1. Who We Are...
Ian Allan Aviation Tours (IAAT) is a trading name and brand of COAP Wings Ltd, which operates specialist aviation photography tours and events worldwide. Herewith referred to as IAAT throughout this document.
All travel bookings are contracted and financially protected through our appointed partner H-C Travel Ltd a Travel Trust Association member T7861 and ATOL protected tour operator and travel agency.
Important Clarification of Roles:
• H-C Travel Ltd is the contracting travel organiser responsible for all financial travel transactions & bookings, financial protection and regulatory compliance.
• IAAT is responsible solely for the aviation photography programme, specialist photo shoots, on-tour programme and operational arrangements.
2. Bookings and Payments
• All travel bookings are administered solely by H-C Travel; your place is confirmed only once H-C Travel issues written confirmation and invoice.
• Deposits are payable at the time of booking:
o £400 per person for tours up to £1,500.
o £750 per person for tours over £1,500.
• The balance is due 10 weeks before departure. No reminders are issued.
• Bookings made within 10 weeks of departure must be paid in full at the time of confirmation.
• All deposits, balance payments, deadlines and payment methods are governed by H-C Travel’s Terms & Conditions (LINK to follow).
• Late or non-payment may result in cancellation and forfeiture under H-C Travel’s terms.
• IAAT does not accept direct payments for travel services.
2A. Twin-Share Bookings
• Travellers booking on a twin-share basis without naming a specific roommate will have their booking held in a provisional state until a matching twin-share participant is found.
• If no matching twin-share participant is found, IAAT/H-C Travel may ask other group members if they wish to convert from single occupancy to twin-share.
• If this is not successful, the traveller will be required to pay the Single Room Supplement listed in the tour costing.
• If this is not acceptable to the traveller, the booking will be cancelled in accordance with H-C Travel’s cancellation rules.
3. What’s Included / Not Included
• Each event description will detail inclusions (e.g. accommodation, transfers, photography access, entry tickets, IAAT-led guidance).
• Exclusions include: international flights (unless specified, available through H-C Travel and providing ATOL protection), meals not listed, personal expenses, optional activities, visas, inoculations, and travel insurance.
• Breakfast is included where it forms part of the hotel’s room rate; other meals are not normally included. Please note that often breakfast is unable to be taken due to the timings of the itinerary (ie early airshow access) but cannot be refunded.
4. Cancellations and Changes
• Traveller cancellations must be made in writing to H-C Travel. Cancellation charges are applied in accordance with H-C Travel’s Terms & Conditions. (H-C Travel Website: https://travelagent.live-website.com/)
• If IAAT cancels due to low numbers or IAAT’s own operational reasons, refunds of travel payments are handled by HC Travel, and may be subject to an administration fee.
• Substitution of participants is possible subject to supplier approval and H-C Travel’s agreement. This may incur an administration fee.
• Itineraries may change due to unforeseen circumstances such as military base access restrictions, world events, increased security requirements or host organisation withdrawal of access. IAAT & H-C Travel cannot be held responsible where events are outside our control.
• Refunds for photography access (e.g. base visits, museum visits, airshows, air-to-air flights) are not provided where access is withdrawn, unavailable or cancelled by the host organisation.
5. Insurance
• Comprehensive travel insurance is mandatory from the time of booking. This is available through H-C Travel if required.
• Insurance must include, at minimum: medical treatment, repatriation, cancellation/curtailment, baggage/equipment and personal liability.
• Pleasure or sightseeing flights undertaken independently are entirely at the traveller’s own risk and are not covered by IAAT/H-C Travel.
Additional Pleasure Flight Disclaimer
• Pleasure or sightseeing flights taken independently while on tour (e.g., helicopter tours, jet experiences, or scenic flights not organised by IAAT/H-C Travel) are entirely at the traveller’s own risk.
• IAAT/H-C Travel accept no liability for any injury, loss, or death arising from such independently arranged flights.
• These activities are commonly excluded from standard travel insurance policies. Travellers must check their coverage before participating.
