Terms and conditions

1.1 The package

A group trip put together and sold by Venga Travel may constitute a package within the meaning of the Package Travel Act. The specific content of the package is set out in the offer, the order confirmation, the invoice, the travel programme and the other written information that forms the basis of the agreement. Information in general marketing material, on social media or on Venga Travel's website forms part of the specific agreement only to the extent that the information relates to the trip booked and has not, before the agreement was concluded, been changed, clarified or replaced by information in the offer or the order confirmation.

1.2 Organiser (booking contact)/contact person

The group appoints one contact person of full legal age ("the organiser (booking contact)"), who acts as the group's primary contact with Venga Travel. The organiser (booking contact) is responsible for passing on information, terms and conditions, changes and documents from Venga Travel to the group's participants, passing on correct and timely information about the participants to Venga Travel, checking offers, invoices, name lists, tickets and other travel documents received and immediately notifying any errors found, and ensuring that the group's participants receive the information that is relevant to them. Notices that may lawfully be given to the group via the organiser (booking contact) are deemed to have been received by the group when they have reached the organiser (booking contact). These terms and conditions cannot impose on the organiser (booking contact) any liability that rests with Venga Travel under mandatory legislation.

1.3 Offers

Venga Travel may make non-binding offers/estimates and binding offers. A non-binding offer is indicative only; price, flights, accommodation, activities and other services are not reserved or guaranteed until Venga Travel has expressly confirmed this. A binding offer is valid until the deadline stated in the offer. After the offer deadline has expired, Venga Travel is not bound by the offer.

1.4 Conclusion of the agreement

The agreement is concluded when the organiser (booking contact) accepts Venga Travel's offer in the manner specified in the offer. On conclusion of the agreement, the offer, the order confirmation and these terms and conditions become part of the basis of the agreement. Venga Travel sends the agreement and the relevant terms and conditions on a durable medium.

2.1 Price of the trip

The total price of the package is stated in the offer and/or the order confirmation. The price is calculated on the basis of, among other things, the agreed number of participants, group composition, room allocation, travel dates and the travel services specified in the agreement. Local taxes, charges or other payments which by their nature cannot reasonably be calculated or collected by Venga Travel before the agreement is concluded may have to be paid directly at the destination, where this is stated in the basis of the agreement.

2.2 Deposit

Unless otherwise stated in the offer or invoice, the first instalment amounts to 30% of the group's total price. The payment deadline is stated on the invoice.

2.3 Balance payment

The balance falls due on the date stated on the invoice or in the order confirmation.

2.4 Non-payment

If an amount due is not paid on time, Venga Travel may terminate the agreement after a demand for payment. Such termination is treated financially as a cancellation made by the traveller at the time of termination. Venga Travel may claim the cancellation fee to which Venga Travel would have been entitled under the agreement and the Package Travel Act, regardless of whether the amount has already been paid.

The price of the package has been calculated on the basis of the number of participants and the group composition stated in the offer. The final name list must be submitted before the deadline notified by Venga Travel. The organiser (booking contact) is responsible for ensuring that the name, gender, date of birth and other information are correct and match the participants' travel documents. Changes in the number of participants, room allocation or group composition made on the group's initiative are regarded as a change to the booking and not as a price change made by Venga Travel. If such a change results in a higher price per participant, single room supplements, changed transport prices or other documented additional costs, these may be charged to the group.

On study and group trips, parts of the academic programme may depend on external companies, schools, institutions, authorities and organisations. If an activity has not been finally confirmed at the time the agreement is concluded, this must be stated in the offer or otherwise clearly communicated to the group. Venga Travel may make insignificant changes to the package before the start of the trip where the right to do so has been reserved in the agreement. The group will be informed of this on a durable medium. If a company visit, school visit or similar that has not yet been finally confirmed cannot take place, Venga Travel will seek to offer a relevant alternative. If the change constitutes a significant change to one of the main characteristics of the package, the traveller's rights under the Package Travel Act apply.

