Booking Policy & Tour Booking Process
At Ultimate Driving Adventures, we aim to make the booking process straightforward, transparent, and enjoyable from the very beginning of your journey with us.
The following outlines how bookings are secured, managed, and confirmed for all UDA tours and events.
1. Booking Enquiry
Bookings typically begin through:
• Direct website enquiry
• Email communication
• Social media contact
• Telephone or video consultation
• Returning guest enquiries
At this stage, UDA may provide additional information regarding the tour/event, itinerary, accommodation, vehicle options, pricing, payment schedules, and availability.
Submitting an enquiry does not guarantee a reservation or booking.
2. Securing Your Place
A booking is only confirmed once:
• A completed booking form has been received
• The required non-refundable deposit has been paid
• UDA has issued written booking confirmation
Tour spaces are limited and are allocated on a first come, first served basis.
UDA reserves the right to decline or refuse bookings at its discretion where considered necessary for operational, safety, behavioural, or organisational reasons.
3. Deposit Payments
Unless otherwise stated, all bookings require a non-refundable and non-transferable deposit to secure a place on the tour/event.
Deposit amounts may vary depending on:
• Tour type
• Vehicle requirements
• Supplier commitments
• Accommodation arrangements
• Seasonal demand
No booking shall be considered confirmed until cleared funds have been received.
4. Remaining Balance & Instalments
The remaining balance may either:
• Be paid in full within 30 days of the initial deposit payment; or
• Be paid via an agreed instalment plan, where available.
Unless otherwise agreed in writing, all instalment plans must be completed no later than 4 months before the start of the tour/event.
Failure to make payments within agreed timeframes may result in cancellation of the booking and forfeiture of payments already made.
5. Booking Forms & Documentation
Participants may be required to complete and return additional documentation before the tour/event, including:
• Booking forms
• Vehicle rental agreements
• Driving licence verification
• Emergency contact details
• Dietary or medical information
• Risk acknowledgement documentation
Failure to provide required documentation within requested timeframes may result in cancellation of the booking.
6. Tour Availability & Minimum Numbers
Certain tours/events may be subject to minimum participant numbers.
UDA reserves the right to cancel, postpone, or amend tours/events where minimum participation levels are not achieved or where operational circumstances require changes.
In such circumstances, participants will be notified as soon as reasonably practicable.
7. Accommodation & Vehicle Requests
UDA will make reasonable efforts to accommodate room preferences, vehicle requests, and special requirements where possible. However, specific requests cannot be guaranteed unless confirmed in writing by UDA.
Where substitutions are necessary, UDA will seek to provide suitable alternatives of a similar standard and character.
8. Flights & Travel Arrangements
Participants are responsible for arranging their own flights and travel to and from the UK unless otherwise stated within the tour/event brochure.
UDA is not responsible for missed flights, travel delays, airline cancellations, or failure to arrive at the tour/event start location on time.
Participants are strongly advised not to book non-refundable flights or additional travel arrangements until their booking has been formally confirmed by UDA.
9. Travel Insurance
UDA strongly recommends that all participants obtain comprehensive travel insurance covering:
• Trip cancellation or curtailment
• Medical expenses and emergency assistance
• Travel delays and disruptions
• Personal belongings and baggage
• Vehicle rental excess
• Personal liability
Participants remain responsible for ensuring their insurance policy is suitable for their personal circumstances and the countries visited during the tour/event.
10. Amendments & Operational Changes
All itineraries, routes, hotels, restaurants, attractions, timings, and included experiences are planned in good faith but may occasionally require amendment due to operational requirements, weather conditions, supplier availability, local events, road closures, safety considerations, or circumstances beyond UDA’s reasonable control.
Where possible, suitable alternatives of a similar standard and character will be provided.
11. Acceptance of Terms
By paying a deposit or participating in a UDA tour/event, participants acknowledge that they have read, understood, and accepted:
• The UDA Terms & Conditions
• The Driving Tour Risk Acknowledgement & Participant Waiver
• This Booking Policy & Tour Booking Process document
Ultimate Driving Adventures Limited
Company Number: 14803264