Liability for Damage to Property or Aircraft
• Travellers are fully liable for any damage they cause to third-party property during the tour, including but not limited to museum exhibits, aircraft (static or operational), accommodation, vehicles, or equipment belonging to venues or host organisations.
• In the event of accidental or negligent damage - including damage caused by impacts, leaning on aircraft, placing equipment on aircraft surfaces, or ignoring safety instructions - the traveller will be personally responsible for all repair or replacement costs.
• COAP/IAAT will not accept financial liability for such incidents and will cooperate fully with the venue, museum, military authority or operator in the recovery of costs directly from the traveller.
6. Travel Documents
• Passports must be valid for at least six months beyond return.
• Travellers are responsible for obtaining visas or electronic authorisations (e.g. ESTA for US travel and the new EES System for EU travel).
• If ESTA/EES or visa is not in place, travellers may be refused boarding with no refund.
• Pre-departure documents, including the US “first night address” if applicable, will be supplied with final itineraries. Please note you may also be required to prove your travel insurance in some countries.
• Travellers should consult the FCDO website for up-to-date travel advice.
Additional Travel Document Requirements (Schengen & EES)...
• For travel to EU/Schengen countries, travellers must ensure their passport meets all current Schengen area requirements, including:
o It must have been issued within the last 10 years on the date of entry.
o It must be valid for at least 3 months beyond the date of leaving the Schengen area.
• From 2024 onwards, the EU Entry/Exit System (EES) applies to all non-EU nationals. Travellers may be required to provide biometric data (fingerprints and facial image) when entering/exiting the Schengen area.
• Travellers are responsible for ensuring their documents comply with these rules. Failure to comply may result in boarding refusal with no refund.
Additional ESTA Requirements (USA Travel)...
• ESTA applications should be completed as early as possible after booking. Approval may take up to 72 hours.
• Only use the official ESTA website (https://esta.cbp.dhs.gov) — many unofficial websites charge unnecessary fees.
• Travellers are responsible for checking their ESTA remains valid, as authorisations may be cancelled by US authorities without notice.
• If a traveller arrives at the airport without a valid ESTA (or required visa), they will be refused travel with no refund, and travel insurance providers generally do not cover such failures.
• IAAT/H-C Travel bear no responsibility for ESTA denial or cancellation.
Traveller Responsibility Reminder...
• All passport, visa, ESTA/EES or entry-authorisation requirements remain the sole responsibility of the traveller.
• IAAT/H-C Travel are not liable for any costs, losses, or missed travel arising from incorrect or incomplete documentation.
7. Flights, Baggage and Connections
• Flight timings are subject to change; travellers should not book non-refundable connecting transport without allowing flexibility.
• IAAT/H-C Travel are not liable for missed connections due to airline schedule changes.
• Baggage allowances follow airline rules and may change; travellers should check directly with the airline before departure.
• All electrical items must be fully charged at security; failure to comply may result in denied boarding at the traveller’s cost.
Additional Baggage & Airport Security Notes
• Airlines may enforce strict rules regarding cabin baggage size, weight, liquids, or electronic devices. These vary between carriers and may change without notice.
• It is the traveller’s responsibility to familiarise themselves with their airline’s latest requirements before departure. IAAT/H-C Travel cannot be held liable for items confiscated at security or refused at boarding.
8. Flight Accessibility and Assistance
• If you are booking flights with H-C Travel, then requests for wheelchair or mobility assistance at airports must be made at the time of booking so IAAT/H-C Travel can notify the airline. Last-minute requests may not be accommodated. If you are booking your own flights, this is your own responsibility.
9. Land-Only Participation
• A “land-only” option may be offered where travellers arrange their own flights.
• Land-only prices exclude all flights, though internal flights are often mandatory and fall as part of the group itinerary. Travellers must ensure their arrival/departure flights align with the group’s itinerary and join at the designated meeting point.
• Transfers at the start/end are included if travellers meet the group at the agreed time/place.
Additional Land-Only Arrival Guidance...
