relevant trip dossier(s). You can download these from this website, or order them from our office. We also advise that you read the General Information and our Booking Conditions. It is important that you choose a holiday that is well suited to your experience and capabilities, please see our grades explained pages for futher details. All KE office staff have first-hand experience of a range of KE holidays and will be happy to talk to you about your chosen trip, enabling you to assess its suitability. The next step is to check the availability of places on your trip either by checking the trip status on the KE website, or by e-mailing or phoning us. We can usually hold you a place for 7 days while you make a final decision.
Trip Status
For each of our group holidays, there is a minimum number of participants required to enable the trip to go ahead. The 'Date and Prices' page for each trip gives an indication of group size, showing both minimum and maximum numbers. Once the minimum number is reached, the trip status will change from 'Available' to 'Guaranteed to Run'. Only in exceptional circumstances will we cancel a trip once it is guaranteed to run, so you are free to proceed with your international flight booking and other travel arrangements. If you are unsure about the trip status, please call our office.
Deposit Payment
However you choose to book, we require a £200 ($400 / €250) deposit per person, plus any applicable permit and flight costs. See specific Trip page for details of any additional payments required.
We recommend that you take out travel insurance when you book your holiday. Travel Insurance will not only cover you during your holiday but also enable you to claim for any money that you have paid to us, including your deposit, should you have to cancel your trip.
Late Booking - No Charges, No Discounts
There is no additional fee for late bookings (made less than 8 weeks prior to departure), although full payment by debit or credit card is required at the time of booking. Nor are discounts applied to our holidays as their departures approach.
My KE
You can manage your booking and account via the 'My KE' facility on this website. We recommend that all clients create a My KE account to enable them to easily update personal information, insurance details, check trip status, view accounts and pay balances online.
Payments
You can make payments either by cheque (made payable to KE Adventure Travel Ltd), or credit/debit card, including Visa, Mastercard and Maestro. The easiest way to pay is to visit the secure payments page which can be accessed via My KE. We prefer to receive all payments by cheque or debit card; should you decide to pay by credit card, a charge of 2% will be applied for £ Sterling and € Euro payments, and $ USD payments outside the USA.
Confirming your booking
On receipt of your booking form, if you have asked us to book your flights or any other additional services, we will contact you with a quotation. Note that you may be required to pay for your air tickets at this time in addition to your deposit.
If you book by telephone, please note that it is vital that we receive your completed booking form either from our website within 24 hours, or by post within 2 working days. We can not make any travel arrangements on your behalf until you have confirmed that you have read our booking conditions and we are in receipt of your booking form.
Once agreed, we will send you full written confirmation of your booking, together with your trip invoice, which is due for payment 8 weeks prior to departure. The date payment is due will show on the invoice. The confirmation will include personal details, flight information (if booked), visa forms and visa application advice, a kit list and a detailed trip dossier. It will also include a checklist to ensure you get everything ready for your holiday.
Making your own flight booking
If you have booked on a Land Only basis, you must check that your chosen holiday has reached the minimum numbers required and is 'Guaranteed to Run' - BEFORE paying for your air tickets. Check with the KE office or check the trip status on this website. We cannot be held liable, in cases where we cancel your trip, for losses incurred relating to any flight booking you have made.
Making Changes
If any of the information given on your booking form should change, e.g. passport number or contact details, it is important that you advise us immediately. Failure to do so may result in airlines or government authorities levying charges for which you would be liable. Many changes to your personal details can be done through your MyKE account .
Should you wish to alter your holiday booking once it has been made, eg. to arrange a later flight home, an administration fee of £50 ($100 / €60), plus any further costs incurred, will be charged. If you wish to add equipment hire to your booking, we will make the necessary arrangements and send you a revised account statement, due for payment no later than 8 weeks prior to departure.
If you decide to transfer your booking to an alternative departure or holiday, an administration fee of £100 ($200 / €125) plus any further costs incurred will be charged. However, please note that we are unable to transfer your booking to an alternative holiday later than 10 weeks prior to the trip departure date. Please see our Booking Conditions for further important information on making changes to your booking.
Next steps
You must ensure that you forward the balance of your payment to us 8 weeks prior to departure (the date payment is due will show on your invoice or in My KE).
If we do not receive payment by the date shown on your
invoice, we reserve the right to cancel your booking and apply any cancellation
charges. You must also ensure that you
provide us with details of your insurance policy, plus copies of any
documentation (eg. permit forms) that may be required for your chosen
destination when making your final payment.
We will send full joining instructions to you approximately 2 weeks prior to departure - note: we do not send out receipts on acceptance of your payment. The letter will show your confirmed flight details (if applicable) and will include instructions on how to meet up with others in your group, including a contact number should you be delayed. It will include a summary of any additional services you have requested and will also provide a timely checklist to ensure you have everything in order for your forthcoming holiday.
Bon Voyage!
