Sappho Travel EL*C Conference 2027 Booking Terms
Last updated: 19 July 2026
These booking terms apply to accommodation, transfer and travel services requested or booked through Sappho Travel in connection with the 5th EL*C International Lesbian Conference in Skala Eressos, Lesvos, Greece, taking place from 7 to 17 October 2027.
Please read these terms carefully before accepting a proposal or making a payment.
1. About Sappho Travel
Sappho Travel is operated by:
Legal business name: Sappho Travel
Trading name: Sappho Travel
Registered address: Skala Eressos, 81105, Lesvos – Greece
Greek tax number: EL041768470
Travel agency licence or registration details: 77997642000
Email: elc2027@sapphotravel.com
Telephone: +30 2253052140
In these terms, “Sappho Travel”, “we”, “us” and “our” refer to the legal business operating Sappho Travel.
“You”, “your”, “traveller”, “participant” and “customer” refer to the person submitting or accepting a request and, where applicable, the other travellers included in the booking.
2. Scope of these terms
These terms apply only to services requested, offered, paid for or confirmed through Sappho Travel.
They may include:
* accommodation in Skala Eressos or elsewhere on Lesvos;
* private or shared airport or port transfers;
* minibus or coach transfers;
* domestic flight information and reservations;
* ferry information and reservations;
* other travel services expressly included in a written Sappho Travel proposal.
EL*C administers conference registration, scholarships, the conference programme, speakers, conference venues and certain accommodation allocations arranged directly by EL*C.
Accommodation allocated and administered directly by EL*C is not governed by these Sappho Travel booking terms.
Where accommodation originally reserved by EL*C is later offered, paid for and confirmed through Sappho Travel, the participant’s booking is administered by Sappho Travel and these terms apply.
3. Conference registration is separate
Conference registration and accommodation or travel bookings are separate arrangements.
Registering for the EL*C Conference does not:
* reserve accommodation;
* include a transfer;
* include a flight or ferry ticket;
* create a booking with Sappho Travel.
Similarly, submitting a request or making a booking through Sappho Travel does not register the participant for the conference.
Questions concerning conference registration, scholarships, speakers, programme activities, conference venue accessibility or EL*C policies must be directed to EL*C.
4. Booking requests
The online form is a booking request form only.
Submitting the form does not:
* create a contract;
* reserve or hold accommodation;
* guarantee availability;
* confirm a transfer;
* reserve a flight or ferry seat;
* guarantee a quoted price;
* oblige Sappho Travel to provide any service.
All requests are reviewed manually.
We may contact you for further information before preparing a proposal.
Requests are subject to availability and to the acceptance of the relevant accommodation provider, transport operator, airline, ferry company or other supplier.
5. Proposals and quotations
Where we identify a potentially suitable service, we will send you a written proposal or quotation.
The proposal may contain:
* the accommodation or service offered;
* travel dates;
* room type and occupancy;
* included and excluded services;
* total price;
* applicable taxes or charges;
* deposit and balance requirements;
* payment deadline;
* cancellation conditions;
* supplier-specific terms;
* the period for which the proposal remains valid.
A proposal is not a confirmed booking.
Unless expressly stated otherwise, availability and prices may change until the required payment has been received and written confirmation has been issued.
A proposal may be withdrawn if:
* the accommodation or service is no longer available;
* the supplier changes its price or conditions;
* the proposal validity period expires;
* the required payment is not received by the stated deadline;
* an error is identified in the proposal;
* circumstances arise that make the requested arrangement impracticable.
6. Responsibility of the person making the booking
The person accepting a proposal is responsible for:
* having the authority to make the booking for every traveller included;
* providing accurate information;
* communicating these terms and all relevant booking information to the other travellers;
* ensuring that all traveller names and details are correct;
* making payments by the required deadlines;
* notifying us promptly of errors or changes.
We may treat instructions received from the person making the booking as having been authorised by all travellers included in that booking.
7. When an accommodation booking is confirmed
An accommodation booking is confirmed only when:
1. you have accepted the written proposal;
2. Sappho Travel has received the required deposit or full payment; and
3. Sappho Travel has issued written booking confirmation.
An automatic email acknowledging receipt of the online form is not a booking confirmation.
A bank-transfer receipt or payment instruction is not, by itself, a booking confirmation.
Please check the written confirmation immediately and notify us promptly if any information is incorrect.
8. Accommodation payment conditions
For accommodation proposals accepted on or before 30 April 2027:
* a non-refundable deposit of 50% of the total accommodation cost is required to confirm the booking;
* the remaining 50% balance must be paid no later than 30 April 2027.
