Booking Terms

GoBookingDirect Booking Terms for guests booking a Volunteer Encounter Programme Stay
Version 1.0 – Last updated July 2026

Who You Are Contracting With

Your booking is with GOBOOKING PCC LIMITED, trading as GoBookingDirect (“GBD”, “we”, “us”, “our”), a company incorporated in the Isle of Man (registered number 137470C), registered office at 69 Quay West Bridge Road Douglas Isle of Man IM1 5AG, directors S&S Fearnhead.

GBD is the organiser for your VE Programme stay. The volunteer experience programme is designed by Volunteer Encounter Limited (“VE”). VE is responsible for accrediting the lodges, setting the programme standards, delivering lodge training, and managing the quality of the experience. GBD is responsible to you for the delivery of your Programme stay.

What Is Included In Your Booking

Your VE Programme includes: accommodation at the named accredited project site for the duration of your stay, meals as described in your booking communication, daily activities led by qualified project staff, pre-departure briefing materials provided by VE, local airport transfers arranged by the project site where specified in your booking communication.

Your Booking Does Not Include

International or domestic flights, travel insurance (which you must arrange), visas, vaccinations, personal spending money, or any activities not listed as included.

Before You Book – What We Need From You

Criminal record check

Most guests on a VE Programme stay will come into contact with minors or vulnerable adults or endangered wildlife at some point during their placement. A criminal record check is therefore a mandatory requirement for every guest, without exception. You must submit a valid criminal record check (or proof of application) 30 days before your placement begins. If you cannot provide a criminal record check or proof of submission before your start date, you may not be able to begin your placement. No refund will be given in these circumstances. Please apply for your criminal record check in good time – processing times vary by country.

Health and medical information

You must tell us, before booking, about any medical conditions, disabilities, or current medication that may affect your participation in the programme or the safety of others. If you provide incomplete or inaccurate information, we reserve the right to terminate your placement without refund.

Visas, passports, and vaccinations

You are responsible for obtaining all necessary visas, travel documents, and vaccinations for your destination. We will provide general guidance in good faith, but this does not constitute legal or medical advice, and we are not responsible for any consequences of your failure to obtain the correct documentation.

Making Your Booking

A booking is confirmed when: (a) you agree to our Order Details and Booking Terms, and (b) you have paid the deposit amount in full. Until you receive a written confirmation from us, no contract exists between us. If you book through a travel agent, the agent acts as your agent, not ours.

The contract for your booking is between you and GBD. Your agent has no authority to vary these terms. Each guest must be named on the booking. You must be 18 or over to make a booking. For guests aged 16 and 17 years of age a parental consent form may be accepted on an exceptional basis.

Paying For Your Trip

Deposit

A non-refundable deposit of 20% of the total programme fee is due within 3 days of your invoice to secure your place. If the deposit is not received within 3 days, your reservation may be cancelled. Your deposit guarantees your placement for 12 months from the programme start date (refer to “Changing Your Booking” section). If you have not taken up your placement within 12 months, the deposit is forfeited.

Balance

The balance of your programme fee is due at least 30 days before your placement start date. If you book within 30 days of your start date, the full amount is due immediately. If your balance is not received by the due date without prior arrangement with us, we reserve the right to cancel your booking and apply the applicable cancellation charges.

Currency

Your programme fee is invoiced in GBP. It is your responsibility to make funds available to us in the same currency.

Overpayments

If you overpay us in error, we will refund the overpayment less a 10% administration fee and any bank charges incurred, provided the overpayment exceeds £30.

Changing Your Booking

If you wish to make any change to your booking (including your start date, placement, or accommodation) please contact us as soon as possible. We will try to accommodate your request but cannot guarantee it. If a change is possible, an administration fee of £50 per person per change may apply, in addition to any costs we incur from the lodge or other suppliers.

Do not make any changes to your placement schedule or arrangements directly with the lodge. All changes must be requested through our dedicated VE sales representative and confirmed by us in writing before they take effect.

Transferring Your Booking To Another Person

You may transfer your booking to another person who meets all the booking requirements (including the criminal record check), provided you give us at least 30 days’ written notice before your start date. Both you and the new guest will be jointly liable for the programme fee and any transfer costs we incur. Some suppliers may not permit transfers – we will tell you if this applies.