Unless otherwise expressly agreed, Venga Travel recommends that no time-critical activities are scheduled immediately after the planned arrival or immediately before departure. If the group, on its own initiative, books or plans activities outside the package, the group itself bears the risk that these cannot take place as a result of delays or changes. Services for which the group has itself entered into a separate agreement with a third party do not form part of Venga Travel's package, unless otherwise provided by mandatory legislation.

Venga Travel reserves the right both to increase and to reduce the price of the package after the agreement has been concluded, in accordance with the Package Travel Act. Price changes may be made only as a direct consequence of changes in the price of the carriage of passengers resulting from changes in the cost of fuel or other power sources, taxes, charges or fees imposed by third parties not directly involved in the performance of the package, or exchange rates relevant to the package. The price change is calculated on the basis of the actual change in the relevant cost compared with the cost or exchange rate on which the price of the trip was based when the agreement was concluded. A price increase will be notified on a durable medium, with a justification and a calculation, no later than 20 days before the start of the package. If the price increase exceeds 8% of the total price of the package, the traveller has the rights that follow from the Package Travel Act. If the costs in question decrease, the traveller has a corresponding right to a price reduction; Venga Travel may deduct the actual administrative costs of the refund.

7.1 The traveller's right to cancel

The traveller may cancel the trip at any time before the start of the package. Cancellation must be notified to Venga Travel on a durable medium. The time of receipt by Venga Travel is decisive for the calculation of the cancellation fee. An enquiry about the possibility or the cost of cancelling is not in itself regarded as a cancellation.

7.2 Cancellation fee

In the event of cancellation, Venga Travel may charge a reasonable standardised cancellation fee set with regard to the time of the cancellation and the nature of the package. The following applies as standard: more than 90 days before departure: the agreed deposit, but no more than a reasonable standardised cancellation fee; 90-61 days before departure: 50% of the price of the cancelled package; 60-31 days before departure: 75%; 30 days or less before departure: 100%. If Venga's saved costs and any income from resale mean that, in the specific situation, the standardised fee exceeds the amount to which Venga Travel is entitled under the Package Travel Act, the necessary adjustment will be made. Specific non-refundable services may be included in the calculation where this has been stated as part of the basis of the agreement. On request, Venga Travel will provide a justification for the amount of the cancellation fee.

7.3 Change in the size of the group

The withdrawal of one or more participants constitutes cancellation of the share of the package of the participant concerned. If the withdrawal at the same time changes the group's overall cost basis, for example the room allocation, the size of the coach or other group-based services, the price for the remaining participants may be recalculated on the basis of the group's amended booking.

7.4 Extraordinary circumstances

The traveller may cancel the package without paying a cancellation fee if unavoidable and extraordinary circumstances occur at the destination or in its immediate vicinity that significantly affect the performance of the package or the carriage to the destination. The assessment is made on the basis of the actual circumstances at the time of the cancellation.

A traveller may transfer their package to another person who satisfies all the conditions for participation. Notice must be given on a durable medium and within a reasonable time before the start of the package. Notice given no later than seven days before the start of the trip is always deemed to be in good time under the Act. Venga Travel may require payment of the actual and documentable costs resulting from the transfer, including costs from the airline, hotel or other suppliers and Venga Travel's actual administrative costs. The transferor and the new traveller are jointly and severally liable for outstanding payments and for the costs of the transfer. If a specific travel service cannot be transferred under the supplier's rules or applicable legislation, transfer of that service may be impossible and may make it necessary to purchase a new service.

After the agreement has been concluded, Venga Travel is under no obligation to accept changes requested by the group. If Venga Travel accepts a change, the group bears all documented additional costs resulting from the change, including any costs incurred with suppliers and Venga Travel's actual administrative costs.

