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Terms & Conditions

Pioneers in Tourism

Travel Idea

Terms & Conditions
The General Terms and Conditions govern the responsibilities and obligations of the Client (hereinafter referred to as the “CLIENT”) in relation to participation in an organized or individual trip (a package of travel services including transportation and at least one overnight stay), and the general tourism agency TRAVEL IDEAS L.L.C. – TRAVEL IDEA L.T.D. (hereinafter referred to as “TRAVEL IDEA”), which sells or offers for sale travel services organized either by itself or by a third-party organizer. Each traveler, their family members, and any co-travelers financially covered by them, as well as participants traveling through companies, associations, organizations, educational institutions, or other entities, automatically accept the following terms upon participation, confirming that they have read, understood, and agree to comply with them. The term “Client” as a contracting party also applies to organizations or companies that financially cover members, students, employees, or other affiliated individuals, and which are jointly responsible for the acceptance and compliance with these terms. Clients are also bound by any specific and stricter financial terms that apply to “special travel arrangements,” such as trade fair trips, corporate travel (incentives), conferences, ski destinations, sporting events, cruises, full charters, and other travel types as described in each respective program. Cancellation fees in such cases may reach up to 100% of the total cost, and registration and cancellation deadlines are typically set well in advance. The final price and the applicable travel program are those stated in the documentation provided to the client and confirmed by the final payment receipt.
For a booking to be valid and for participation in a group trip to be confirmed, the traveler must pay a deposit equal to one-third (1/3) of the total trip cost to TRAVEL IDEA or transfer the amount to TRAVEL IDEA’s bank account.
  • For bookings made up to 20 days before departure, a 30% deposit is required, payable in cash or by immediate credit card charge.
  • For bookings made up to 15 days before departure, a 50% payment is required, payable in cash or by immediate credit card charge.
  • For bookings made up to 10 days before departure, full payment of the trip cost is required.
Clients are also required to send our offices a copy of the bank transfer, along with the full names of all travelers exactly as stated on their passports or ID cards (new type with Latin characters), the travel date and the specific trip covered, as well as the preferred room type (double, single, etc.). In all cases, for participation to be valid, full payment must be completed no later than 10 days prior to departure (earlier payment may be required for “special travel arrangements”). The price of the trip includes only the services explicitly stated in the participation agreement for the organized or individual trip.

TRAVEL IDEA is responsible for coordinating and delivering travel services in the best possible way to its clients, acting as an intermediary between clients and third-party providers involved in the trip (such as carriers, hotels, agents, etc.). However, it does not have, nor can it have, direct control over these providers and therefore cannot be held liable for their actions or omissions.

TRAVEL IDEA is not responsible for errors, omissions, or service irregularities caused by third parties or their partners, nor for unforeseen circumstances such as cancellations, delays, or changes in schedules of any means of transport (aircraft, ships, vehicles, trains, etc.), due to embargoes, strikes, or other causes. It also bears no responsibility for delays in charter or scheduled flights.

Furthermore, TRAVEL IDEA shall not be held liable for loss of money, personal belongings, documents, or luggage, nor for any damage to them; for accidents, illness, epidemics, or health conditions arising from environmental factors such as altitude, climate, hygiene, or food; or for injuries or hardships resulting from war, coups, terrorist acts, hijackings, earthquakes, weather conditions, fires, epidemics, toxic contamination, or similar causes or events.

TRAVEL IDEA shall not be liable to compensate the client for any damage resulting from non-performance or improper performance of the contract, unless such liability is due to its own fault or that of a service provider forming part of the contractual agreement.

TRAVEL IDEA will provide assistance and support to travelers in every possible way; however, this does not constitute acceptance of liability or an obligation to cover any related extraordinary expenses.

Any reasonable complaints during the trip must be reported to the tour leader or, at the latest, within 7 days after returning from the trip, by written notice to TRAVEL IDEA, accompanied by any supporting documentation, so that claims may be pursued with the relevant service providers. After the 7-day period has elapsed, TRAVEL IDEA is under no obligation to respond to any claims.

Each client must settle the full participation cost in a timely manner in order to receive the travel services. Clients are solely responsible for the issuance, validity, accuracy, and any required visas of their travel documents (passports, residence and work permits, etc.) necessary for departure, transit, and stay in the countries included in the itinerary, as well as for their return (where applicable) to Greece. Holders of foreign passports must inform TRAVEL IDEA and are advised to check with the relevant embassies whether visas are required for their destination countries.

