Reserving your place on a tour requires an initial non refundable deposit of £500 per person (unless otherwise specified on the individual tour literature). This deposit guarantees your place on the tour and requires that full payment of the total entry fee be made 8 weeks prior to the start of the tour (the due date). It is also seen as an acceptance of all terms and conditions as laid out here. If the due date has passed then the full payment is due on reservation. If by the due date for settlement we have not received full payment we reserve the right to cancel the booking. Please see the cancellation policy below for full details of how this affects you.
Methods of Payment
Credit or debit card payments over the telephone, or by personal or business cheque or by BACS transfer. If paying close to the due date please allow sufficient time for funds to clear.
International ferry or Eurotunnel crossings where applicable, all hotels and secure parking. breakfasts at all the hotels (unless unavailable), discrete Petrolhead Nirvana decals, evening meals are also included (where specified). Drivers Pack (including full route notes, tour guidelines, contact list and useful numbers), loan of a Tomtom satnav device, loan of a licensed “walkie talkie”. On specified tours the provision of a support vehicle to carry your excess luggage and spares.
All other costs are excluded. Examples of accommodation exclusions: bar or restaurant costs, newspapers, any room service items and anything you order while at the hotel. Your room will be fully paid for when you arrive but you may need your credit card to check in and you must pay any outstanding personal bills before checking out.
If you miss a ferry (or Eurotunnel) crossing and need to book another to catch up with the group, it is your responsibility to pay for any incurred costs. Internal ferries in Norway are excluded as they are part of the road network. Other examples of costs which are your responsibility include (but are not limited to) fuel, road tolls/taxes, lunches or speeding fines.
In order to participate you must be aged 18 or over.
Changes made by you
Upon written request, we may be able to make minor adjustments to your booking as long as we are advised in good time. An administration fee of £45 per person will be charged in addition to any further costs incurred relating to your amendment. If the amendments are beyond what we consider to be minor or reasonable then we reserve the right to treat the adjustment as a cancellation of the booking.
Changes made by us
Although highly unlikely, it is possible for small amendments to your booking to be necessary. As bookings are made with suppliers many months in advance, some changes may become unavoidable. You will be notified of any changes we need to make immediately. Minor changes would encompass amendments to a ferry time up to major changes such as a change of hotels.
Cancellation by you
To cancel your place on tour you must notify us in writing as soon as possible. You will be liable for the cancellation charges detailed below.
Cancellation made by us
We retain the right to cancel a tour under any circumstance. If an alternative tour is available to you, we will offer you this option or we will allow you to utilise your fee, in full or in part, for the alternative tour. If you decline this alternative, you are entitled to a refund of any money paid to Petrolhead Nirvana Limited.
We retain the right to dismiss you at any time, before or during, from participation if we are made aware of any illegal, inappropriate or antisocial behaviour on your part. In this instance, you will not be entitled to any refund and we will not be liable for any additional costs that you incur as a result.
Cancellation greater than 4 weeks before departure incurs a charge of 50% of the total entry fee (or all fees paid to date if less than 50%). Cancellation less than 4 weeks before departure incurs forfeiture of the entire entry fee.
Substitution of entry
If you can find a replacement, you will be entitled to 100% of any monies paid, less an admin fee of £45, plus any unforeseen costs associated with the amendment.
Force majeure, means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events include (but are not limited to) war or threat of war, riot, civil strife, and terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control. In this case, we regret no refund will be available.
You must keep to all laws and regulations of each country your tour travels through. Without limitation these include speed limits, your vehicle condition (e.g. Insurance, MOT, Swiss Vignette, required items in your vehicle, warning triangle, first aid kit, spare bulbs and fuses, hi-vis vests) and not driving while under the influence of any intoxicating substance(s). It is a condition that you hold a full valid UK driving license and passport.
A Petrolhead Nirvana tour IS NOT A RACE. You are solely responsible for your behavior, Petrolhead Nirvana Limited cannot be held responsible if you partake in any illegal or antisocial behaviour. You agree to indemnify Petrolhead Nirvana Limited in full, against any attempt by any third parties to bring about a claim as a direct result of any breach, by you of any laws or regulations during your participation on tour.
It also must be noted that all speed camera detectors or jammers are illegal in many of the countries we travel through (with the exception of GPS database ‘sat-nav’ units) The penalties for having these devices (even unused in the boot) are severe so we strongly recommend you do not carry them. Petrolhead Nirvana tours are designed so breaking speed limits to achieve daily distances are unnecessary.
We cannot be held responsible in any way for any travel delay that occurs either before or during the tour, whether foreseen or not. We will not be liable for any additional costs you may incur as a result. Examples include, but are not limited to, adverse weather conditions, natural disasters, technical difficulties and industrial disputes. If you are unable to complete the Petrolhead Nirvana tour for whatever reason you will not be entitled to any refund for any unused services booked on your behalf.
