Booking Terms and Conditions


Your Holiday Contract
The following Booking Terms and Conditions form the basis of your contract with AJ Allen, T/A Gaia Women Events. When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these Booking Terms and Conditions. A contract will exist between you and us as soon as the booking is confirmed to you by us issuing our confirmation invoice to you.

If in the unlikely event we have to cancel the trip due to low numbers any monies paid to us will be refunded in full by bank transfer.

Changes to your holiday
We have endeavoured to make sure the website content for our trips are correct at the time of going to print. However, we reserve the right to make changes to holiday details should it become necessary.

Holiday Cancellation
If Gaia Women Events has to cancel the trip you’ve booked and you have paid in full, we will refund all the money you have paid to us.

​If you withdraw from the trip for personal reasons any monies paid to us, either deposit or final balance, is non-refundable though it may be possible to transfer a deposit/balance to another holiday if we are able to fill your original place or transfer the holiday to a friend.We will return the balance of your holiday if we are able to refill your place. We will deduct an admin fee of £10 in both these situations.

Payment Schedule for our Weekenders & UK Events
Complete our online contact form: On receipt of your form we will issue an invoice for return payment.

Deposit Payment: £100 per room.

Balance Payment: We will require your final balance between 8 – 14 weeks before the departure date. This will be set out on your deposit invoice. If your departure is within 8 weeks of the holiday we will require full payment at the time of booking.

How to pay: Bank details will be set out on your invoice.

Data protection
We treat the handling of personal data seriously. The data protection and privacy statement set out below details how we will treat your personal data after it has been collected by us. Gaia Women Events assures you that it will only use your data as specified here and for its legitimate business reasons. Unless otherwise provided in these Booking Terms and Conditions, we will not sell, rent or trade your personal information to third parties for marketing purposes without your express written consent. We will only pass your data to other third parties in accordance with these Booking Terms and Conditions, or if required to do so by law. We may disclose your data to certain permitted third parties, service providers, our own professional advisers who are bound by confidentiality codes and when we are legally obliged to disclose your data.

We need your name and email address so that we can send out information to you and advise you of special offers and promotions we think may be of interest to you. We also require this information about you, and others included in your group, in order to complete bookings made with us for your holiday. This applies to any sensitive information that you give to us such as information relating to disabilities, dietary requirements and/or religious beliefs. You have the right to ask us not to process your personal data for marketing purposes. You also have the right to access information held about you by us. Your right to access can be exercised in accordance with the Data Protection Act 1998, as amended from time to time, and any access request may be subject to a fee of £10 to meet our costs in providing you with details we hold about you. We operate in accordance with the Data Protection Act 1998, and any amendments thereto. By disclosing your personal information to us, you consent to the collection, storage and processing of your personal information by us in the manner set out in these Booking Terms and Conditions.

Disabled Travellers and Passengers with Reduced Mobility
We cannot be held responsible if you fail to tell us about special needs/requirements that will affect your holiday experience and this means we will not compensate you. For customers who require support or advice prior to booking, please note carefully the information below regarding different travel arrangements.

If you have a medical / mobility problem / condition or disability which may affect your holiday, please tell us before you confirm your booking. We may require a doctor’s certificate or other documentation, information or waiver relating to such disability, medical / mobility problem or condition or fitness to travel as we consider necessary. In any event, you must give us full details in writing at the time of booking.

Information Accuracy
Descriptions of accommodation, facilities and itineraries we provide are based on information obtained from our suppliers. Sometimes the facilities described will be withdrawn for reasons such as maintenance, bad weather or lack of demand from guests. Where our suppliers advise us about significant changes to descriptions or about the withdrawal of any significant facility we will tell you as soon as possible in accordance with these Booking Terms and Conditions.

Your Responsibility
We want all our customers to have an enjoyable and carefree trip. But you must remember that you are responsible for your actions and the effect they may have on others. If we (or another person in authority) believe your actions could upset other customers or our own staff, or put them in danger, your holiday / travel arrangements may be ended and this could mean we may ask you to leave your booked accommodation. If this happens, we will not pay compensation, make refunds, or cover any expenses you suffer as a result.

When you make a holiday enquiry with Gaia Women Events your email will automatically be added to our data base. You will then be kept up to to date about our new holidays. If you wish to unsubscribe from our mailings please contact us immediately at and we will remove your email immediately.