Venga Travel may make insignificant changes without the group's consent where the right to do so has been reserved in the agreement. The group will be informed on a durable medium. If Venga Travel is compelled to significantly change one of the main characteristics of the package, cannot fulfil an accepted special requirement or increases the price by more than 8%, the group will be informed without undue delay. The group may then, within the reasonable deadline specified, accept the change or terminate the agreement without paying a cancellation fee. If the group does not respond within the deadline notified, the rules of the Package Travel Act apply.

Before the agreement is concluded, Venga Travel provides the general information on passport, visa and health formalities that Venga Travel is required by law to provide. The organiser (booking contact) must inform Venga Travel if any participants have nationalities or travel circumstances other than those on which Venga Travel's information is based. Each participant is responsible for holding a valid passport, any necessary visa, residence permit and other personal travel documents. If a participant is unable to complete the trip because of their own missing or invalid documents, this is regarded as a matter attributable to the participant.

The name on flight tickets and other personal reservations must match the name required by the relevant carrier or authority. The organiser (booking contact) must check the documents immediately upon receipt. If an error is due to information received from the group, the group bears the costs of the correction. If the error is due to Venga Travel, Venga Travel bears the costs in accordance with applicable law.

Participants must arrive on time at the specified meeting points and comply with check-in deadlines and instructions from Venga Travel and the package's suppliers. If a participant fails to show up or loses a travel service for reasons attributable to the participant, for example late arrival or missing travel documents, the participant is, as a general rule, not entitled to a refund for the unused service. Any additional costs for new transport, accommodation or similar are borne by the participant, unless the matter is attributable to Venga Travel or to a supplier for which Venga Travel is liable under the Act.

Participants must follow reasonable instructions from Venga Travel and the house and safety rules of hotels, carriers, schools, companies and other suppliers. In the event of a serious or repeated breach, including violence, threats, harassment, severe intoxication, vandalism or behaviour that poses a risk to the group or to third parties, the participant concerned may, depending on the circumstances, be excluded from individual activities or from the remainder of the trip. The participant is personally liable for documented costs resulting from the participant's conduct giving rise to liability, including necessary alternative transport or return home.

Venga Travel strongly recommends that all participants have adequate travel and cancellation insurance and, where relevant, insurance in connection with work placements, study stays or other special activities. The blue European Health Insurance Card does not replace private travel insurance. It is the responsibility of the individual participant or the group to ensure relevant insurance cover, unless insurance is expressly included in the package.

15.1 Insurance products arranged by Venga Travel

Venga Travel may offer or arrange insurance products from external insurance companies. The insurance is issued and administered by the insurance company concerned and is subject to that insurance company's applicable insurance terms and conditions. The scope of cover, exclusions, excess, notification deadlines, documentation requirements, calculation of compensation and other terms of the insurance are set out in the separate insurance terms and conditions, which are sent or made available separately when the insurance is taken out. Venga Travel is not the insurer and does not decide whether a loss or incident is covered or what compensation, if any, may be paid. Such questions are decided by the insurance company concerned in accordance with the insurance contract and the applicable insurance terms and conditions. Venga Travel is not liable for the insurance company's coverage decisions, claims handling, processing times or payment of compensation, unless otherwise provided by mandatory legislation or by matters for which Venga Travel itself is responsible. It is the traveller's responsibility to review the separately sent insurance terms and conditions and to make sure that the chosen insurance meets the traveller's specific needs.

Venga Travel is responsible for the performance of the travel services included in the package, regardless of whether they are performed by Venga Travel or by a subcontractor. If the group or a participant discovers a lack of conformity which they wish to invoke, Venga Travel must be notified without undue delay. Complaints must be made via the contact channels provided by Venga Travel. Where practicable, the lack of conformity must at the same time be reported to the relevant local supplier. The group must give Venga Travel a reasonable opportunity to investigate and remedy the matter. If the group, without reasonable cause, fails to complain in good time and thereby deprives Venga Travel of the opportunity to remedy or limit a lack of conformity, this may result in the loss or reduction of the group's claims to the extent that this follows from applicable law. The group is advised to secure written documentation, photographs and other relevant documentation of both the lack of conformity and the complaint.