For accommodation proposals accepted after 30 April 2027:
* the full invoiced amount must be paid to confirm the booking.
A different payment deadline may apply where this is expressly stated in the individual proposal.
No booking is confirmed until the required payment has cleared into the account specified by Sappho Travel.
The customer is responsible for any bank charges, currency-conversion costs or payment-provider fees unless the proposal states otherwise.
9. Non-refundable accommodation deposit
The 50% accommodation deposit is non-refundable if the participant cancels the booking.
The deposit reflects the advance commitments required to secure accommodation specifically for the conference period, including commitments made to local accommodation providers operating outside the main tourist season.
By accepting the proposal and paying the deposit, you acknowledge and accept this condition.
Nothing in these terms limits any mandatory rights that cannot lawfully be excluded.
10. Failure to pay the accommodation balance
If the remaining accommodation balance is not received by the applicable deadline, Sappho Travel may:
* treat the booking as cancelled by the customer;
* release the accommodation;
* retain the non-refundable deposit;
* apply any additional cancellation charges stated in the proposal or these terms.
We may send a reminder, but we are not required to do so. The customer remains responsible for meeting the payment deadline.
Reinstatement of a cancelled booking cannot be guaranteed and may be subject to:
* renewed availability;
* a different price;
* immediate full payment;
* additional administration costs.
11. Customer cancellation of accommodation
All accommodation cancellations must be submitted in writing to:
The effective cancellation date is the date on which Sappho Travel receives the written cancellation.
Unless different conditions are clearly stated in the individual proposal:
* the 50% deposit is non-refundable;
* cancellation after payment of the balance may result in the loss of some or all of the total accommodation cost;
* failure to arrive, early departure and unused nights are treated as cancellation by the customer and do not automatically create a right to a refund.
Any refund above the non-refundable deposit will depend on:
* the date of cancellation;
* the terms agreed with the accommodation provider;
* whether Sappho Travel can cancel or resell the accommodation;
* any costs already incurred;
* the specific conditions stated in the proposal.
Where stricter cancellation conditions apply to a particular property, these will be disclosed before the booking is confirmed.
12. Changes requested by the customer
Requests to change names, dates, occupancy, room type or other booking details must be made in writing.
Changes are subject to:
* availability;
* the agreement of the relevant supplier;
* any price difference;
* supplier amendment charges;
* any reasonable administration charge disclosed by Sappho Travel.
A requested change is not effective until confirmed in writing by Sappho Travel.
Reducing the number of nights, rooms or travellers may be treated as a partial cancellation and may be subject to cancellation charges.
A change of lead traveller or transfer of the booking to another person is not guaranteed.
13. Accommodation descriptions and facilities
We make reasonable efforts to provide accurate information supplied by accommodation providers.
However:
* photographs may be illustrative;
* furnishings and room layouts may differ;
* facilities may change;
* distances and walking times are approximate;
* terms such as “central”, “quiet”, “close”, “accessible”, “seafront” or “sea view” may involve a degree of judgement;
* seasonal services may be limited in October.
Only facilities and requirements expressly included in your written proposal or confirmation form part of the confirmed booking.
Preferences that have not been expressly confirmed are requests only and cannot be guaranteed.
14. Accessibility requirements
Participants should tell us about any essential accommodation or transport requirements before accepting a proposal.
You do not need to disclose a diagnosis. However, you should provide enough practical information for us to investigate suitability, such as:
* step-free access;
* doorway or lift dimensions;
* bathroom configuration;
* walk-in shower requirements;
* use of a wheelchair or mobility equipment;
* maximum comfortable walking distance;
* requirement for an accessible vehicle;
* need for assistance with luggage.
We will make reasonable efforts to verify requested features with the supplier.
An accessibility feature is confirmed only if it is expressly included in the written proposal or booking confirmation.
We cannot guarantee that all properties or vehicles in Skala Eressos meet the accessibility standards or definitions used in another country.
Conference venue accessibility is administered separately by EL*C.
15. Arrival, check-in and departure
Participants are responsible for:
* observing the accommodation’s check-in and check-out times;
* providing estimated arrival details when requested;
* informing Sappho Travel promptly of significant delays;
* complying with the accommodation provider’s reasonable house rules;
* providing identification where legally required.
Late arrival may require special arrangements and may incur an additional charge.
Failure to arrive without notice may be treated as a no-show.
Early departure does not entitle the customer to a refund for unused accommodation.
