special conditions
This English version is an automated translation provided for convenience only. The Dutch version of these terms is the sole legally binding text. In the event of any discrepancy or dispute over interpretation, the Dutch version shall prevail.
special conditions
Planopli is free to determine its special conditions. However, these can never be contrary to the general conditions or to the law. The special conditions also serve as an explanation of the general conditions.
Article 1: Quotations
Our brochures, promotions, web pages and quotations are drawn up in good faith on the basis of the information available at that time. Maps, photos and illustrations are for information purposes only and do not form part of the agreement.
Prices communicated orally or by telephone by our reservation service are always subject to change; only a written price confirmation is valid.
Unless expressly stated otherwise, our quotations are valid for 7 days. Obvious material errors in our quotations or pre-contractual information do not bind us and may be corrected by us.
Article 2: Formation of the agreement
Unless expressly agreed otherwise, the package travel agreement is concluded at the moment we confirm your registration in writing or you sign your order form and, if an advance payment is requested, after receipt of that advance payment.
Article 3: Prices
3.1 The price is indicated per person, based on a shared double room.
3.2 Except where expressly stated otherwise, our prices include: outward and return transport; airport taxes, fuel surcharge and CO2 compensation; checked baggage per person; transfers between the destination airport and the accommodation; local transport; overnight stays with breakfast; the meals provided for in the program; entrance fees for the listed visits; tour leaders and local guides; fees and tips for experts, local guides and drivers; log guide and audio guide; and VAT.
3.3 Not included are: costs for passport, visa and vaccinations; travel assistance and cancellation insurance; all personal expenses; meals and excursions not expressly stated as included; and costs arising from delays, cancellations or overbooking of transport.
3.4 Case files on request are subject to file costs of €250, except if they result in a fixed booking. For files that deviate from the standard program, we charge, in addition to the actual extra cost, an administrative fee of 10% on that extra cost, with a minimum of €100 per person.
3.5 Unless otherwise agreed, the traveler pays an advance payment upon registration as specified for the relevant trip. Cash payments are accepted up to a maximum of €3,000 per file.
3.6 Any invoice that remains unpaid on the due date gives rise to a formal notice in accordance with Article XIX.2 of the Code of Economic Law. In case of continued non-payment after expiry of the period specified therein, the following may be claimed from the traveler:
3.6.a. statutory late-payment interest, calculated in accordance with Article XIX.4, first paragraph, 1°, of the Code of Economic Law;
3.6.b. a fixed compensation in accordance with Article XIX.4, first paragraph, 2°, of the Code of Economic Law, namely:
20 euro if the amount due is less than or equal to 150 euro;
30 euro, increased by 10% of the amount due on the bracket between 150.01 and 500 euro, if the amount due is between 150.01 and 500 euro;
65 euro, increased by 5% of the amount due on the bracket above 500 euro, with a maximum of 2000 euro, if the amount due is higher than 500 euro.
We reserve the right not to release travel documents as long as all invoices have not been paid.
Article 4: Timetables and flights
4.1 The stated timetables are indicative. The traveler should take into account that these may change both before and during the trip.
4.2 Flight times are communicated subject to change; any modification will be communicated to the traveler without delay. The identity of the operating airline will be disclosed no later than on the travel documents, in accordance with Regulation (EC) No. 2111/2005.
4.3 The traveler must present themselves in good time for boarding, with all required travel documents. We are not liable for a refusal of carriage due to an error or omission by the traveler.
4.4 Any loss, theft of or damage to baggage must be reported by the traveler to the operating airline. The list of airlines banned from operating within the EU can be consulted on the European Commission website.
Article 5: Registration and payment
5.1 Each registration for one of our trips is made using the trip-related registration form on the planopli.net website.
5.2 Registration is accompanied by payment of the advance payment stated on our web page for the chosen trip. The balance is due no later than 30 days before departure for a European trip and 60 days before departure for an overseas trip. In the event of late payment, the registration may be canceled in accordance with the usual cancellation conditions (article 15).
5.3 By registering, the traveler confirms that they have taken note of the general conditions of the Travel Disputes Committee and of these special conditions of planopli, as published on our website on the date of registration.
