Tour Cancellation Policy
At Visit Flanders Fields, all tours are private. Once your booking is confirmed, the selected date and guiding capacity are reserved exclusively for your group.
We understand that travel plans can change. The following cancellation and rescheduling conditions apply.
1. Cancellation 7 Days or More Before the Tour
If we receive your cancellation at least seven calendar days before the scheduled starting time, you will receive a 100% refund of the tour price paid.
2. Cancellation Between 72 Hours and 7 Days Before the Tour
If we receive your cancellation between 72 hours and seven calendar days before the scheduled starting time, you will receive a 50% refund.
Alternatively, you may request one change of date without a rescheduling fee, subject to availability.
3. Cancellation Less Than 72 Hours Before the Tour
If we receive your cancellation less than 72 hours before the scheduled starting time, no refund is due.
A no-show or cancellation after the scheduled starting time is also non-refundable.
4. Rescheduling
We would generally prefer to help you reschedule your tour rather than lose your booking.
You may request one change of date without a rescheduling fee if your request is received more than 72 hours before the scheduled start.
Rescheduling is subject to availability.
If the new date has a higher price, the difference must be paid. If the new date is less expensive, the original amount paid will normally remain applicable unless otherwise agreed.
The rescheduled tour should normally take place within 12 months of the original tour date.
Rescheduling cannot be used to obtain a more favourable cancellation entitlement.
Requests received less than 72 hours before the tour may be considered in exceptional circumstances, but Visit Flanders Fields is not obliged to accept them.
5. How to Cancel
Cancellations must be submitted in writing by email to:
The time at which Visit Flanders Fields receives your written cancellation determines which cancellation period applies.
6. Illness or Travel Disruption
Illness does not automatically create a right to a refund outside the cancellation conditions above.
In cases of serious and verifiable illness, Visit Flanders Fields may, at its discretion, offer another available date, a booking credit or another reasonable solution.
Delayed or cancelled flights, Eurostar services, trains, ferries, cruise ships or other transport used to reach the agreed pickup point do not automatically entitle you to a refund.
Where serious travel disruption occurs, we will make reasonable efforts to find a practical solution where possible.
We recommend appropriate travel insurance covering illness, transport disruption and other circumstances that may prevent you from attending.
7. Weather
Our battlefield tours normally operate in changing weather conditions, including rain.
Normal Belgian rain is not in itself a reason to cancel a tour or receive a refund outside the normal cancellation conditions.
In cases of unsafe or exceptional weather, such as snow, ice, dangerous road conditions or other circumstances affecting participant safety, Visit Flanders Fields may alter, interrupt or cancel the tour.
8. Cancellation by Visit Flanders Fields
Visit Flanders Fields may cancel or alter a tour where circumstances make it impossible, unreasonable or unsafe to provide the agreed service. This can include:
- unsafe weather conditions;
- snow or ice;
- dangerous road conditions;
- accident or vehicle breakdown;
- illness or incapacity of the guide;
- road closures;
- police or government restrictions;
- closure of battlefield sites;
- major public events; or
- other circumstances affecting the safety or feasibility of the tour.
If Visit Flanders Fields cancels the entire tour before it begins and no mutually acceptable replacement date can be arranged, you will receive a full refund of the amount paid to Visit Flanders Fields for the cancelled service.
Visit Flanders Fields is not responsible for consequential expenses such as hotels, flights, train tickets or other travel arrangements, except where liability cannot legally be excluded.
9. Third-Party Costs
Where Visit Flanders Fields has already incurred specific non-refundable third-party expenses specifically for your booking, such as admission tickets or individually commissioned services, these costs may be excluded from the refundable amount where permitted by law and where you were informed about the expense.
This cancellation policy should be read together with the Visit Flanders Fields General Terms and Conditions. In case of any difference between this summary and the General Terms and Conditions, the General Terms and Conditions applicable to your booking take precedence.