Terms & Conditions
Important terms and conditions for our travel services and booking policies.
Published: January 2025
Last Updated: 16 July 2026
Effective Date: 16 July 2026
Important Information
The following booking conditions together with our Privacy Policy, the general information contained in our brochures and website, and any other written information we brought to your attention before we confirmed your booking form the basis of your contract with BSL Tours, a trading name of EPIC TRAILS TRAVEL GROUP LTD, a company registered in England with company number 16225580 and registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ ("we", "us", "our"). Please read them carefully as they set out our respective rights and obligations.
⚠️ Please be aware that your deposit is non-refundable where you choose to cancel your holiday.
1. Definitions and Interpretation
1.1 Definitions
In these Terms and Conditions:
- "Booking Confirmation" means the written confirmation we send to you confirming the details of your travel arrangements.
- "BSL Tours", "we", "us", "our" means BSL Tours, a trading name of EPIC TRAILS TRAVEL GROUP LTD, company registration number 16225580, registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.
- "Client", "Customer", "you", "your" means the person who makes the booking (the lead name) and includes all persons named on the booking or subsequently added to it.
- "Force Majeure" or "Unavoidable and Extraordinary Circumstances" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid.
1.2 Package Travel Regulations
The Package Travel and Linked Travel Arrangements Regulations 2018 apply to your contract where we combine and sell to you two or more of the following travel services:
- Transport (transfers, car rental)
- Accommodation
- Other tourist services not ancillary to transport or accommodation accounting for 25% or more of the value of the package
We do not sell or arrange flights, and flights are never included in our packages. We are therefore not required to hold an ATOL (Air Travel Organiser's Licence). You are responsible for booking your own flights to and from Sri Lanka.
2. Authority and Acceptance
2.1 Lead Name Authority
By making a booking, the Lead Name agrees on behalf of all persons detailed on the booking that:
- He/she has read these booking conditions and has the authority to and does agree to be bound by them
- He/she consents to our use of information and personal data in accordance with our Privacy Policy
- He/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age
- He/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking
- All information provided is true, complete and accurate
- All persons on the booking are physically and mentally capable of undertaking the travel arrangements without undue risk
3. Making Your Booking
3.1 Booking Process
Bookings may be made:
- Through our website at www.bestsrilankatours.com
- By email to info@bestsrilankatours.com
- By telephone on 0330 043 4463
- In writing to our registered office
3.2 Booking Confirmation
A binding contract between you and us comes into existence when we send you our booking confirmation. Please check your booking confirmation carefully and contact us immediately if any information appears incorrect.
4. Pricing and Payment
4.1 Deposit Requirements
| Tour Value | Standard Deposit | Peak Season Deposit |
|---|---|---|
| Under £2,000 per person | £300 per person | 50% of tour price |
| £2,000-£5,000 per person | £500 per person | 50% of tour price |
| Over £5,000 per person | £750 per person | 50% of tour price |
4.2 Final Payment
The balance of your tour price must be received by us:
- 60 days before departure for standard bookings
- 90 days before departure for peak season bookings (December 20 - January 10)
- Immediately for bookings within the above timeframes
4.3 Price Changes After Booking
Once your booking is confirmed, we will only increase the price if our own costs rise as a direct consequence of changes in: the cost of fuel or other power sources for transport; taxes or fees imposed by third parties not directly involved in performing your package (such as tourist taxes or entrance levies); or exchange rates relevant to your package. Any increase:
- Will be notified to you with an explanation and calculation at least 20 days before departure
- Will never be applied within 20 days of your departure date
- Is limited to 8% of the total package price. If the increase would exceed 8%, you may accept the change, accept an alternative package if we offer one, or cancel with a full refund of all monies paid
You are equally entitled to a price reduction if those same costs fall after booking, less our reasonable administrative expenses.
5. Cancellations, Changes and Transfers
5.1 Cancellation by You
| Notice Period | Cancellation Charge |
|---|---|
| More than 90 days | Loss of deposit only |
| 89-60 days | 30% of total tour price (or deposit if greater) |
| 59-45 days | 50% of total tour price |
| 44-30 days | 70% of total tour price |
| 29-15 days | 90% of total tour price |
| 14 days or less | 100% of total tour price |
These charges reflect the costs we are unable to recover from our suppliers and the likelihood of reselling your arrangements. Where our actual saved costs and any alternative use of the travel services mean the justified charge is lower, we will apply the lower amount. Cancellations must be made in writing by the Lead Name and take effect on the day we receive them.
5.2 Transferring Your Booking
You may transfer your booking to another person who satisfies all the conditions applicable to it, provided you give us reasonable notice in writing (no less than 7 days before departure). You and the person taking over the booking are jointly liable for any balance due and for any reasonable additional fees, charges or other costs we incur in making the transfer, which we will evidence to you.
