BOOKING AND CANCELLATION TERMS — HAGIOTOPIA
Last updated: 12 August 2026
IMPORTANT — CONTRACTUAL DOCUMENT TO BE FINALISED
All [TO BE COMPLETED] fields must be completed before sales begin. The cancellation scale must be set in light of Hagiotopia’s business model and costs actually incurred. Mandatory package travel rules prevail over any conflicting term.
1. Scope
These Terms govern bookings for trips, tours, pilgrimages, stays, excursions and other services sold by Hagiotopia. They are supplemented by pre-contractual information, the quotation or offer, the trip description and any specific terms.
Where a combination of services constitutes a package within applicable law, the corresponding mandatory protections apply.
2. Organiser
Hagiotopia — [LEGAL NAME], [LEGAL FORM], registered office [ADDRESS, GREECE], AFM [TO BE COMPLETED], GEMI [TO BE COMPLETED], MITE [TO BE COMPLETED], email [TO BE COMPLETED], telephone [TO BE COMPLETED].
3. Information before booking
Before being bound, the traveller receives required information including destination, itinerary, dates, duration, transport, accommodation, meals, visits, language of services, possible group size, accessibility, total price, payment terms, any minimum participant number, formalities and termination conditions.
Any special requirement considered essential by the traveller must be disclosed before booking.
4. Contract formation
An availability enquiry is not a confirmation. The contract is concluded when Hagiotopia confirms the booking under the stated process and the applicable acceptance and payment requirements have been met.
A person booking for several participants confirms that they are authorised to provide them with contractual information and to transmit to Hagiotopia the data necessary for their travel.
5. Price
The offer states the price and included services. Unless otherwise indicated, personal expenses, optional services and expressly excluded services are not included.
For an already concluded package, a price increase is permitted only where expressly provided by the contract, together with a corresponding right to a price reduction, and where it results from legally permitted causes such as changes in passenger transport costs caused by fuel/energy prices, taxes or fees imposed by third parties, or relevant exchange rates. Any increase must be calculated and notified in accordance with applicable law and within the statutory period before departure. If the increase exceeds the applicable statutory threshold, the traveller has the rights provided by law.
6. Payment
Deposit on booking: [TO BE COMPLETED: % OR AMOUNT]
Balance due date: [TO BE COMPLETED]
Payment methods: [TO BE COMPLETED]
Failure to pay by the due date may, after any required steps and notices, result in termination of the booking in accordance with applicable law. Any sums retained must comply with rules on termination fees.
7. Transfer of booking
Where provided by applicable law, the traveller may transfer the contract to a person satisfying the conditions of the trip by giving reasonable notice on a durable medium before departure. Transfer charges may not exceed actual costs incurred and must be capable of justification.
8. Traveller-requested changes
Requests to change a name, date, room, transport or other service are subject to feasibility. Actual costs imposed by suppliers or generated by the change may be charged to the extent permitted by law.
9. Cancellation by the traveller — general rule
The traveller may terminate the contract before departure. Except where the traveller has a statutory right to terminate without charge, Hagiotopia may apply appropriate and justifiable termination fees.
HAGIOTOPIA STANDARD CANCELLATION SCALE: [TO BE DEFINED BEFORE PUBLICATION]
Example structure only, with no contractual effect until completed:
- more than [X] days before departure: [X]%;
- [X] to [X] days: [X]%;
- [X] to [X] days: [X]%;
- less than [X] days / no-show: [X]%.
The final scale must take account of time before departure, expected cost savings and alternative deployment of travel services. At the traveller’s request, Hagiotopia will provide the justification required by applicable law.
10. Unavoidable and extraordinary circumstances
Where unavoidable and extraordinary circumstances occur at the destination or its immediate vicinity and significantly affect performance of the package or carriage of passengers to the destination, a traveller covered by package travel rules may terminate before departure without a termination fee and receive a full refund of relevant payments, without additional compensation, under the statutory conditions.
Whether such circumstances exist is assessed on the facts and applicable law; personal concern or a change of preference does not necessarily qualify.
11. Cancellation by Hagiotopia
Hagiotopia may terminate a package before departure without additional compensation in cases permitted by law, including:
- a) where enrolment is below the contractual minimum and the traveller is notified no later than the statutory deadlines: 20 days before departure for trips longer than 6 days; 7 days for trips lasting 2 to 6 days; 48 hours for trips lasting less than 2 days;
- b) where Hagiotopia is prevented from performing the contract because of unavoidable and extraordinary circumstances and notifies the traveller without undue delay before departure.
Refunds due are made without undue delay and, where package travel rules require, no later than 14 days after termination.
12. Changes before departure
Hagiotopia may make minor changes permitted by law where the contract reserves this right and the traveller is clearly informed on a durable medium.