Article 6: Revision of the travel price
6.1 The stated travel price is calculated on the basis of exchange rates, transport costs, taxes and levies known at the time our program was published, unless otherwise stated.
6.2 A variation in the exchange rate or a significant increase in transport costs, taxes or levies may require us to increase the travel price. This increase shall in no case exceed 10% of the travel price.
6.3 In the event of a decrease in the costs mentioned above, the traveler is entitled to a proportional price reduction. We may deduct our administrative costs from this.
6.4 Any price increase will be communicated to the traveler no later than 20 days before the start of the package travel, via a durable medium, stating the justification and the method of calculation. If the increase amounts to more than 8% of the total price, the traveler may terminate the agreement free of charge in accordance with the general conditions.
Article 7: Airport surcharge
The rates stated on this website and in the detailed travel information correspond to the places available at the time of booking with the relevant airlines. These rates may no longer be available after a certain period; in that case we will look for the best available alternative, which may result in either an increase or a decrease in the rate. This also applies to departures from provincial airports or airports outside Belgium. A change in airport taxes or surcharges will be reflected in the travel price, in accordance with article 6.
Article 8: Travel formalities
8.1 Depending on the destination, a valid identity card suffices, or an international passport is required (valid for at least 6 months after the return trip), possibly supplemented by a visa, authorizations or medical documents.
8.2 It is the traveler’s responsibility to check and arrange the validity and compliance of their travel documents. Travelers with a nationality other than Belgian must inform us of their nationality and obtain the necessary information themselves from their embassy or consulate.
8.3 The granting of a visa is independently decided by the competent embassy or consulate. planopli has no influence on this and cannot be held liable for costs arising from the late or non-obtaining of a required visa, nor for additional costs resulting from the traveler’s inability to present the required documents.
Article 9: Baggage
Any loss, theft or damage to baggage must be reported immediately by the traveler to the operating airline and, at the airport’s lost baggage department, recorded in a property irregularity report — without this document no compensation can be obtained. When traveling by coach, the traveler requests a certificate for this from the accompanying staff member. Further handling takes place in accordance with the carrier’s conditions and, where applicable, the additional baggage insurance.
Article 10: Insurance
10.1 For your safety and comfort, we strongly recommend taking out travel assistance and/or cancellation insurance, with planopli or with your personal insurance broker, at least for the duration of the trip booked with us.
10.2 The traveler’s failure to take out such insurance is considered a breach by the traveler in the performance of the agreement.
10.3 Our civil liability is insured with MSIG Europe SE under policy number LXX048659, the details of which will be communicated upon simple request.
Article 11: Traveler safety
For safety reasons, linked to the travel advice of the FPS Foreign Affairs, we may be required to modify a program in order to comply with these recommendations.
If the traveler cancels their participation as a result of such a program change, our usual cancellation conditions apply (article 15). A normal negative or increased travel advisory from the FPS Foreign Affairs alone is not sufficient to claim free termination. The traveler only has the right to terminate the agreement free of charge and obtain a full refund, without entitlement to additional compensation, if the circumstances at the destination (or in its immediate vicinity) actually correspond to the legal definition of "unavoidable and extraordinary circumstances" — namely circumstances beyond the control of the party invoking them, the consequences of which could not have been avoided even if all reasonable measures had been taken — and these circumstances have significant consequences for the performance of the package travel or for passenger transport to the destination, in accordance with article 11.2 of the General Conditions.
Whether these conditions are met is assessed on a case-by-case basis at the time of termination, taking into account, among other things, the level of the travel advice, but not solely on that basis.
Article 12: Traveler health
12.1 The traveler shall obtain the necessary information themselves about the health formalities at the chosen destination, for example via the website of the FPS Foreign Affairs, and shall take care of the required vaccinations and a personal home pharmacy. In the case of strictly personal medication, it is advisable to bring extra prescriptions and/or a statement from the treating physician.
12.2 By registering, the traveler declares that they are medically, physically and psychologically able to undertake the chosen trip. A traveler with a physical or psychological disability, a mobility limitation, a condition requiring treatment, or who is pregnant, must inform us of this prior to booking, if applicable through the person booking the trip.
