Terms and Conditions

Planopli bvba
Special Terms and Conditions of Sale


Registration and payment
To register for one of our trips, please send an email to planopli@planopli.net or to a specific email address created for the trip you select. For some trips, you can register via a webpage form or an app. When registering, please give your surname, given name, address, telephone number(s), email address, date of birth, profession, number and date of validity of your identity card and/or passport, as well as your preference for a single- or double-occupancy room, your request for additional cancellation and/or baggage insurance, and your emergency contact information.
Your registration must be accompanied by the payment of a deposit, as stated on the webpage that provides information about the specific trip you have chosen. For a trip within Europe, the balance is due no less than 30 days before the departure date, and for a trip overseas, no less than 60 days, unless expressly stated otherwise. Failure to pay the balance on time can result in a cancellation of your registration according to the general cancellation conditions.
If we receive your registration less than the aforementioned 30 or 60 days before the departure date, the registration must be accompanied by payment in full.

Cancellation
To cancel your booking, please notify Planopli by phone and confirm your cancellation via post or email. Payment already received by Planopli at the time of cancellation shall be refunded on the basis of conditions listed hereafter (with the exception of special conditions stated in the detailed information pertaining to certain trips, which you can find at planopli@planopli.net or at the specific email address created for the trip you select).
Cancellation charges owed to Planopli
• Notification received between 21 and 30 days before departure date: 80% of the cost of the trip
• Notification received less than 21 days before departure date: 100% of the cost of the trip

No refund whatsoever shall be given in the following cases:
• Interruption of the trip, unless such interruption is instigated by the organization
• Late arrival at the meeting point(s) stated in the travel documents
• The absence of travel documents (passport, visa, proofs of vaccination, etc.)
• Failure to attend specified events, attractions or venues (the price of an entrance ticket, for example), unless such events, attractions or venues are cancelled by the organization
• Visas and insurance policies, the costs of which are never refunded

Insurance
To ensure your safety and protection, we recommend that you purchase travel insurance, including cancellation and/or baggage insurance, either from Planopli or from your personal insurance agent. Planopli acts as travel agent and indemnifies Frame Publishers from demands, reclamations and claims from participating travellers.

Safety of the traveller
To comply with safety measures set out in publications issued by the Belgian Ministry of Foreign Affairs, Planopli may be required to change a programme on the basis of diplomatic recommendations. In this case, particularly if certain parts of the programme cannot be guaranteed or if nothing can be found to replace them, Planopli shall refund, as necessary, the difference between what was originally offered to the client and what the client ultimately received. If the client, as the result of a programme change made to comply with diplomatic recommendations, wishes to cancel a trip, our general cancellation conditions remain valid. In that case, the client shall receive no compensation whatsoever.

The health of the traveller
Planopli asks clients to take responsibility for their own vaccinations, both voluntary and mandatory, and to carry their own well-filled medicine kit. Your kit should include strictly personal medication, and if the kit is lost, it would be wise to pack (in a different place) extra prescriptions and/or a document from your family doctor or medical specialist.
In the case of an emergency, Planopli has a comprehensive travel apothecary available on every trip, equipped with all approved necessities.

Potential changes in the programme
Apart from situations that pose a risk to the safety of our clients, we may be forced to change a programme owing to circumstances beyond our control and hence outside our responsibility: changes or delays in train, plane or boat transport; cultural or political events; weather conditions; and so forth. Costs that correspond to parts of the programme not delivered and not received shall be reimbursed, with the exception of any damage or accrued interest.
In particular, technical factors (such as flight changes or flight cancellations, and the risk of overbooking), may force Planopli to adapt the transport or accommodation details of your itinerary to new circumstances.
If you make special arrangements on your own pertaining to transport or lodgings (such as those that involve pre-routing, train tickets, overnight stays at an airport hotel, etc.), please contact Planopli in advance to make sure that the Planopli trip itinerary does not conflict with your special arrangements.
If a change is made in of one of the essential elements of the trip, we shall inform our registered clients as quickly as possible. We cannot inform those persons who have received the detailed information but have not yet registered at the time of the change. We invite you to consult www.planopli.net on a regular basis or to contact Planopli for news of possible changes.
The schedule of flights mentioned in our detailed programmes corresponds to the booking on the website. In certain cases, the dynamic management of airline reservations can lead to changes, even close to the departure date. As a result, we may have to change the reservations we have made. At that point, we may propose another flight or flights, using the same or another airline. We select a suitable airline from a list that normally includes five airlines, the names of which appear in our detailed programmes. That list is, however, subject to changes up to the date of departure.