Third party carriage
Any carriage by third party operators either by air, sea or rail will be subject to the terms and conditions of the carriage supplier. Petrolhead Nirvana have no control over third party terms and conditions.
You must ensure (as a condition of travel) that you have comprehensive travel insurance for yourself, your passengers, luggage and your vehicle for the entire duration of the trip. To include; (but not be limited to) cancellation, sickness and accident cover (and any associated repatriation costs both for the vehicle and each passenger). It is solely your responsibility to arrange suitable cover, Petrolhead Nirvana cannot be held responsible for any failure to do so.
All inclusive items are listed in the tour itinerary and any other additions are to be paid by you. Due to the nature of bookings made months in advance your booking may be subject to pricing variations. These fall into the following areas:
Third party changes to price
We will try to fix all prices with our 3rd party suppliers but in the event we are unable to do so, if suppliers increase their prices; there may be an additional cost to you.
All prices are calculated at the rate of exchange against Sterling at the tourist rate prevailing at the time of booking which can be subject to fluctuation. Government actions: levies, local taxes or fees may also be altered without notice and is beyond our control.
In any of the above scenarios, Petrolhead Nirvana Limited will absorb any cumulative cost increases by up to 5% of the original fee. After this it is your responsibility to pay any further costs. If you are asked for further payment, you will have 14 days in which to cancel your booking and ask for a full refund. If you notify us after 14 days has elapsed, you will be subject to the terms and conditions of our standard cancellation policy.
Petrolhead Nirvana recommend that large or attention grabbing graphics are not placed on your vehicle on tour. In the current environment these may draw unwanted attention from law enforcement or local undesirable entities. In the recent past this has caused other (non Petrolhead Nirvana) tours to be abandoned.
If you do place such graphics on your vehicle we will not be responsible for any related consequences and indeed we reserve the right to refuse entry to the tour if we deem such graphics to be inflammatory or against the spirit of a Petrolhead Nirvana tour. We also reserve the right to refuse entry to any vehicles displaying graphics or signs relating to any tour not organized by Petrolhead Nirvana. We supply small subtle logos for each vehicle as part of the drivers pack which you are not required to place on your vehicle. The product we use is specifically designed to be applied externally to vehicles without damaging paintwork. As such, Petrolhead Nirvana Limited will accept no responsibility or claim for any damage caused during the application or removal of graphics.
By signing onto a tour you give your consent to have photographs or video footage taken of you and your vehicle. You agree to allow Petrolhead Nirvana Limited the full use of these images or footage for any purposes we see fit. You may take your own photographs and video footage for personal consumption only and not for any commercial gain after the event. No retrospective claims may be made for invasion of privacy or defamation if you have not notified us beforehand that you do not agree with the above.
All complaints must be submitted to one of our on-tour representatives as soon as possible so that we can investigate your complaint effectively. If upon your return you are not satisfied with how your complaint has been dealt with please inform us in writing within three weeks of your return.
Our liability to you
We will try to ensure that all elements of the tour we have agreed to provide as part of our contractual obligations are carried out with reasonable skill and care. Regarding the supply of any goods and services, we are not liable to you or a member of your party for any injuries, liabilities or any other losses incurred, except where it is expressly stated within these terms and conditions. Our total liability to anyone presenting a claim, relating to a negligent act by us, shall not exceed the total cost of the tour.
Third party liability
Any part of the tour, which involves the services or provisions of a third party will be governed by the terms and conditions of each third party.
In entering the tour, you do so completely voluntarily and with the knowledge that if, as a direct result of your actions, you or any member of your party have any accident, injury or other incident it is entirely your responsibility and you hereby indemnify Petrolhead Nirvana Limited, its Directors and Agents in full against any claim brought about by you, a member of your party or a third party.
Occasionally it may become necessary to adjust these terms and conditions. If this happens you will be advised of the changes and then offered the option to withdraw from the tour and obtain a full refund of your money paid so far.
Petrolhead Nirvana Limited is registered in Great Britain. These Terms and Conditions shall be construed in accordance with English law.
By booking your place on a tour you hereby confirm to have read and fully understood the terms and conditions and agree to be bound by them as well as any associated documents enclosed in the same pack or email. (eg country specific notes and ‘to do’ or pack lists) If after reading these term and conditions you require further explanation of any section or their meanings, you must contact us before paying any deposit.
Petrolhead Nirvana Ltd., 105 The Glass Building, 226 Arlington Road, Camden Town, London, NW1 7HY | 0845 838 7363
Registered in England no. 6492135. VAT no. 934291420 | Registered Address: 1a High Street, Epsom, Surrey KT19 8DA.