Terms of Participation — Pro Art Travel
Organizer
Pro Art Travel  (supported by Look Arts Vision)
Akelei 76, 4102 Culemborg, The Netherlands
KvK 81661851 | BTW NL003588201B86
1. Definitions
1.1 Organizer – Pro Art Travel, supported by Look Arts Vision.
1.2 Participant – anyone who purchases a business-trip ticket or a bespoke travel package via proarttravel.nl.
1.3 Agreement – concluded once online payment is made; the booking confirmation and these Terms are e-mailed to the Participant immediately after payment.
2. Package contents

• 4 nights (Monday–Friday) in a 4-/5-star hotel with breakfast; some programmes also include dinner.

• Business-Premium flights; when mandatory connections would greatly extend travel time, Economy Flex class is used.

• Premium transfers between destination airport and hotel (inbound & outbound).

• Tickets for specified events/activities (see individual trip description).

• Participants may skip any activity; opting out does not trigger a refund (e.g., prepaid golf green fee).

3. Booking & payment
3.1 Full payment is required at the time of online booking.
3.2 Non-payment automatically cancels the reservation and voids the Agreement.
4. Itinerary changes
4.1 The Organizer may adjust dates, order or content of the programme if weather, local regulations or other circumstances beyond our control prevent execution as planned.
4.2 Equivalent alternatives of similar quality and value will be offered.
5. Cancellation by the Participant
Written notice by e-mail is required.
Time before departure Net refund
> 45 days80 %
31–45 days50 %
14–30 days30 %
< 14 daysnone
Name or ticket change is possible up to 14 days before departure and may entail an admin fee.
6. Participation rules
6.1 Minimum group size: 2; if fewer sign up, we may offer a “Small Group” surcharge or an alternative date.
6.2 Maximum group size: 10; higher demand leads to parallel groups.
6.3 Participants must follow the schedule as well as hotel, carrier and venue regulations.
6.4 Participants are liable for any damage they cause to third parties or property.
7. Insurance
Each Participant is responsible for holding valid travel insurance (medical, personal accident, liability, luggage) for the entire trip.
8. Meeting point & check-in

• Group assembly takes place at the main entrance of Amsterdam Schiphol Airport at the time specified in the event details.

• About 24 hours before departure, after e-check-in is completed by our team, each Participant receives their boarding pass by e-mail and may proceed individually through security and board the aircraft without joining the group meet-up.

9. Organizer’s liability
9.1 We are liable for proper preparation and delivery of the services stipulated in the Agreement.
9.2 We are not liable for consequences of force majeure (e.g., natural disasters, epidemics) or actions of third parties beyond our control.
10. Complaints
File complaints by e-mail to info@proarttravel.nl within 30 days after the trip. We reply within 14 working days and may propose mediation or amicable settlement.
11. Data protection (GDPR)

• Pro Art Travel  is the data controller.

• Personal data are processed solely to fulfil the Agreement, handle payments and send trip information.

• Participants have the right to access, rectify, erase, restrict and transfer their data.

• Full details in our Privacy Policy (proarttravel.nl/privacy).

12. Force majeure
12.1 Force majeure means unforeseen, unavoidable external events (e.g., volcanic activity, sudden border closures).
12.2 In such cases we may cancel, shorten or reschedule the trip; we will refund the proportional cost of services not delivered or offer an alternative date.
13. Final provisions
13.1 These Terms are governed by Dutch law and the Package Travel Act (implementing EU Directive 2015/2302).
13.2 Disputes fall under the jurisdiction of the courts competent for the Organizer’s registered office.
13.3 The version published on proarttravel.nl at the time of booking is binding.
 Acceptance
By making payment the Participant confirms having read and accepted these Terms of Participation.