12.3 We reserve the right to refuse a traveler for objective and non-discriminatory reasons if it turns out that he/she is unable to undertake the trip. Costs arising from a refusal after the conclusion of the agreement are borne by the traveler.
Article 13: Changes by the organizer before departure
13.1 Outside circumstances of force majeure or events beyond our will and control (including changes or delays of train, plane or boat, cultural or political events, climatic conditions), we may change the program without affecting our liability. Amounts corresponding to services not provided and not replaced shall in any case be refunded. Additional compensation is excluded insofar as the change is the result of unavoidable and extraordinary circumstances within the meaning of article 15.3 of the General Conditions, or of the traveler’s own fault or of a third party not involved in the performance of the travel services and whose intervention could not have been foreseen or prevented. In all other cases, the ordinary rules on price reduction and compensation of article 15 of the General Conditions apply.
13.2 We will notify registered travelers as soon as possible of any change to an essential element of the trip and invite them to consult our website regularly. Flight times and the operating airline may change up to the day of departure.
13.3 If, before the start of the trip, we must significantly change an essential characteristic of the travel services or increase the price by more than 8%, we will inform the traveler of the proposed change and its consequences. The traveler has 7 days, counted from this notification, to inform us of their decision. In the absence of a timely response, the proposed change shall be deemed accepted.
Article 14: Tour leaders
The name of the tour leader(s) is communicated as an indication only and has no contractual value. Since the schedule of our tour leaders may change up to the day of departure, we invite the traveler to consult our website or contact us for the most up-to-date information. A change of tour leader does not constitute grounds for free cancellation.
Article 15: Cancellation and modification by the traveler
15.1 If an unavoidable and extraordinary circumstance occurs at the destination that has significant consequences for the performance of the package travel or for passenger transport to the destination, the traveler may terminate the agreement free of charge and is entitled to a full refund of all amounts paid, without entitlement to additional compensation. The cancellation costs below (15.2 et seq.) do not apply in that case.
15.2 Any cancellation by the traveler must reach us as soon as possible by email at planopli@planopli.net. A message received outside office hours is deemed to have been received on the next working day. The date of receipt by planopli determines the applicable rate.
15.3 The cancellation costs amount, per person and calculated on the total travel price:
The advance payment is non-refundable; additionally, 100% of the flight price will be charged. These costs are imposed on us by the airline concerned.
From 59 to 30 days before departure: 50% of the total price.
From 29 days before departure: 100% of the total price.
15.4 Any change to a booked trip requested by the traveler will be accepted upon payment of €100 per person (up to 30 days before departure) or €250 per person (less than 30 days before departure), in addition to the normal price adjustment. If the desired change is not available or the price difference is too great, the traveler may отказаться from the change; in that case the cancellation conditions of 15.2 apply.
15.5 No refund will be granted in case of: interruption of the trip by the traveler, unless this interruption is the result of a significant lack of conformity that was not remedied by planopli within a reasonable period determined by the traveler, in which case article 12.5 of the General Conditions remains fully applicable; failure to be present at the assembly point on time; absence of travel documents; specific services such as entrance tickets, unless these are canceled by planopli; and costs for visas or insurance.
Article 16: Transfer of the agreement
As soon as we have been able to establish that the transferee meets all the conditions of the agreement, the transferring and the transferee traveler are jointly and severally liable for payment of the costs arising from the transfer. The traveler should note that in some cases this cost may amount to the full price of a new travel service, for example in the case of airline tickets that cannot be changed or refunded.
Article 17: Liability of the organizer
17.1 The information contained in our publications is prepared on the basis of data known to us up to 6 months before publication. Changes in the operation, facilities or services of the products offered are communicated immediately after they come to our attention.
17.2 When we act as organizer, we are liable for the proper performance of all travel services included in the package. We are not liable for unforeseen events beyond our control, such as new regulations, accidents, mechanical defects, epidemics, war or natural disasters; the resulting additional transport or accommodation costs are borne by the traveler.
17.3 We work abroad exclusively with partners whom we consider to be of quality, but cannot guarantee the quality of their own insurers, nor can we guarantee that legal action against foreign partners will be successful. We therefore strongly recommend that the traveler take out the insurance referred to in article 10.
