Booking Conditions

Booking Conditions – Revised March 2008
Your contract is with SPORTS TOURS INTERNATIONAL LTD. (also trading as CLUB LA SANTA UK, GRAHAM BAXTER SPORTING TOURS or GOLF TRAVEL CLUB). Registered office: Spectrum, 56-58 Benson Road, Birchwood, Warrington WA3 7PQ. Company registration number 2207655 ABTA A406X/V1479; ATOL 2711; IATA 91252486.
When you make your booking you must complete a booking form, accepting on behalf of all your party the terms of these booking conditions and pay deposits and race entries as outlined in the selling brochure. Sports Tours International Ltd. has no control over the event and whether it takes place. If the event were to be cancelled this does not affect the remainder of the holiday continuing as planned and does not allow the client to cancel the remainder of the holiday. The company’s liability is limited to the cost of the entry fee. Non standard tour arrangements e.g. ones which might involve full “Apex” (Advanced purchase) or Low Cost Airline fares, are subject to full payment at the time of booking. This also applies to insurance premiums and race/event costs (if relevant), all of which are non refundable and you will be advised of this at the time of booking.
ITEMS INCLUDED IN YOUR HOLIDAY
• Return flights, or cross channel ferries/channel tunnel/ Eurostar as appropriate, from the chosen departure point to the stated destination, and airport/port taxes and security charges (as at the time of booking) – details as shown in each tour itinerary
• Return airport transfers where applicable, as outlined in the brochure.
• Accommodation for the duration, in the hotel and on the meal basis stated or offered, including mandatory local taxes or in self catering (as stated).
• International / domestic coach transport as specified.
• Sports Tours overseas representative or agents/services of Club La Santa reception. UK representative or agent if stated in the case of U.K. based tours.
• V.A.T. on all holidays to the E.U.
ITEMS NOT INCLUDED IN YOUR HOLIDAY
• Race/event entry. This is specified in the individual tour itinerary.
• Travel insurance. It is strongly recommended that you take out some form of insurance with all our UK and foreign inclusive tours.
• Any flight, meal, room or apartment supplements as details in the individual tour itinerary.
• Any other items listed as optional extras e.g. excursions.
• Cost of visa – where required
• Cots and food for infants (i.e. under 2 years of age).
Please state at the time of booking whether extra assistance is required for Disability or if there are any special requests. Please note special requests, such as low floor, sea views, etc cannot be guaranteed unless you have been able to book the actual rooms in question.
This contract is made on the terms of these booking conditions which are governed by English Law and both parties shall submit to the jurisdiction of the English Courts at all times.
PRICING
The holiday price will be confirmed at the time of booking – as the brochure price may have been amended since publication. Prices are subject to change due to the uncertainty of certain components such as taxes, the price of oil, energy related costs etc.
An exchange rate of £1 = Euro 1.30 has been used in the pricing of this brochure.
The balance of the price of your holiday must be paid at least 12 weeks before the departure dates. If the balance is not paid in time we reserve the right to cancel your holiday, retain your deposit/race entry fee and apply cancellation charges set out below.
Surcharges – once you have booked your holiday, if certain costs rise beyond our control, for example, taxes, the price of oil, energy related costs etc, we may have to impose a surcharge on your holiday. In this case, we will absorb the first 2% of the increase and there will be the imposition of a £1 administration charge per person and an amount to cover any additional agents’ commission.
CHANGES TO YOUR HOLIDAY
If, after our confirmation has been issued, you wish to change to another of our holidays or change departure date, we will do our utmost to make the changes, provided that notification is received in writing at our offices from the person who signed the booking form, or from their travel agent, at least 12 weeks before departure. Any charges levied by the airlines will be charged and must be accompanied by a payment of £15 per person to cover our administration costs. Any alteration by you within 12 weeks of departure and any such request for an alteration will be treated as a cancellation of the original booking and will be subject to the cancellation charges set out below. Please note that certain travel arrangements e.g. APEX tickets, cannot be changed after a reservation has been made and any alteration request will incur a 100% cancellation charge.