Tour guides
Names of tour guides, as given, are indicative only and are of no contractual value whatsoever. Because the names of tour guides that appear in our annual programming plans are subject to possible change, up to the date of departure, we invite you to consult www.planopli.net on a regular basis or to contact Planopli for news of possible changes. Please be advised that a change of travel guide shall under no circumstances constitute a special condition that provides grounds for cancellation.

Cost of Your Trip
The cost of your Planopli trip includes (unless otherwise stated):
• Transport to and from Brussels
• Transfers and transport during the trip
• Visits to specified events, attractions and venues during the trip
• Lodgings
• Meals specified in the itinerary (on most days, breakfast only)
• Group insurance
• Airport taxes and fuel surcharges, both of which are subject to change. Only if such taxes and surcharges increase or decrease more than 30 days before departure does the change influence the cost of your trip.

Not included in the cost of your Planopli trip are personal expenses, tips, gratuities, cancellation insurance and baggage insurance.

Adjustment in the cost of your trip
The cost of your trip is based on two factors:
1. Economic data (exchange rates, transport costs, fuel surcharges, taxes and market tendencies) valid at the time we publish our programme
2. A tour group of between 40 and 80 people (unless otherwise stated in the detailed information pertaining to a particular trip)
When the designated number of people sign up for a Planopli trip, Planopli guarantees that the trip will take place, barring circumstances beyond our control or circumstances that threaten the safety of our clients.
In the case of an insufficient number of registered clients, Planopli can cancel the trip, at no expense to the organization. Another solution is to ask those people who did sign up to pay a supplement, allowing the trip to take place with fewer participants than originally stated.
In accordance with the Belgian law, Planopli is required to raise the cost of a trip when exchange rates vary more than 4% and when airline, rail, airport and/or maritime taxes experience a substantial increase. The new amount may not be more than 10% higher than the original cost of the trip, and the client must be informed of the increased cost a minimum of 30 days before the date of departure.
An adjustment in the cost of your trip that is due to a variation in exchange rates has an impact only on the parts of the programme for which Planopli is invoiced in a foreign currency. In general, these involve from 20% to 60% of the total cost of the trip. A reference to a change in exchange rates that is linked to fluctuations in the value of the dollar or of the local currency can be found in the detailed information.

Airline prices and airport surcharges
Airline prices stated on this website and in the aforementioned detailed information correspond to prices agreed with the airlines on which seats are booked.
Certain airlines do not offer these prices for sale beyond a certain date (from several days to, in exceptional cases, three months before departure). In such cases, Planopli will search for the best available price, which can vary, of course; it could be higher or lower than the cost stated on this website. This strategy also applies to departures from regional airports or airports outside Belgium.

Formalities and baggage
The traveller must be in possession of proof(s) of identity (valid national identity card and/or passport), visas, authorizations and other documents (namely, medical documents) required by the authorities of countries included in the trip itinerary.
Planopli bears no responsibility whatsoever for additional costs that result from a client’s failure to produce the documents required by the authorized bodies in countries included in the trip itinerary.
Airline baggage allowances are in most cases limited to 20 kg (30 kg in business class). Any damage or loss of baggage is subject to the conditions of the transport company or of the client’s additional baggage insurance.

 

 General Terms and Conditions of Sale

 (European Directive 90/314/EEC)

 

Article 1
The purpose of this Directive is to approximate the laws, regulations and administrative provisions of the Member States relating to packages sold or offered for sale in the territory of the Community.

Article 2
For the purposes of this Directive:
1) ‘package’ means the pre-arranged combination of not fewer than two of the following when sold or offered for sale at an inclusive price and when the service covers a period of more than twenty-four hours or includes overnight accommodation:
a) transport;
b) accomodation;
c) other tourist services not ancillary to transport or accommodation and accounting for a significant proportion of the package.
The separate billing of various components of the same package shall not absolve the organizer or retailer from the obligations under this Directive;
2) ‘organizer’ means the person who, other than occasionally, organizes packages and sells or offers them for sale, whether directly or through a retailer;
3) ‘retailer’ means the person who sells or offers for sale the package put together by the organizer;
4) ‘consumer’ means the person who takes or agrees to take the package (‘the principal contractor’), or any person on whose behalf the principal contractor agrees to purchase the package (‘the other beneficiaries’) or any person to whom the principal contractor or any of the other beneficiaries transfers the package (‘the transferee’);
5) ‘contract’ means the agreement linking the consumer to the organizer and/or the retailer.