• Travellers booking a land-only option must ensure their inbound/outbound flights arrive well before & depart well after the group’s scheduled arrival time to avoid missing transfers or itinerary items.
• Travellers must not book non-refundable or immovable flight arrangements until the final itinerary has been confirmed.
10. Conduct and Responsibilities
• Travellers must respect local laws, customs, group timings, and instructions from IAAT leaders.
• Disruptive or unsafe behaviour may result in exclusion without refund.
• You may not utilise a IAAT trip to build your own network.
• Travellers are liable for any personal or public damage caused by their actions.
• Flexibility: during multi-day stays, travellers may pursue their own interests before or after a trip, and it is appreciated to keep the Tour Manager informed so joining/leaving the group can be co-ordinated.
11. Health, Safety and Climate
• Travellers should consult their GP/health centre for vaccination or health advice relevant to destinations.
• Travellers should research destination climate and weather expectations and prepare appropriate clothing. Guidance can be given if required.
• Tours are often physically demanding. Travellers must be able to walk unaided, sometimes quickly, for several hundred yards/metres in all weather conditions and over long days. Wheelchairs, crutches and walking aids are not suitable in most operational environments.
• By booking, you confirm that you are medically fit to participate and have disclosed any condition that may affect your participation. IAAT reserves the right to decline participation where safety could be compromised.
• A travel WhatsApp group is usually established before the trip departs and allows you to communicate with IAAT staff and your Tour Manager with any questions you may have.
12. Tour Viability and Transport
• Tours require a minimum number of participants. If not reached, IAAT may cancel or amend services. Refunds of travel payments are processed by H-C Travel.
• Tour Transport: IAAT tours do not usually use large coaches. Instead, we provide 9-seat vans (or 15-seat vans in the USA) for group movements between the hotel and scheduled activities. These vehicles are hired solely for group logistics and are driven by the appointed, experienced Tour Manager (TM) as a IAAT representative.
• Not Hire & Reward: This activity does not constitute “carriage of passengers for hire or reward.” Transport is not a separate paid service; it forms part of the overall aviation photography package.
• Insurance & Liability:
o Vans are hired with full local comprehensive insurance in the country of operation.
o Tour Managers do not drive under hire/reward and are recognised as representatives of IAAT under the company’s Public Liability and Professional Indemnity Insurance.
o This ensures both drivers and passengers are fully insured and protected under IAAT’s policy framework.
• Passenger Safety: All participants must comply with the TM’s instructions, use seatbelts at all times, and conduct themselves responsibly in vehicles.
• All vans are hired with with full local comprehensive insurance. Tour Managers drive as official company representatives, and are covered under IAAT’s Liability & Indemnity Insurance. This means both the drivers and all passengers are properly insured at all times.
13. IAAT’s Responsibility
• IAAT is responsible for delivering the aviation photography programme and managing operational logistics.
• H-C Travel is responsible for contracted travel arrangements, payments and financial protection.
• Neither IAAT nor H-C Travel are liable for force majeure events (including political unrest, natural disasters, pandemics, government restrictions, strikes, terrorism, cancellation & date change of events or access).
14. Complaints
• Issues should be raised immediately with the IAAT tour leader so we can resolve them during the trip.
• If unresolved, travellers must write to IAAT within 31 days of return.
• Travel contract complaints are handled by H-C Travel; IAAT handles operational complaints.
• If you are still dissatisfied after contacting H-C Travel, you may refer your complaint to the Travel Trust Association dispute resolution scheme.
15. Data Protection
• IAAT collects and processes personal data solely to administer participation and coordinate with H-C Travel, suppliers & Tour Managers.
• Data will be securely stored and not used for marketing unless consent is given.
16. Governing Law
• These policies are governed by the law of England and Wales.
• Disputes are subject to the exclusive jurisdiction of the courts of England and Wales, subject to mandatory consumer protections in the traveller’s country of residence.