It is unlikely that we will have to make any changes to your holiday, but we do plan the arrangements many months in advance, therefore unfortunately occasionally changes may be made, which we reserve the right to do at any time. Most of these changes are minor and we will advise you or your travel agent at the earliest possible date. Flight timings and carriers in the brochure are subject to change as a result of airline procedures and these details are given for guidance only. Flight details will be shown on your ticket confirmation provided with your final documents. If a major change becomes necessary, such as a flight time alteration of more than 12 hours, significant change of your destination, a change of your UK departure airport or the downgrading of your accommodation by more than 1 full star rating, we will inform you or your travel agent as soon as reasonably possible if there is time before departure. When a major change occurs provided it does not arise from circumstances amounting to force majeure (see below), you will have the choice of either accepting the change of arrangements, purchasing another available holiday from us or cancelling your holiday and receiving a full refund. In all cases we will pay compensation as detailed below.
Period before departure within which a major change is notified to you or your travel agent.
FOREIGN TOURS ONLY
More than 84 days Nil
84-15 days £10 per fare paying passenger
Less than 15 days £25 per fare paying passenger
UK TOURS
More than 84 days Nil
84-15 days £5 per fare paying passenger
Less than 15 days £12.50 per fare paying passenger
IMPORTANT NOTE: Compensation will not be payable if we are forced to cancel, or in any way change your holiday due to war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, congestion or closure of airports, unavoidable problems with the transport system, industrial dispute, fire or adverse weather conditions or other circumstances amounting to force majeure
CANCELLATION OF YOUR HOLIDAY
You, or any member of your party, may cancel your holiday at any time providing that the cancellation is made by the person signing the booking form and is communicated to us in writing directly or via the travel agent with whom you made your booking. As this incurs administrative costs, we will retain your deposit, insurance (if applicable) and race entry fees (if applicable) and, in addition, may apply cancellation charges up to the maximum shown below. If the number of persons booked changes, the holiday costs will be recalculated on the basis of the amended party size and you will need to pay any difference in the holiday price.
Period before departure within which written cancellation is received shown as a percentage of the total holiday cost. (Excluding any non-refundable entry fees):
More than 84 days Deposit only
84-56 days 50% (or deposit, whichever is greater)
55-28 days 70%
27-15 days 90%
Less than 15 days 100%
Note: If the reason for cancellation is covered under the terms of an insurance policy, you may be able to reclaim some of these charges.
We reserve the right in any circumstance to cancel your holiday and all holidays operate subject to a minimum number of participants. In circumstances where we are unable to provide the holiday booked we will return to you all monies paid, or offer you an alternative holiday of comparable standard and if a cancellation occurs within 12 weeks of departure, compensation on a similar scale to that shown in the paragraph above.
Period before departure within which cancellation is notified to you or your travel agent.
FOREIGN TOURS ONLY
More than 84 days Nil
84-15 days £10 per fare paying passenger
Less than 15 days £25 per fare paying passenger
UK TOURS
More than 84 days Nil
84-15 days £5 per fare paying passenger
Less than 15 days £12.50 per fare paying passenger
In the unlikely event of the cancellation/postponement of the sporting events for whatsoever reason, Sports Tours International Ltd./Club La Santa/Graham Baxter Sporting Tours/Golf Travel Club cannot be held responsible in any way for any monetary loss, inconvenience or any other circumstances, including non-refundable events fees.
COMPLAINTS
If you have a problem during your holiday, please inform our representative/agent/hotel reception, who will endeavour to put things right quickly. If your complaint cannot be resolved locally, your representative/agent/hotel reception will ask you to complete a report, the original of which is for you and a copy will be forwarded to our Head Office. Please follow this up within 28 days of your return home by writing to our Customer Services Department at Sports Tours International Limited, 91 Walkden Road, Walkden, Manchester, M28 7BQ giving your original booking reference number and all other relevant information. It is, therefore, a condition of the contract that you communicate any problem to the supplier of the services in question AND to our representative/agent/hotel reception whilst in resort and lodge a written report form. Failure to follow this procedure could affect your rights under the contract. Disputes arising out of, or in connection with, this contract which cannot be amicably settled, may be referred to arbitration if the customer wishes under a special scheme, which, though devised by arrangement with the Association of British Travel Agents, is administered independently by the Chartered Institute of Arbitrators. The scheme, details of which can be supplied on request, provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on the customer in respect of costs. The scheme does not apply to claims for an amount greater than £1,500.00 per person or £7,500.00 per booking form. Neither does it apply to claims which are solely or mainly in respect of physical injury or illness or the consequences of such injury or illness. If you elect to seek redress under this scheme, written notice requesting arbitration must be made within 28 days after the scheduled date of return from holiday. Full details are available from the ABTA, 68-71 Newman Street, London W1T 3AH.