Article 3
1) Any descriptive matter concerning a package and supplied by the organizer or the retailer to the consumer, the price of the package and any other conditions applying to the contract must not contain any misleading information.
2) When a brochure is made available to the consumer, it shall indicate in a legible, comprehensible and accurate manner both the price and adequate information concerning:
a) the destination and the means, characteristics and categories of transport used;
b) the type of accommodation, its location, category or degree of comfort and its main features, its approval and tourist classification under the rules of the host Member State concerned;
c) the meal plan;
d) the itinerary;
e) general information on passport and visa requirements for nationals of the Member State or States concerned and health formalities required for the journey and the stay;
f) either the monetary amount or the percentage of the price which is to be paid on account, and the timetable for payment of the balance;
g) whether a minimum number of persons is required for the package to take place and, if so, the deadline for informing the consumer in the event of cancellation.
The particulars contained in the brochure are binding on the organizer or retailer, unless:
- changes in such particulars have been clearly communicated to the consumer before conclusion of the contract, in which case the brochure shall expressly state so,
- changes are made later following an agreement between the parties to the contract.

Article 4
1) 
a) The organizer and/or the retailer shall provide the consumer, in writing or any other appropriate form, before the contract is concluded, with general information on passport and visa requirements applicable to nationals of the Member State or States concerned and in particular on the periods for obtaining them, as well as with information on the health formalities required for the journey and the stay;
b) The organizer and/or retailer shall also provide the consumer, in writing or any other appropriate form, with the following information in good time before the start of the journey:
i) the times and places of intermediate stops and transport connections as well as details of the place to be occupied by the traveller, e.g. cabin or berth on ship, sleeper compartment on train;
ii) the name, address and telephone number of the organizer's and/or retailer's local representative or, failing that, of local agencies on whose assistance a consumer in difficulty could call. Where no such representatives or agencies exist, the consumer must in any case be provided with an emergency telephone number or any other information that will enable him to contract the organizer and/or the retailer;
iii) in the case of journeys or stays abroad by minors, information enabling direct contact to be established with the child or the person responsible at the child's place of stay;
iv) information on the optional conclusion of an insurance policy to cover the cost of cancellation by the consumer or the cost of assistance, including repatriation, in the event of accident or illness.
2) Member States shall ensure that in relation to the contract the following principles apply:
a) depending on the particular package, the contract shall contain at least the elements listed in the Annex;
b) all the terms of the contract are set out in writing or such other form as is comprehensible and accessible to the consumer and must be communicated to him before the conclusion of the contract; the consumer is given a copy of these terms;
c) the provision under (b) shall not preclude the belated conclusion of last-minute reservations or contracts.
3) Where the consumer is prevented from proceeding with the package, he may transfer his booking, having first given the organizer or the retailer reasonable notice of his intention before departure, to a person who satisfies all the conditions applicable to the package. The transferor of the package and the transferee shall be jointly and severally liable to the organizer or retailer party to the contract for payment of the balance due and for any additional costs arising from such transfer.
4) 
a) The prices laid down in the contract shall not be subject to revision unless the contract expressly provides for the possibility of upward or downward revision and states precisely how the revised price is to be calculated, and solely to allow for variations in:
- transportation costs, including the cost of fuel,
- dues, taxes or fees chargeable for certain services, such as landing taxes or embarkation or disembarkation fees at ports and airports,
- the exchange rates applied to the particular package.
b) During the twenty days prior to the departure date stipulated, the price stated in the contract shall not be increased.
5) If the organizer finds that before the departure he is constrained to alter significantly any of the essential terms, such as the price, he shall notify the consumer as quickly as possible in order to enable him to take appropriate decisions and in particular:
- either to withdraw from the contract without penalty,
- or to accept a rider to the contract specifying the alterations made and their impact on the price.
The consumer shall inform the organizer or the retailer of his decision as soon as possible.
6) If the consumer withdraws from the contract pursuant to paragraph 5, or if, for whatever cause, other than the fault of the consumer, the organizer cancels the package before the agreed date of departure, the consumer shall be entitled:
a) either to take a substitute package of equivalent or higher quality where the organizer and/or retailer is able to offer him such a substitute. If the replacement package offered is of lower quality, the organizer shall refund the difference in price to the consumer;
b) or to be repaid as soon as possible all sums paid by him under the contract.
In such a case, he shall be entitled, if appropriate, to be compensated by either the organizer or the retailer, whichever the relevant Member State's law requires, for non-performance of the contract, except where:
i. cancellation is on the grounds that the number of persons enrolled for the package is less than the minimum number required and the consumer is informed of the cancellation, in writing, within the period indicated in the package description; or
ii. cancellation, excluding overbooking, is for reasons of force majeure, i.e. unusual and unforeseeable circumstances beyond the control of the party by whom it is pleaded, the consequences of which could not have been avoided even if all due care had been exercised.
7) Where, after departure, a significant proportion of the services contracted for is not provided or the organizer perceives that he will be unable to procure a significant proportion of the services to be provided, the organizer shall make suitable alternative arrangements, at no extra cost to the consumer, for the continuation of the packag, and where appropriate compensate the consumer for the difference between the services offered and those supplied.
If it is impossible to make such arrangements or these are not accepted by the consumer for good reasons, the organizer shall, where appropriate, provide the consumer, at no extra cost, with equivalent transport back to the place of departure, or to another return-point to which the consumer has agreed and shall, where appropriate, compensate the consumer.