Where a significant change to an essential characteristic is necessary, or an accepted special requirement cannot be met, the traveller has the choices, deadlines, alternatives, price reductions or termination rights provided by applicable law.
13. Performance and lack of conformity
The traveller must notify Hagiotopia without undue delay of any lack of conformity perceived during the trip, taking account of the circumstances. Hagiotopia remedies the lack of conformity where required by law unless impossible or involving disproportionate costs in light of the seriousness and value of the affected services.
Where legally required, suitable alternative arrangements are offered if a significant proportion of services cannot be provided. Statutory rights to price reduction and/or compensation remain unaffected.
14. Assistance to travellers in difficulty
Hagiotopia provides legally required assistance to travellers in difficulty, including appropriate information on health services, local authorities and consular assistance and, where relevant, assistance with communications or alternative travel arrangements.
15. Impossibility of return
Where unavoidable and extraordinary circumstances prevent return as agreed under a package, any obligation to bear necessary accommodation costs is governed by applicable law, subject to statutory exceptions and special rules.
16. Traveller delay and no-show
Travellers are responsible for attending meeting points at the stated times. In the event of delay, they must immediately contact Hagiotopia or the emergency contact provided.
Hagiotopia will make reasonable efforts to help the traveller rejoin the group, but additional costs resulting from delay attributable to the traveller may remain the traveller’s responsibility, without prejudice to rights against a carrier, insurer or other responsible party.
17. Transport, delays, cancellations and baggage
Where transport is included, package travel rights coexist, where applicable, with passenger rights under EU regulations and international conventions.
Compensation or price reductions received for the same loss may be taken into account to avoid overcompensation where provided by law.
Carrier rules on baggage, dimensions, weight, prohibited items and check-in must be followed. Baggage claims should be reported within applicable deadlines to the carrier and to Hagiotopia where necessary.
18. Accommodation
The category, room type and included meals are stated in the offer. Hotel classifications are those of the relevant country. Single rooms, twin beds, views, floors and other preferences are guaranteed only where expressly confirmed as contractual elements.
19. Religious, cultural and archaeological sites
Travellers must comply with access, safety, photography, conduct and dress rules imposed by visited sites. Closure or restrictions imposed by an authority or site operator may require programme adaptation in accordance with applicable rules.
20. Health, fitness and accessibility
Travellers should disclose sufficiently early any needs affecting trip organisation. Hagiotopia requests only necessary information and processes it under data protection law, particularly where health data are involved.
Descriptions will state, where relevant, walking levels or accessibility constraints. Hagiotopia does not require travellers to waive statutory rights because of disability or assistance needs.
21. Minors
Minors must meet formalities applicable to their circumstances. For trips accepting minors not accompanied by a parent or legal guardian, additional authorisations and emergency contact information may be required under applicable law and specific terms.
22. Conduct and safety
Participants must comply with local laws, reasonable safety instructions and the rights of others. Where conduct seriously endangers safety, infringes others’ rights or makes normal continuation of the service reasonably impossible, Hagiotopia may take necessary and proportionate measures permitted by law. Mandatory traveller rights remain unaffected.
23. Passports, visas and formalities
Travellers are responsible for obtaining and maintaining valid personal documents, subject to Hagiotopia’s pre-contractual information duties. Consequences of denied boarding or entry due to missing or invalid documents are assessed according to the circumstances and applicable law.
24. BIRIS insurance
Partner: BIRIS.
Risk carrier: [TO BE COMPLETED]
Policy: [TO BE COMPLETED]
Professional liability/insolvency cover: [TO BE COMPLETED]
Individual traveller insurance, if included or offered: [TO BE COMPLETED]
No “accident”, “delay”, “cancellation”, “baggage”, “medical expenses” or “repatriation” cover should be assumed unless expressly provided by the relevant policy wording.
25. Complaints
During travel: emergency contact [TO BE COMPLETED].
After travel: [COMPLAINTS EMAIL], [ADDRESS].
Travellers should provide their booking reference, a precise description and available supporting evidence. This internal procedure does not limit statutory rights.
26. Amicable dispute resolution
Following a prior complaint, eligible consumers may use a competent Greek alternative dispute resolution body, including the Consumer Ombudsman / Συνήγορος του Καταναλωτή.
27. Governing law and jurisdiction
The contract is governed by Greek law, subject to mandatory EU rules and any mandatory consumer protection applicable to the traveller. Competent courts are determined by applicable law; no term deprives a consumer of a mandatory forum.
28. Contractual hierarchy
Mandatory law prevails over conflicting terms. For trip-specific elements, confirmed specific terms and contractual information supplement these Terms.