16. Conduct and damage
Participants must behave responsibly and respect:
* the accommodation;
* neighbouring properties;
* accommodation staff;
* other guests;
* local rules and laws.
The person making the booking is responsible for communicating these requirements to all travellers included in the booking.
The accommodation provider or Sappho Travel may terminate a stay where a participant’s behaviour causes, or is reasonably likely to cause:
* danger;
* serious disruption;
* damage;
* harassment;
* unlawful activity;
* significant distress to others.
In such circumstances, no refund will normally be payable for unused services.
Participants are responsible for damage, loss, extraordinary cleaning or other costs caused by themselves or members of their party.
The accommodation provider may request a security deposit, identification or other reasonable guarantee where this is disclosed before or at check-in.
17. Transfers
Transfer requests are subject to vehicle and driver availability.
A transfer is confirmed only after:
* the details and price have been agreed;
* any required payment has been received; and
* Sappho Travel has issued written confirmation.
The proposal will state whether the transfer is:
* private;
* shared;
* by taxi;
* by minibus;
* by coach;
* arranged through another transport provider.
Shared transfers depend on sufficient demand and reasonably compatible arrival or departure times.
Selecting “shared transfer acceptable” on the form does not guarantee that a shared transfer will be available.
If a shared option cannot be arranged, we may offer a private transfer at a different price. The participant is not obliged to accept the alternative unless it has already been agreed and confirmed.
18. Transfer information supplied by the traveller
The traveller is responsible for providing accurate:
* travel date;
* scheduled arrival or departure time;
* airline or ferry company;
* flight or ferry number;
* passenger count;
* luggage information;
* mobility-equipment information;
* child-seat requirements;
* contact telephone number.
Please notify us promptly of timetable changes.
Sappho Travel is not responsible for consequences caused by incorrect or incomplete information supplied by the traveller.
19. Delayed arrivals and missed transfers
Where a flight or ferry is delayed, we will make reasonable efforts to adjust a confirmed transfer.
An adjustment cannot always be guaranteed, particularly where:
* the driver has another confirmed service;
* the delay is substantial;
* the arrival moves to a different date;
* a replacement vehicle or driver is unavailable.
Additional waiting time, parking, night-service charges or replacement transport may result in an additional cost.
If a participant misses a transfer because of their own delay, failure to provide correct details or failure to attend the agreed meeting point, the original transfer may remain payable.
Any replacement transfer will be subject to availability and additional payment.
20. Customer cancellation of transfers
Transfer cancellation conditions will be stated in the proposal or confirmation.
Unless otherwise stated:
* cancellations must be made in writing;
* supplier cancellation charges may apply;
* cancellation close to the service date may result in the full transfer cost becoming non-refundable;
* no refund is due for a no-show or unused confirmed transfer.
Where a shared transfer is affected by a participant’s cancellation, any refund will also depend on the commitments already made to the transport provider.
21. Flight and ferry quotations
Flight and ferry schedules, availability and fares can change at any time before ticket issuance.
A quotation does not guarantee:
* a seat or cabin;
* a particular fare;
* a timetable;
* baggage allowance;
* refundability;
* changeability.
Prices are confirmed only when:
* the traveller accepts the quotation;
* full payment is received;
* the carrier accepts the reservation; and
* the ticket is issued.
If the quoted fare is no longer available before payment or issuance, we will inform the traveller of the available alternative price or itinerary.
22. Payment for flight and ferry tickets
Domestic flight and ferry tickets must be paid in full before they can be issued.
Payment is required immediately upon acceptance of the ticket proposal, or by any shorter deadline stated in the quotation.
Sappho Travel is not required to issue or hold tickets before receiving cleared payment.
Where a fare or reservation expires before payment is received, the price and availability must be checked again.
Any Sappho Travel booking, ticketing or administration fee will be disclosed before purchase.
23. Passenger names and travel documents
The traveller is responsible for ensuring that all passenger information is accurate and matches the travel document that will be used.
This includes:
* first name;
* surname;
* date of birth where required;
* nationality where required;
* identity-card or passport information where required.
Name corrections may be restricted or prohibited by the carrier and may require:
* a change fee;
* a fare difference;
* cancellation and purchase of a new ticket.
Travellers are responsible for holding all required:
* passports or identity cards;
* visas;
* residence documents;
* health documents;
* permissions for children;
* other travel documents.
Sappho Travel is not responsible where a passenger is refused boarding or travel because the required documents are absent, invalid or inconsistent with the booking.