Article 5
1) Member States shall take the necessary steps to ensure that the organizer and/or retailer party to the contract is liable to the consumer for the proper performance of the obligations arising from the contract, irrespective of whether such obligations are to be performed by that organizer and/or retailer or by other suppliers of services without prejudice to the right of the organizer and/or retailer to pursue those other suppliers of services.
2) With regard to the damage resulting for the consumer from the failure to perform or the improper performance of the contract, Member States shall take the necessary steps to ensure that the organizer and/or retailer is/are liable unless such failure to perform or improper performance is attributable neither to any fault of theirs nor to that of another supplier of services, because:
- the failures which occur in the performance of the contract are attributable to the consumer,
- such failures are attributable to a third party unconnected with the provision of the services contracted for, and are unforeseeable or unavoidable,
- such failures are due to a case of force majeure such as that defined in Article 4 (6), second subparagraph (ii), or to an event which the organizer and/or retailer or the supplier of services, even with all due care, could not foresee or forestall.
In the cases referred to in the second and third indents, the organizer and/or retailer party to the contract shall be required to give prompt assistance to a consumer in difficulty.
In the matter of damages arising from the non-performance or improper performance of the services involved in the package, the Member States may allow compensation to be limited in accordance with the international conventions governing such services.
In the matter of damage other than personal injury resulting from the non-performance or improper performance of the services involved in the package, the Member States may allow compensation to be limited under the contract. Such limitation shall not be unreasonable.
3) Without prejudice to the fourth subparagraph of paragraph 2, there may be no exclusion by means of a contractual clause from the provisions of paragraphs 1 and 2.
4) The consumer must communicate any failure in the performance of a contract which he perceives on the spot to the supplier of the services concerned and to the organizer and/or retailer in writing or any other appropriate form at the earliest opportunity.
This obligation must be stated clearly and explicily in the contract.

Article 6
In cases of complaint, the organizer and/or retailer or his local representative, if there is one, must make prompt efforts to find appropriate solutions.

Article 7
The organizer and/or retailer party to the contract shall provide sufficient evidence of security for the refund of money paid over and for the repatriation of the consumer in the event of insolvency.

Article 8
Member States may adopt or return more stringent provisions in the field covered by this Directive to protect the consumer.

Article 9
1) Member States shall bring into force the measures necessary to comply with this Directive before 31 December 1992. They shall forthwith inform the Commission thereof.
2) Member States shall communicate to the Commission the texts of the main provisions of national law which they adopt in the field governed by this Directive. The Commission shall inform the other Member States thereof.

Article 10
This Directive is addressed to the Member States.

Done at Luxembourg, 13 June 1990.