OUR LIABILITY TO YOU
We accept responsibility to ensure the holiday which you booked with us is supplied as described in this brochure and the services offered reach a reasonable standard. If any part is not provided as promised, we will pay you appropriate compensation if this has affected the enjoyment of your holiday. We accept responsibility for the acts and / or omissions of our employees, agents and suppliers (save where they lead to death, injury or illness), our liability in all cases shall be limited to a maximum of twice the value of the original holiday cost. This limit does not apply to injury, death or illness.
We accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees or agents together with our suppliers and sub-contractors, servants and/or agents of the same whilst acting within the scope of, or in the course of their employment in the provision of your holiday. We will accordingly pay to our clients such damages as might have been awarded in such circumstances under English Law. However our liability will be limited to the extent of contributory negligence attributable to yourself or another party unconnected with the provision of the holiday.
If any client suffers death, illness or injury whilst overseas arising out of activity which does not form part of the foreign inclusive holiday arrangements or excursion arranged through us, we shall, at our discretion offer advice, guidance and assistance to help you in resolving any claim you may have against a third party, providing we are advised of the incident within 90 days of the occurrence. Where legal actions is contemplated our authority must be obtained prior to commencement of proceedings and be subject to your undertaking to assign any costs recovered or any benefits received under an appropriate insurance policy to ourselves. Our costs in respect of the above on behalf of you and your party shall not exceed £5,000.00 in total.
In respect of carriage by air, sea and rail and the provision of accommodation our liability in all cases will be limited in the manner provided by the relevant international convention (e.g. Montreal Convention – air, Athens Convention – sea; Berne Convention – Rail).
Health and Safety standards applicable to the elements of the holiday booked with us should meet the local regulations of your destination, however please note that these may not be the same as in the UK and may vary from destination to destination.
Where your holiday includes a flight booked through ourselves, when you travel with the airline, the conditions of that carrier apply, some of which may limit liability. This brochure is the responsibility of the tour operator, it is not issued on behalf or, and does not commit the airlines mentioned therein or any airline whose services are used in the course of the tour. Please note that in accordance with Air Navigation Orders, an infant must be under 2 years of age on the date of their return flight to qualify for infant status whilst a child must be under 12 years of age on the date of their return flight to qualify for child status.
If your flight is cancelled or delayed, your flight ticket is downgraded or boarding is denied by your airline in circumstances which would entitle you to claim compensation against the airline under EC Regulation No 261/2004 – the Denied Boarding Regulations 2004, you must pursue the airline for the compensation due to you. Further information is available from the Air Transport Users Council, www.auc.org.uk. We reserve the right to change the flight/carrier in the interest of efficiency, as outlined in certain brochures. Sports Tours International Ltd./Club La Santa may not be able, at the time of booking to confirm the operator or the type of aircraft to be used for a particular tour.
All tours descriptions are advised by us in good faith and every care is taken to ensure their accuracy. However, since we include so much detail and since the tours are prepared up to 12 months in advance, there may be occasions when an advertised facility or entertainment is not available during your own particular tour. Certain facilities e.g. swimming pools, require maintenance and sometimes have to be temporarily withdrawn from use for such work to be done. Outdoor activities, beach services and water sports for example may not operated for reason such as unstable weather conditions or lack of support, or golf courses, bowling greens etc may be closed for maintenance or private competitions. Similarly there may be occasions, especially during the low season, where certain advertised schedules, entertainment or amenities are changed, cancelled or curtailed. Further, the operation of certain amenities and facilities may be subject to local licensing laws or religious holiday. Government or local authority restrictions may also dictate that a hotel or apartment limits certain facilities e.g. air-conditioning or water supply, in the cause of conservation. Should any of these examples occur (or any other incidents of a similar nature), Sports Tours International Ltd will not be liable for any loss or damages occurring as a result.