Cancelling Your Booking

If you wish to cancel your booking, you must tell us in writing by email to VEreservations.gobooking@gmail.com. Cancellation takes effect from the date we receive your written notice.

Cancellation made less than 30 days before programme start date incurs a 100% cancellation fee. You must submit a clean criminal record check and proof of adequate travel insurance before the programme start date. Failure to do so may prohibit you from participation and result in a 100% cancellation fee. Accommodation reserved for specific dates is exempt from statutory cancellation rights. Cancellation charges do not include your travel costs, visa fees, vaccinations, or any other expenses you may have incurred. We strongly recommend you take out travel insurance with a cancellation clause.

Free Cancellation For Unavoidable And Extraordinary Circumstances

You may cancel without charge if the FCDO issues a formal advisory against all travel, or all but essential travel, to your specific booked destination, and that advisory is in force at your departure date. This right does not apply where the advisory concerns a different country or region, relates solely to routing or airspace disruption, or where you choose to cancel due to personal concern or disinclination to travel. Where this right applies, we will refund all payments within 14 days of your written cancellation request. No additional compensation is payable.

If We Need To Change Your Trip

Occasionally we may need to make minor changes to your package before your start date, for example, a change of accommodation or activity schedule. We will tell you as soon as possible. Minor changes do not entitle you to cancel without charge. If we propose a significant change to your booking before your start date, such as a change of destination, a substantial reduction in the standard of accommodation, or a price increase of more than 8%, you may: accept the changed package; accept a substitute package of equivalent or higher quality if we can offer one; or cancel your booking and receive a full refund of all amounts you have paid. We will give you at least 7 days to make your choice. If we do not hear from you within 7 days, we will treat you as having accepted the change.

Cancellation By Us

We may cancel your booking if: the minimum number of guests required for the Programme to operate has not been reached (only on select programmes); or unavoidable and extraordinary circumstances prevent us from performing the Programme. In either case, we will give you a full refund of all amounts paid toward your programme fee.

Cancellation Due To Your Conduct

If your placement is terminated by the lodge due to breach of the Guest Code of Conduct, you will not receive any refund for the remainder of your stay or for any associated travel costs. You will be responsible for all costs of returning home. Please read the Guest Code of Conduct carefully before you travel.

No Refunds For Unused Services

No refund will be given for any services included in your booking that you choose not to use, or that you are unable to use due to your own decisions, illness, or misconduct.

Price Changes

We may increase the price of your trip after booking only if costs outside our control increase – specifically, changes in the cost of fuel or other energy sources, the level of taxes or fees imposed by third parties, or exchange rate movements affecting the cost of your booking. We commit to absorbing price increases of up to 2% of your programme fee. If the increase exceeds 2%, we may pass on the excess. If a price increase exceeds 8% of the total booking price, you may cancel without charge in accordance with the “If We Need To Change Your Trip” section. We will give you at least 30 days’ notice before your start date of any price increase. We will not increase the price of your booking within 30 days of your start date.

Travel Insurance Is Compulsory

You must arrange adequate travel insurance before your trip begins. If you do not have adequate insurance in place before your start date, you may not be permitted to begin your Programme stay and will not be entitled to a refund.

Your policy must include, as a minimum: (a) cancellation cover reimbursing your costs if you have to cancel before travelling (b) medical expenses covering the cost of emergency medical treatment in your destination country (c) emergency repatriation covering the cost of returning you home in a medical emergency (d) personal liability cover and (e) baggage and personal effects cover.

Given the diverse nature of the projects and activities (outdoor conservation work, animal handling, remote locations), please ensure your policy specifically covers the activities you will be undertaking. Standard travel insurance policies sometimes exclude these activities – check before you buy.

Any claims for losses that are covered by your insurance must be directed to your insurer. In an emergency, we or the lodge may advance costs on your behalf. By booking, you authorise us and the lodge to claim those advanced costs from your medical insurer.