17. Aviation Unpredictability, Safety & Traveller Responsibility
Special Notice – Aviation Operations
Aviation is by its very nature unpredictable. All itineraries, visits, assignments and flying elements are subject to change or cancellation due to operational, security, technical or weather issues. This includes, but is not limited to, military base visits, flying displays, aerial photography flights and access to establishments and operational facilities.
• Operational Caveats: Every element of a tour may be delayed, amended or cancelled at short notice. Neither IAAT/H-C Travel nor any host organisation (e.g. military units, airlines, owners, companies or base authorities, etc.) can be held liable for such changes, reductions or cancellations.
• No Guarantee of Flying: Flying activity, including air-to-air photography, may not take place even if published in the itinerary. Substitutions, partial refunds or compensation are not provided where flying does not occur for operational, technical or weather reasons outside our control.
• Health & Fitness: Travellers must ensure they are physically fit for participation (see Section 11). Aviation environments are predominantly in an outdoor environment, not suitable for wheelchairs, crutches or mobility aids. If you are unsure about your fitness or health, you must carefully consider participation.
• Insurance: As outlined in Section 5, safety and insurance are entirely the traveller’s responsibility.
• Acceptance of Risk: By booking, you acknowledge and accept these inherent risks, and agree to hold IAAT and their partners harmless for outcomes arising from operational, weather or technical issues outside our control.
18. Hold Harmless Agreement
This Hold Harmless Agreement applies to all operational access, airside access, aviation environments, and in particular (but not limited to) participation in air-to-air photography flights.
1. Assumption of Risk
The Participant acknowledges that the entire experience and any flight involves inherent risks, including but not limited to the risk of bodily injury, death, and property damage. The Participant voluntarily assumes all risks associated with participation in the event, tour, or flight, including pre-flight, in-flight and post-flight activities.
2. Release and Indemnification
The Participant, in consideration of being allowed to participate, does hereby release, waive, discharge and covenant not to sue IAAT/COAP, their directors, officers, employees, agents, contractors, representatives, host organisations (including but not limited to military forces, airlines, base authorities, museums, and other aviation partners), successors or assigns, from any and all liability, claims, demands, actions or causes of action arising out of or related to any loss, damage, or injury, including death, that may be sustained by the Participant, or to property belonging to the Participant, while participating in such activities, whether caused by negligence or otherwise.
3. Aerial Photography Flights
For the avoidance of doubt, the Participant specifically acknowledges and accepts the risks associated with flying in civilian or military aircraft for the purposes of aerial photography. These include risks associated with flight operations, aircraft performance, weather, emergency procedures, and exposure to aviation environments. The Participant agrees that no claim or cause of action shall be brought against IAAT or its partners in relation to incident, injury, or cancellation or ‘quality of results’ of such flights.
4. Scope of Agreement
This release applies to all claims, including those resulting from negligence, save for those arising from gross negligence or wilful misconduct. The Participant further agrees to indemnify and hold harmless IAAT and its partners against any loss, liability, damage, or cost incurred as a result of participation.
5. Binding Effect
This Agreement shall be binding upon the Participant, their heirs, executors, administrators, personal representatives, successors and assigns, and shall be governed by the law of England and Wales. The obligations herein shall survive completion of the event.
By booking and participating, the Participant affirms that they have read, understood, and voluntarily accepted the terms of this Hold Harmless Agreement.
19. Airline Flight Cancellations (Independent of IAAT / HC Travel)
Airlines may alter, delay, or cancel flights for reasons beyond the control of both HC Travel and IAAT. In such cases:
• Traveller Responsibility: It is the traveller’s responsibility to liaise directly with the airline to seek rebooking, rerouting, refund, or compensation in line with the airline’s own Terms & Conditions and applicable regulations (e.g. EU261/UK261). The Tour Manager will assist in this wherever possible as a single liaison with H-C Travel.
• Financial Protection: Where flights have been booked as part of an ATOL-protected package through H-C Travel, H-C Travel will assist in accordance with ATOL obligations. Where flights have been booked independently, travellers must resolve directly with their airline or travel provider.