If the package is not in conformity, Venga Travel has the right and the obligation to try to remedy the lack of conformity within a reasonable time, unless remedying it is impossible or would entail disproportionate costs. The group may not simply purchase a more expensive alternative service and subsequently require Venga Travel to cover the expense if Venga Travel has not first been given a reasonable opportunity to remedy the matter, unless immediate remedy is necessary or Venga Travel has refused to remedy it.

Claims for a proportionate price reduction, damages or compensation as a result of a lack of conformity that has not been satisfactorily remedied must be submitted in writing to Venga Travel within a reasonable time after the end of the trip. Claims are to be sent to info@venga.dk.

Venga Travel is not liable to pay damages for a loss if Venga Travel proves that the lack of conformity is attributable to the traveller, to an unconnected third party where the matter is unforeseeable or unavoidable, or to unavoidable and extraordinary circumstances. This does not affect any right of the traveller to a proportionate price reduction under the Package Travel Act.

To the extent that a service provider's liability is limited under an international convention binding on the EU, the same limitation applies to Venga Travel's liability. Where liability is not limited under such rules, Venga Travel's liability for damages is limited to three times the total price of the package. This limitation does not apply to personal injury or to damage caused intentionally or negligently in cases where limitation is not permitted under the Package Travel Act.

The traveller's rights under the Package Travel Act do not limit any rights under EU rules on passenger transport or relevant international conventions. When making a claim, the traveller must inform Venga Travel of any damages, compensation or refund received from the carrier for the same matter. Amounts already received for the same loss or lack of conformity may be set off against Venga Travel's payment obligation, so that double compensation is not obtained.

Participants are themselves responsible for keeping a reasonable watch over luggage, passports, money, electronics and other personal belongings. Venga Travel recommends insurance against theft, loss and damage. If luggage is lost or damaged during transport, this must be reported immediately to the relevant carrier in accordance with its applicable procedure. This provision does not limit rights arising from mandatory legislation or international conventions.

Venga Travel is under no obligation to store or forward items that participants leave behind at the destination. If Venga Travel or a supplier, by agreement, assists with forwarding, the participant pays the actual shipping costs and a reasonable handling fee notified in advance.

If a traveller is in difficulty during the package, Venga Travel provides appropriate assistance in accordance with the Package Travel Act. If the difficulty is caused intentionally or negligently by the traveller, Venga Travel may charge a reasonable fee corresponding to the actual costs of the assistance, to the extent permitted by law.

Unavoidable and extraordinary circumstances means a situation beyond the control of the party invoking it, the consequences of which could not have been avoided even if all reasonable measures had been taken. Depending on the circumstances, this may, for example, include serious security problems, war, terrorism, significant health risks, serious natural disasters or extreme weather conditions. The rights and obligations of the parties in such situations follow from the Package Travel Act and relevant rules on passenger rights.

As a travel organiser, Venga Travel is registered with the Danish Travel Guarantee Fund (Rejsegarantifonden) in accordance with applicable legislation. Venga Travel's registration number with the Danish Travel Guarantee Fund is RGF2447.

If a complaint cannot be resolved between Venga Travel and the traveller, the traveller may, in accordance with applicable rules, bring the matter before the Danish Package Travel Complaints Board (Pakkerejse-Ankenævnet). Disputes that are not resolved between the parties or through a relevant complaints body are settled under Danish law by a competent court, unless otherwise provided by mandatory rules on choice of law or venue.

Venga Travel processes the personal data necessary to enter into and perform the travel contract, including where data must be disclosed to airlines, hotels, local partners or other suppliers in order to provide the package. Processing takes place in accordance with Venga Travel's applicable privacy policy and data protection legislation.

Receipt of marketing and newsletters is governed separately and is not a condition for purchasing the package.