5.3 Changes and Cancellation by Us
Occasionally we may need to make changes to your arrangements. Most changes are insignificant (such as a substitution of accommodation of equal or higher standard) and we will inform you as soon as practicable. If, before departure, we are forced to make a significant change to a main characteristic of your package, or we cancel your package, we will tell you without undue delay and you may:
- Accept the proposed change
- Accept an alternative package of equivalent or higher quality if we are able to offer one (or a lower quality one with an appropriate price reduction)
- Cancel and receive a full refund of all monies paid
If we cancel your package for reasons other than your own fault, or you cancel where entitled to a full refund under these terms, we will refund all payments made within 14 days. Where required by law, compensation may also be payable, except where the cancellation results from unavoidable and extraordinary circumstances or from insufficient minimum numbers notified to you within the legally permitted period.
6. Travel Requirements and Documentation
6.1 Passports
UK Citizens:
- Passport must be valid for at least 6 months beyond your return date
- Passport must have at least 2 blank pages for entry stamps
- Damaged passports may not be accepted by airlines or immigration
6.2 Visas and Entry Requirements
Tourist visas for Sri Lanka can be obtained online (ETA) or on arrival. Electronic Travel Authorization (ETA) is recommended in advance. You are responsible for obtaining all necessary visas and meeting entry requirements.
6.3 Travel Insurance Requirements
Mandatory Coverage - All travellers must have comprehensive travel insurance including:
- Medical Cover: Minimum £2,000,000 for medical expenses and emergency repatriation
- Cancellation Cover: Sufficient to cover the full cost of your tour
- Personal Effects: Cover for loss or damage to personal belongings
- Adventure Activities: Cover for activities included in your tour
- COVID-19 Coverage: Including medical treatment and quarantine costs
7. Health, Fitness and Special Requirements
7.1 General Fitness Requirements
Our tours may involve:
- Walking on uneven surfaces and steps
- Moderate physical activity in hot, humid conditions
- Travel on winding mountain roads
- Early morning starts and long travel days
- Basic accommodation in some areas
7.2 Age Restrictions
- Minimum Age: 8 years for group tours, no minimum for private tours
- Maximum Age: No upper limit, but fitness requirements must be met
- Unaccompanied Minors: Children under 16 must be accompanied by a responsible adult
8. Our Liability and Responsibilities
8.1 Our Service Promise
We promise to provide your tour arrangements with reasonable skill and care. We accept responsibility for services we provide directly and services we arrange with suppliers acting as our agents.
8.2 Limitations of Liability
Except for death or personal injury caused by our negligence, our liability for any loss, damage, or expense is limited to a maximum of three times the total cost of the tour arrangements affected.
8.3 Assistance if You Are in Difficulty
If you find yourself in difficulty during your tour, we will provide appropriate assistance without undue delay. This includes providing information on health services, local authorities and consular assistance, and helping you to make distance communications or find alternative travel arrangements. We may charge a reasonable fee for this assistance where the difficulty was caused intentionally by you or through your negligence.
9. Force Majeure and Extraordinary Circumstances
Force Majeure includes but is not limited to:
- Natural events: earthquakes, tsunamis, extreme weather, epidemics, pandemics
- Human events: war, terrorism, civil unrest, government actions
- Infrastructure events: airport closures, transport strikes, power failures
10. Complaints and Dispute Resolution
10.1 During Your Tour
If problems arise during your tour, you must report issues immediately to our local representative and allow reasonable opportunity for problems to be resolved.
10.2 Post-Tour Complaints
Submit complaints in writing within 30 days of return to:
- Email: complaints@bestsrilankatours.com
- Post: Customer Services Manager, Epic Trails Travel Group Ltd (trading as BSL Tours), 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
11. Contact Information
BSL Tours
Trading name of: EPIC TRAILS TRAVEL GROUP LTD
Company Number: 16225580
Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Telephone: 0330 043 4463
Email: info@bestsrilankatours.com
Website: www.bestsrilankatours.com
Office Hours:
Monday to Friday: 9:00 AM - 6:00 PM GMT
Saturday: 10:00 AM - 2:00 PM GMT
Sunday: Closed (except emergencies)
12. Legal Framework
These Terms and Conditions are governed by English law. Any disputes arising from or relating to these Terms or your booking will be subject to the exclusive jurisdiction of the English courts.
Important Notice
These terms and conditions form a legally binding agreement between you and BSL Tours. Please read them carefully before making a booking. If you have any questions, please contact our team at info@bestsrilankatours.com or 0330 043 4463 before proceeding with your reservation.
© 2026 Epic Trails Travel Group Ltd, trading as BSL Tours. All rights reserved.