17.4 Our services begin at the departure point and end upon the traveler’s return to the final destination. We are not liable for services that the traveler has booked on site without informing us in advance.
Article 18: Non-conformity during the trip and assistance
18.1 The traveler must inform us without delay of any non-conformity noticed during the trip. Each report will be assessed according to the concrete circumstances and the nature of the booked package.
18.2 The traveler can reach us as follows: by telephone during office hours at +32 (0) 485 108 235; outside office hours at the telephone number of the travel curator, available 24 hours a day; or by email at planopli@planopli.net (not followed up outside office hours).
18.3 When we propose an alternative arrangement, the traveler shall inform us within a reasonable period whether they accept this alternative. In the absence of a timely response, the proposed alternative shall be deemed accepted.
18.4 The traveler may also direct their complaint to the reseller from whom they booked the trip; that reseller will forward the complaint to us without delay. If the traveler does not notify us correctly and without delay, this may prevent us from resolving the problem effectively, with the financial consequences thereof borne by the traveler.
Article 19: Financial insolvency
As required by law, our financial insolvency is insured with MSIG Europe SE, Boulevard du Roi Albert II 37, 1030 Brussels, as security for the repatriation of travelers and the refund of all amounts paid in the event of our financial insolvency.
Article 20: Notifications
Unless otherwise provided, all notifications in the context of the package travel agreement shall be made to the following address: by email to planopli@planopli.net.
Article 21: Protection of personal data
We process your personal data in accordance with Regulation (EU) 2016/679 (GDPR) and our general data processing policy, as published on our website. Your data are necessary for the handling of your booking and the performance of the agreement. If your trip includes a flight, your data may also be communicated to the FPS Interior in the context of the law of 25 December 2016 concerning the processing of passenger data (PNR). You have the right of access, rectification, erasure and objection, to be exercised with Dominique Pieters, and the right to lodge a complaint with the Data Protection Authority.
Article 22: Sale of a separate travel service — quotations and formation
When, departing from our usual package travel offer, we sell a separate travel service within the meaning of article 71 of the law of 21 November 2017 (for example only accommodation or only a transport service, without an additional linked travel service), the following pre-contractual clarifications apply in addition to articles 1 and 2. Our quotations for a separate travel service are always "on request" or "subject to confirmation", unless otherwise agreed. In the sale of a separate travel service, we act as a reseller: in that case the agreement is concluded directly between the traveler and the provider of the travel service concerned.
Article 23: Liability in the sale of a separate travel service
In the sale of a separate travel service as reseller, we are not liable for the proper performance of the travel service itself; this liability rests with the provider of the service. We are likewise not liable for unforeseen events beyond our control, such as new regulations, accidents, epidemics, war or natural disasters. In this case too, we strongly recommend that the traveler take out the insurance referred to in article 10; failure to do so is treated in the same way as a breach by the traveler.
Article 24: Price and payment for a separate travel service
The price of a separate travel service includes the service sold, all taxes and, where applicable, the additional fees, surcharges and costs that we could not reasonably have known at the time the agreement was concluded. Unless otherwise agreed, the full price is due upon confirmation of the reservation. Cash payments are accepted up to a maximum of €3,000 per file. For late payment, the same interest and compensation rules apply as set out in article 3.6.
Article 25: Termination, modification and transfer in the case of a separate travel service
A separate travel service can only be terminated, modified or transferred insofar as and under the conditions under which the provider of that service allows this. Any request for termination, modification or transfer must reach us via a durable medium at the address mentioned in article 20. A request received outside office hours is deemed to have been received on the next working day.
Article 26: Financial insolvency, flights, data processing, notifications and disputes in the case of a separate travel service
For protection in the event of financial insolvency, for flights, for the processing of personal data and for notifications in the sale of a separate travel service, we refer respectively to articles 19, 4, 21 and 20 above, which apply accordingly. For disputes not falling within the jurisdiction of the Travel Disputes Committee, only the courts of Ghent have jurisdiction.
Last amended by planopli on 31 August 2026.