• No Liability: Neither IAAT nor H-C Travel accept liability for missed services, additional accommodation costs, or loss of participation resulting from airline cancellations, strikes, or schedule changes beyond our control.
• Insurance: Comprehensive travel insurance (see Section 5) should include cover for travel disruption, cancellation, or missed departure.
20. Participation in Military Exercises, Airshows and Similar Events
IAAT tours often coincide with, or are structured around, major military exercises, airshows, or aviation events (e.g. Exercise Iniochos in Greece, Exercise Anatolian Eagle in Turkey, NATO Tiger Meet, or other public/operational aviation events). Participation is subject to the following:
• Organiser Control: These events are entirely under the control of the host air arm, air force, or event organiser. Dates, timings, flying programmes, and access arrangements may be changed, curtailed, or cancelled at any time without notice. Neither IAAT nor H-C Travel has any influence over such decisions.
• Booking Travel Early: Travellers may choose to book flights or travel well in advance to secure lower prices. While often financially sensible, this carries a risk: if the exercise or show dates change, or the event is cancelled, airlines or rail providers may not refund or rebook non-refundable tickets.
• Tour Continuation: IAAT’s tour price does not include charges for the exercise, airshow, or its participants. The event is a planned feature of the programme but not a paid inclusion. Therefore, if an exercise, airshow, or aviation event is cancelled or substantially altered, the trip will still go ahead as planned. No refunds, reductions, or credits will be offered on the basis of event cancellation.
• Operational Flexibility: In the event of major programme changes, IAAT will make every reasonable effort to substitute with alternative aviation or cultural content, but this cannot be guaranteed.
• Acceptance of Risk: By booking, travellers accept the inherent risk of changes to aviation environments (airside, military exercises and airshows) and acknowledge that IAAT and H-C Travel cannot be held liable for losses arising from such changes.
21. Tour Managers (TMs) – Role and Responsibilities
Every IAAT tour is accompanied by a Tour Manager (TM), acting on behalf of IAAT. Tour Managers are experienced aviation photographers and organisers who are part of COAP/IAAT and volunteer their time to ensure your trip runs smoothly and that the high standards of service associated with COAP and IAAT are maintained.
The Tour Manager’s key responsibilities include:
• Leadership & Itinerary Management: Overseeing the daily schedule, ensuring departures and visits run to time, and communicating any changes promptly.
• Operational Liaison: Coordinating with IAAT Ops, H-C Travel and host organisations to keep the published itinerary running as closely as possible & arranging suitable substitutions if planned visits are cancelled.
• Group Support: Welcoming participants, providing clear daily briefings, and ensuring the group remains together, informed, and safe in aviation and operational environments.
• Assistance in Emergencies: Offering reasonable assistance if a participant becomes unwell or has an accident, including accompanying them to medical facilities and liaising with IAAT Ops / H-C Travel. The TM’s first duty, however, is to keep the main tour operating for the group as a whole.
• Professional Standards: Representing COAP/IAAT with professionalism, fairness, and approachability, ensuring every participant feels included.
What a Tour Manager is not:
• TMs are not paid employees, guides, or couriers. They do not provide cultural or sightseeing commentary.
• They are not medically trained beyond offering reasonable assistance, and they are not a replacement for comprehensive travel insurance (see Section 5).
• They are not responsible for individual travel arrangements outside the published itinerary (e.g. missed flights, personal extensions, or independent side trips).
In short: The Tour Manager is your main point of contact on tour, ensuring communication, leadership, and continuity of service, while IAAT Ops and H-C Travel provide back-up support.
Date of Issue: 24th November 2025
Your travel contract is with HC Travel Ltd. The trip is operated by Ian Allan Aviation Tours, which is a trading name of COAP Wings Ltd.
IAN ALLAN AVIATION TOURS
COAP Wings (COAP) Ltd (TM), T/A Ian Allan Aviation Tours: Registered in England & Wales, Company Number 15531338
TELEPHONE: +44 (0)1487 832922
EMAIL: graham@ianallanaviationtours.com