Any assistance provided by TRAVEL IDEA in obtaining the above documents or visas does not imply responsibility or obligation for their issuance. Failure to obtain or present valid travel documents (passport, visas, work permits, etc.) to the authorities does not constitute force majeure for trip cancellation, and the client will be subject to applicable cancellation fees.

Clients are responsible for the actions of any minors accompanying them and must supervise them at all times throughout the trip to ensure their safety and proper conduct. Participants in group travel must follow the instructions of tour leaders and local guides and show consideration and cooperation with fellow travelers. Clients are also responsible for arriving on time at designated meeting points for all scheduled activities (flights, transfers, excursions, meals, etc.). Delays or lack of punctuality may result in loss of services without entitlement to compensation.

If a client chooses to interrupt the trip or leave the group on their own initiative, they are not entitled to any further services or refunds, and any additional transportation or related expenses will be borne solely by the client.

IMPORTANT: Many trips may involve conditions that can affect travelers physically. This is especially true for destinations with extreme temperatures (cold or heat), tropical climates, or regions with higher health risks, such as parts of Africa, Asia, and South America. Clients—particularly elderly travelers or those with sensitive health conditions, hypertension, cardiovascular issues, or allergies—are strongly advised to consult their doctor prior to travel. Preventive vaccinations or medication (e.g., for hepatitis A and B) may be recommended, especially in areas where strict hygiene standards cannot always be guaranteed. Due to frequent changes in areas affected by epidemics, clients are advised to consult local public health authorities before departure.

For long-haul flights, we recommend staying well hydrated (avoiding alcohol and excessive caffeine), moving regularly (walking every 1–2 hours), performing light exercises, and wearing comfortable socks or slippers instead of tight footwear.

Client prices are calculated on the date indicated in the applicable price list, based on the cost of the services included in each trip, current fares, taxes and security charges, foreign exchange rates against the Euro, the number of participants, fuel prices, service costs, and any other relevant cost factors. While TRAVEL IDEA makes every effort to anticipate changes, it reserves the right to adjust prices if any of the above factors change, up to 14 days prior to departure.

If, within the last 14 days before departure, extraordinary increases occur (such as in fares, taxes, fuel costs, exchange rates, etc.), the client has the right either to accept the corresponding price increase or to cancel their participation, provided that the increase exceeds 10% of the total trip cost.

TRAVEL IDEA reserves the right to cancel any trip prior to departure:

  • In cases of force majeure or safety reasons, meaning circumstances beyond its control, unusual, and unforeseeable
  • If extraordinary increases, as described above, significantly exceed 10% of the trip cost (in such cases, all amounts paid by the traveler will be refunded)
  • In the event of insufficient participation. If the required number of participants is not met, TRAVEL IDEA is obliged to inform travelers at least 7 days before departure, offering either a full refund or an alternative trip, without further liability

If, during the trip, unforeseen circumstances arise and additional expenses are required to ensure the safe continuation of the journey or the repatriation of participants, clients are obliged to cover these costs on the spot. Any temporary coverage of such expenses by TRAVEL IDEA does not constitute acceptance of liability, but rather a facilitation, with the client being responsible for reimbursing the amount immediately upon return.

Important: Charter flights are subject to frequent schedule changes due to priority given to scheduled flights. Changes in flight schedules do not constitute grounds for trip cancellation by the client without applicable cancellation fees (see “Cancellation Policy”).

Group trips are designed purely for leisure purposes and should not be combined with business, personal, or other engagements. The sequence of visits, guided tours, and accommodation across different cities may change without prior notice due to local, technical, or other reasons, in order to ensure the smooth operation of the program.

The client has the right to cancel their trip by providing written notice to TRAVEL IDEA, subject to the following charges (per person), regardless of the booking date. These charges reflect obligations to third parties, financial implications for other travelers, and administrative costs.

  • Up to 35 days before departure: €50 per person for administrative, organizational, and communication expenses
  • 34–22 days before departure: retention of the deposit (1/3 of the total trip cost)
  • 21–15 days before departure: 50% of the total trip cost
  • 14 days before departure up to departure: cancellation fees may reach up to 100% of the total trip cost

In addition, the client will be charged for any expenses already incurred by TRAVEL IDEA on their behalf (such as conference or seminar registrations, tickets for entertainment or sporting events, visa issuance, travel documents, etc.).

Changes in flight schedules (e.g., morning to evening or vice versa), replacement of hotels with others of the same or higher category, or minor unavoidable changes to the program that do not significantly alter the overall nature of the trip do not constitute valid grounds for cancellation without applicable fees.