Your Responsibilities On Project

On arrival at the lodge/programme, you will be required to sign the Guest Code of Conduct. Please read it carefully – a copy is provided with your pre-departure information. The code sets out the conduct standards expected of you and the consequences of any breach, up to and including removal from the programme. In summary, while on your placement you must: (a) follow the instructions of the project staff and coordinators at all times (b) not carry or use illegal substances or non-prescription drugs (c) dress appropriately and behave with courtesy, respecting local customs (d) be punctual for all activities and duties (e) not take unscheduled days off without prior approval from the project coordinator (f) treat the accommodation with care – rooms are for your personal use only and may not be used by visitors (g) not consume alcohol between activities or in any situation where it could endanger yourself or others (h) respect all animals – domestic and wild – and adhere to ethical standards in their treatment at all times.

If you are asked to leave the programme because of a breach of the code of conduct, you will receive no refund and will be responsible for all costs of returning home.

The Nature Of Travel

Travel in an African context is an adventurous activity. By booking, you acknowledge that this type of travel involves an inherent level of risk and requires flexibility. Itineraries may change because of weather, animal behaviour, operational requirements, or other circumstances beyond anyone’s control. These changes do not entitle you to a refund.

Project Hours

Your daily project hours will depend on the project and what is happening at the project at the time. You may sometimes be asked to spend longer hours than originally indicated, for example, if animals require urgent attention or weather conditions affect the schedule. You should come prepared for this flexibility.

Health And Safety

All activities are led by qualified staff. It is your responsibility to tell the lodge of any health conditions or physical limitations before activities begin, so that appropriate adjustments can be made.

Your Personal Data

GBD processes your personal data in accordance with its Privacy Policy which can be read in full at www.gobookingdirect.com/privacy/. In summary: We collect and process the personal data you provide when booking (name, contact details, medical information, passport details, and payment information) for the purpose of managing your booking and delivering your package. We share relevant data with VE and the accredited lodge for the purpose of delivering your Programme stay. Both VE and the lodge are bound by confidentiality and data protection obligations. We retain your booking data for at least one year after your departure date, after which non-statutory data is deleted. Data we are required to retain for tax, banking, or regulatory compliance is kept for the applicable statutory period. You have the right to access, correct, and (in certain circumstances) request deletion of your personal data. Contact us at contact@gobookingdirect.com to exercise these rights. We comply with the UK GDPR, the IoM Data Protection Act 2018, and applicable EU data protection law.

Our Responsibility To You

As your organiser, GBD is responsible to you for the proper performance of all the services included in your booking regardless of whether those services are performed by GBD, the lodge, or any other supplier.

Our Liability To You Is Limited

(a) for claims not involving personal injury our total liability is limited to three times the programme price you paid. (b) we do not accept claims involving damage to luggage or property. (c) we are not liable for any failure in your programme stay that is caused by you, a third party not involved in providing the programme stay, or where the failure was unforeseeable or unavoidable or caused by unavoidable and extraordinary circumstances. (d) GBD does not hold insolvency protection. If GBD becomes insolvent, you will not be entitled to a refund of any payments made for your programme stay and, if you are already travelling, to be repatriated.

We Cannot Exclude Or Limit Our Liability For

(a) death or personal injury caused by our negligence or the negligence of our suppliers. (b) damage caused by our deliberate misconduct or gross negligence. (c) any liability that cannot be excluded or limited under UK, EU, or IoM law.

Complaints

If something goes wrong during your programme, please tell the project manager as soon as possible so that they have the opportunity to put it right. If the issue is not resolved at the lodge, please contact our VE sales representative at VEreservations.gobooking@gmail.com while you are still on placement – together you can often resolve problems more quickly if they are involved at the time. If you wish to make a formal complaint after returning home, please write to us at VEreservations.gobooking@gmail.com as soon as possible, with full details of your complaint. We will acknowledge your complaint and aim to resolve it promptly. If we cannot resolve your complaint, you may refer it to the Isle of Man courts or, for EU guests, to the courts of your country of residence.

Governing Law

These terms are governed by Isle of Man law.

Entire Agreement

These terms constitute the entire agreement between you and GBD for your programme stay. They supersede all previous terms and conditions issued by GBD or VE in relation to programme stays booked through GBD.

Changes To These Terms

We may update these Terms from time to time. When we do, we will update the version number and date shown at the top.

GOBOOKING PCC LIMITED | 137470C | 69 Quay West, Bridge Road, Douglas, Isle of Man IM1 5AG | Directors: S&S Fearnhead