IMPORTANT INFORMATION
FINANCIAL PROTECTION
The air holiday and flights in this brochure are ATOL protected, since we hold an air travel organisers licence granted by the civil aviation authority. Our ATOL number is ATOL 2711. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advanced booking. For further information, visit the ATOL web site on www.atol.org.uk
DATA PROTECTION
To ensure that your holiday runs smoothly, we need to supply your key information to specific suppliers involved in the organisation of your holiday. We may occasionally contact you to inform you of products and services from Sports Tours International or associated companies. Should you wish not to be kept up to date with this information, please contact us. You have the right to see any information we may hold relating to yourself.
HEALTH REGULATIONS
We advise all customers to check what the latest health requirements are for travel to their chosen destination. Please consult your doctor, practice nurse or travel health clinic and/or obtain the relevant health leaflets e.g. the D.O.H. leaflet “Protect your Health Abroad” from your local Post Office or the Department of Health. Also consult the following websites for advice: www.foc.gov.uk. www.dh.gov.uk, www.hpa.org.uk and www.nathnac.org
PASSPORT / VISAS
It is your responsibility to make sure all your travel credentials are in order. Airlines may refuse travel if you do not have the correct documents. The name on the passport MUST match the name on the ticket. If the names do not match you may not be able to travel and your insurance policy may be invalid.
A full ten year British Citizen Passport is required for all overseas tours. It must be valid for 6 months after your return. Other nationalities should check requirements with the relevant embassy. THIS IS YOUR RESPONSIBILITY. UK Passport Office Website – www.passport.gov.uk
It is each client’s responsibility to check the entry requirements of their chosen destination with the appropriate embassy, to obtain and process the correct forms with the Embassy allowing sufficient time for the application to be processed. If visas are required for British Citizen passport holders on any of our tours, this may be stated on the individual tour itinerary. However, non-British passport holders should always check requirements with the relevant embassy. Failure to obtain a visa is not a valid reason for cancelling the tour. Clients travelling to the USA are reminded that persons with a criminal record will require a Visa.
For Foreign Office advice on travelling to other countries, please refer to www.fco.gov.uk/knowbeforeyougo
TICKETS & TOUR DOCUMENTS
These will be sent to you approximately 14 days before departure.
RACE ENTRY FORMS
All race entrants are obliged to fill in the appropriate official entry form, which we will send you. This form must be returned within 7 days to the issuing office and are subject to the conditions of entry over which we have no jurisdiction. Failure to return the signed entry form within the specified time could result in your race entry being refused and your booking cancelled with the loss of all monies paid. All requested medical information must be supplied otherwise the entry may be invalid.
GOLF ARRANGEMENTS
Your course and tee-time requests made at the time of booking will be confirmed as “requested” on your booking confirmation. When we have received confirmation of the actual golf itinerary booked for you we will advise you of this by letter. We do endeavour to match your requests as closely as possible and please note that the earlier you book the closer the itinerary will be to that requested. It is important that you take note that the tee-times are subject to the rules of each golf club as well as course availability itself and consequently all requests are not binding on us.
Amendments to confirmed golf schedules may be necessary from time to time due to competitions, course closure and other such eventualities. These will be advised to you and alternative arrangements made wherever possible. Any amendments will not be considered as major changes.
Your golf vouchers will be issued as green fees paid in advance. These will either be issued with your travel documents, by the hotel or local representative depending on the destination. Please note that vouchers should be presented to the caddy master at least 15 minutes prior to tee off. Unused vouchers will only be refunded if course closure has prevented play, please note that we will require written confirmation from the course prior to processing the refund.
During the busy periods, most clubs only permit 3 or 4 balls to play and parties other than four or eight and more, may be teamed up.
The Golf Travel Club cannot be held responsible for the actual playing conditions of the courses, including changes caused by course maintenance.