<strong>Important:</strong> Illness, medical procedures, or accidents affecting the traveler or their relatives do not justify cancellation without the above cancellation charges imposed by carriers, hotels, cruise companies, and other suppliers. Likewise, failure to arrive at the departure point on time due to weather conditions, strikes, or delays/cancellations of other transport does not exempt the client from cancellation fees.

Clients traveling from distant locations (e.g., islands) are strongly advised to arrive at the departure point at least one day in advance to ensure timely attendance (airport, port, etc.).

Any costs incurred by TRAVEL IDEA due to cancellation cannot be offset against future travel or transferred to another trip.

The traveler may transfer their booking to another person for the same services, room, and trip, subject to payment of administrative fees, any visa-related costs, conference participation fees, and any charges imposed by transport providers for name or fare changes. The replacement traveler assumes all rights and obligations of the original participant.

For special departures, holiday periods, exhibition periods, charter flights or ships, corporate incentive trips, conferences, and similar travel arrangements, cancellation deadlines are significantly earlier and cancellation fees substantially higher, as they are governed by specific agreements with suppliers (hotels, airlines, restaurants, etc.).

In corporate incentive trips, associations, and similar group arrangements—due to the volume of pre-booked services (air seats, rooms, meals, etc.) paid well in advance—cancellation policies typically apply from at least 45 days prior to departure, regardless of the booking confirmation date, and are determined by special contracts with airlines, agents, hotels, and other suppliers.

TRAVEL IDEA provides group coverage for clients against risks related to public liability, improper performance of the contract, and repatriation. However, group coverage is inherently limited.

TRAVEL IDEA strongly recommends that clients arrange private insurance coverage to adequately protect against the above risks, based on the level of coverage they require. This should also include cancellation coverage in case the trip is canceled due to serious illness, medical procedures, or accidents—events which do not exempt clients from charges imposed on TRAVEL IDEA by its suppliers and must therefore be borne by the clients themselves.

TRAVEL IDEA provides group coverage for clients against risks related to public liability, improper performance of the contract, and repatriation. However, such group coverage is inherently limited.

TRAVEL IDEA strongly recommends that clients take out a private insurance policy to cover these risks at the level of protection they require, as well as cancellation coverage in case the trip is canceled due to serious illness, medical procedures, or accidents. These events do not affect the charges imposed on TRAVEL IDEA by its suppliers and must therefore be covered by the clients themselves.

a. Hotels – Rooms

There is no universal international hotel classification system. As a general guideline, the star rating is commonly used: 2* = Tourist Class, 3* = Standard Class, 4* = First Class, 5* = Luxury.

Some hotels (particularly in France) may intentionally rate themselves lower for tax-related reasons. Additionally, newly opened hotels often start with a lower classification for introductory purposes. Therefore, the official category is not always the sole indicator of quality—actual condition, location, and the range of services offered are equally important factors.

Rooms are typically available to guests after 14:00 (2:00 PM) and must be vacated by 12:00 (12:00 PM). Triple rooms are usually less spacious, and the extra bed may be smaller than standard beds. In group and package travel, upgraded or premium room types are generally not available due to special contracted rates.

b. Cooperation with Other Tour Operators

For coach tours and certain air travel packages, collaborations between two or more travel agencies may be established in order to ensure sufficient participation for departures and to secure better pricing for clients. These partnerships are disclosed, and TRAVEL IDEA makes every effort to ensure that both pricing and quality reflect the services provided.

c. Practical Recommendations

At airports and ports, you should arrive at least two (2) hours before departure. If no tour leader is assigned to your trip, you must reconfirm your onward flights with the airline and verify the departure airport, terminal, and time.

Do not forget your passport. Settle any extra charges (e.g., room or cabin expenses) in advance to allow sufficient time for check-out procedures. We strongly recommend storing money and valuables in hotel safety deposit boxes and not opening your room door unless you are certain of the visitor’s identity.

Do not leave bags, hand luggage, mobile phones, or other personal belongings unattended in restaurants, hotels, waiting areas, or similar locations. In case of loss, responsibility lies with the client.

TRAVEL IDEA and the CLIENT agree to resolve any disputes that may arise in good faith. In the event of disagreement, Greek law shall apply and the courts of Athens shall have jurisdiction.

Our goal is to help people in the best way possible. this is a basic principle in every case and cause for success. contact us today for a free consultation. 

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