24. Flight and ferry ticket changes and cancellations
Ticket change, cancellation and refund rights depend on:
* the carrier;
* the route;
* the fare type;
* the ticket rules;
* the time at which the change or cancellation is requested.
Some fares are non-refundable and non-changeable. Others may permit changes or refunds subject to fees and fare differences.
The applicable conditions will be stated or referenced in the ticket proposal wherever available.
Where a ticket is described as non-refundable, no refund will be due following voluntary cancellation by the traveller, except for any taxes or amounts that must be returned under applicable law or carrier rules.
Sappho Travel’s own booking or ticketing fee may remain non-refundable where the booked service has already been performed.
All change or cancellation requests must be made in writing.
A request is not completed until it has been accepted and processed by the carrier and confirmed by Sappho Travel.
25. Cancellation or disruption by an airline or ferry company
Airlines and ferry companies may change or cancel services.
Where a carrier cancels or significantly disrupts a service, the traveller’s rights are governed by:
* applicable passenger-rights legislation;
* the carrier’s conditions;
* the circumstances of the disruption.
Depending on the circumstances, the carrier may offer options such as:
* rerouting;
* rebooking;
* reimbursement;
* assistance;
* compensation where legally applicable.
Sappho Travel will provide reasonable assistance with a reservation booked through us, but the carrier remains responsible for operating the transport service and determining carrier refunds or alternatives.
Any refund processed through Sappho Travel will normally be paid after the corresponding funds have been received from the carrier, subject to applicable law.
26. Separate services and combined arrangements
Unless a proposal expressly states that services are sold as a package, each separately identified accommodation, transfer, flight or ferry service may be supplied under its own contract and applicable supplier conditions.
However, certain combinations of travel services may qualify as a package or linked travel arrangement under applicable law.
Where applicable, Sappho Travel will provide any additional statutory information, protections or documentation required before the booking is concluded.
If a statutory notice or specific written proposal conflicts with these general terms, the statutory notice or specific proposal will take precedence to the extent required by law.
27. Prices, taxes and local charges
The proposal will state what is included in the quoted price.
Unless expressly included, the participant may be required to pay certain charges directly, such as:
* government-imposed accommodation or climate-related charges;
* security deposits;
* optional extras;
* meals or beverages;
* additional cleaning;
* additional guests;
* parking;
* pet charges;
* late check-in charges;
* local services requested during the stay.
Where a government tax, carrier charge or mandatory supplier fee changes after the proposal but before confirmation, we will notify you before taking payment or confirming the affected service.
28. Changes made by Sappho Travel or a supplier
Occasionally, a confirmed service may need to be changed because of circumstances beyond the reasonable control of Sappho Travel.
Where a significant change occurs, we will notify the customer as soon as reasonably possible and, where appropriate, offer:
* a reasonable alternative;
* a price adjustment;
* cancellation and any refund required under the applicable contract or law.
A replacement property or service may differ in location, category, facilities or price.
We will not substitute a materially different service without informing the customer.
29. Supplier cancellation or inability to provide a service
If an accommodation provider or other supplier cancels or cannot provide a confirmed service, Sappho Travel will make reasonable efforts to offer an appropriate alternative.
If no reasonable alternative is available or accepted, the customer will receive any refund due for the affected service under the applicable contract and law.
Sappho Travel is not responsible for independently booked consequential costs, such as:
* separate flights;
* separate accommodation;
* missed work;
* conference registration;
* personal arrangements;
except where responsibility cannot lawfully be excluded.
30. Events beyond reasonable control
Neither Sappho Travel nor the relevant supplier will be responsible for a failure or delay caused by extraordinary circumstances that could not reasonably have been avoided.
These may include, depending on the circumstances:
* severe weather;
* wildfire;
* earthquake;
* flood;
* epidemic or public-health restrictions;
* war or civil unrest;
* terrorism or security incidents;
* strikes;
* airport or port closures;
* transport disruption;
* government action;
* utility failure;
* natural disaster;
* other events beyond reasonable control.
The consequences for cancellation, alternative arrangements and refunds will depend on:
* the service booked;
* the applicable supplier terms;
* applicable passenger or package-travel law;
* whether the service can still be provided;
* any recoverable amounts.
Nothing in this section excludes rights that apply mandatorily under law.
31. Travel insurance
Participants are strongly encouraged to purchase suitable travel insurance as soon as they confirm their arrangements.