CYCLING
Where Sports Tours arrange flights for cyclists, the company cannot accept responsibility for the flight carrier failing to carry the cycle on the same flight. The company will do everything in its power to expedite speedy delivery, but this is outside the control of the company.
BAGGAGE
Typically one average sized suitcase only per person is permitted – weight allowances do vary dependant on the carrier, so please check with the carrier. Infants do not have any baggage allowance. Due to recent security alerts, the approved items for carriage within the cabin or aircraft hold has been subject to change. Please refer to your carrier for the very latest information prior to departure, and to the departure airport website and the Department for Transport www.dft.gov.uk
HOTEL CHECK-IN/CHECK-OUT
The standard international practice is to let rooms from mid afternoon on the day of arrival until mid morning of the day of departure. Occasionally when you arrive at your accommodation, you may have to wait a short while until your room is ready. Similarly, if you are leaving the destination on a flight later in the day, you may be required to check out of your hotel room earlier in the day. In some cases, you may be able to extend you stay in your room or have access to facilities at the accommodation to change and refresh yourself in and this should be arranged with the accommodation management.
ROOM SHARING
If you are travelling alone and do not wish to pay the applicable supplement for a single room, we will, if you wish and subject to availability, match you up with someone of the same sex on a “twin to share” basis wherever possible. If you select a room sold on this “twin to share” basis you will be sharing with another participant on the tour and not have sole use of the room. In such cases we are not allowed to give any details regarding the name, address or phone contact of the parties requesting sharing arrangements.
TRAVEL INSURANCE DETAILS
Our Travel Insurance covers you while competing in an event as well cancellation cover due to sports injury in training
It is strongly recommended that you take out some form of travel insurance with all our UK and foreign inclusive tours.
Sports Tours International Ltd has arranged travel insurance, which is underwritten by AXA Insurance UK plc, Registered Office: 5 Old Broad Street, London EC2N 1AD.
Summary of the cover is as follows – full details of cover & exclusions will be forwarded on request, and with your confirmation of booking.
• Personal luggage, personal money & valuables – limit £2,000 per person (sub limits apply). Excesses apply.
• Medical expenses Medical – limit £5,000,000 per person. Excesses apply.
• Cancellation or curtailment – limit £3,000 per person. Excesses apply, as do reduced child limits. Full details are given on your policy.
• Personal Accident
• Passport expenses – Limit £200
• Travel Delay
• Missed Departure – Limit £500
• Personal Liability – Limit £2,000,000
• Legal Expenses – Limit £25,000 per person
• Sports Equipment – Limit £1,000 per person.
INSURANCE PREMIUMS
Important: When calculating the insurance costs you must take into account the full duration of your holiday – i.e. additional days for overnight flights.
Europe: 1 – 3 Days £24.00; 4 – 5 Days £30.00; 6 – 10 Days £38.00; 11 – 17 Days £46.00; 18 – 24 Days £52.00; 25 – 31 Days £58.00
Worldwide: 1 – 5 Days £56.00; 6 – 10 Days £70.00; 11 – 17 Days £78.00; 18 – 24 Days £88.00; 25 – 31 Days £98.00
Infants under 2 years FREE. Children 2 to15 years (incl.) 50% reduction on applicable premium. Adults over 70 years travelling Worldwide ADD 50%.
Insurance is only valid once the premium is paid. Insurance premiums shown includes insurance premium tax.
NB. Clients insuring through Sports Tours International travel insurance must be UK residents.
Important: when calculating the insurance costs you must take into account the full duration of your holiday – i.e. additional days for overnight flights.
Premium costs upon application. Insurance is only valid once the premium is paid.
NB. Clients insuring through Sports Tours International travel insurance must be UK residents.
ABTA
Sports Tours International Ltd is a Member of ABTA with membership number A406X/V1479. ABTA and ABTA members help holidaymakers to get the most from their travel and assist them when things do not go according to plan. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. For further information about ABTA, the Code of Conduct and the arbitration scheme available to you if you have a complaint, contact ABTA, 68-71 Newman Street, London W1T 3AH. Tel: 020 7637 2444 or www.abta.com.
This brochure was published in March 2008. We reserve the right to make changes to the particulars contained in this brochure at any time after publication.