Insurance should be considered for:
* cancellation;
* illness or injury;
* medical treatment;
* pre-existing medical conditions where relevant;
* travel disruption;
* missed departure;
* flight or ferry cancellation;
* baggage loss or damage;
* personal liability;
* activities planned during the trip.
It is the traveller’s responsibility to ensure that the chosen policy is suitable and provides adequate cover.
Sappho Travel does not provide insurance unless an insurance service is expressly offered and confirmed separately.
32. Personal belongings
Participants are responsible for their personal belongings, money, travel documents and valuables.
Loss, theft or damage should be reported promptly to:
* the accommodation provider;
* the transport operator;
* the police where appropriate;
* the traveller’s insurer.
Sappho Travel is not responsible for personal-property loss or damage unless directly caused by Sappho Travel’s negligence and liability cannot lawfully be excluded.
33. Problems during the stay or service
If a problem arises, please report it promptly so that there is a reasonable opportunity to investigate and assist.
For accommodation issues, first notify:
1. the accommodation provider where appropriate; and
2. Sappho Travel at elc2027@sapphotravel.com or the emergency contact supplied in your confirmation.
For flight or ferry disruption, passengers should also follow the carrier’s instructions and contact the carrier’s service desk.
Failure to report a problem while it can still be addressed may affect our ability to offer a remedy.
34. Complaints
Complaints concerning a Sappho Travel booking should be submitted in writing to:
Please include:
* the lead traveller’s name;
* booking reference;
* service dates;
* a clear description of the issue;
* relevant photographs, receipts or supporting documents;
* the remedy requested.
Complaints should be submitted as soon as reasonably possible.
We will acknowledge and investigate the complaint and respond within a reasonable period, taking account of the complexity of the matter and any information required from a supplier.
35. Liability
Sappho Travel will exercise reasonable care in selecting and arranging services.
Our responsibility will depend on the nature of the service, our legal role and applicable law.
Sappho Travel is not responsible for:
* inaccurate information supplied by the traveller;
* failure to meet passport, visa or travel-document requirements;
* voluntary cancellation by the traveller;
* loss arising from services booked independently;
* acts or omissions of the traveller;
* events beyond reasonable control;
* matters that could not reasonably have been foreseen or prevented.
Nothing in these terms excludes or limits liability where doing so would be unlawful, including liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence where applicable.
36. Privacy and personal data
Sappho Travel will process personal information for purposes connected with:
* responding to requests;
* identifying suitable services;
* preparing proposals;
* making and administering reservations;
* processing payments;
* communicating with accommodation providers, transport operators, airlines, ferry companies and other relevant suppliers;
* meeting legal, accounting and regulatory obligations.
Information will be shared only where reasonably necessary to provide the requested service or comply with legal obligations.
Additional passenger information may be requested where required for ticketing or the provision of a service.
Please refer to the Sappho Travel Privacy Notice for further information about:
* purposes and lawful bases;
* recipients;
* retention;
* data-subject rights;
* contact and complaint procedures.
Privacy Policy – Sappho Travel
37. Communication
The participant is responsible for providing a valid email address and regularly checking:
* the inbox;
* spam or junk folders;
* messages sent to the telephone or WhatsApp number supplied.
Important notices, proposals, payment instructions and confirmations may be sent electronically.
Please notify Sappho Travel promptly if contact details change.
Communications concerning these bookings should be sent to:
38. Severability
If any provision of these terms is found to be invalid, unlawful or unenforceable, the remaining provisions will continue to apply.
The invalid provision will be interpreted or adjusted only to the extent necessary to make it lawful and enforceable.
39. Governing law and disputes
These terms and bookings made through Sappho Travel are governed by Greek law. This does not deprive consumers of any mandatory protections available to them under the laws of their country of residence.
If a dispute arises, the customer and Sappho Travel should first attempt to resolve it directly and in good faith.
If the dispute cannot be resolved, proceedings may be brought before the courts having jurisdiction under the applicable Greek and European Union rules.
Nothing in these terms limits a consumer’s right to bring proceedings before any court that has jurisdiction under mandatory consumer-protection law.
40. Acceptance of these terms
By accepting a proposal or making the required payment, the customer confirms that:
* they have read these booking terms;
* they understand the applicable payment and cancellation conditions;
* they are authorised to accept the terms for the travellers included;
* the information supplied is accurate;
* they agree to be bound by these terms and by any additional conditions expressly stated in the proposal.
Where the individual proposal contains a service-specific condition that differs from these general terms, the service-specific condition takes precedence, provided that it was disclosed before the booking was confirmed and is lawful.