PROPLAY SPORTS TOURS LIMITED – BOOKING TERMS AND CONDITIONS
Please be aware that your booking in respect of your tour (“Tour”) with ProPlay Sports Tours Limited (“ProPlay Sports Tours”, “us” or “we”) will be governed by the following Terms and Conditions. Please read them carefully and feel free to contact us via firstname.lastname@example.org should any points be unclear.
1. YOUR BOOKING
Your booking for your Tour, once accepted and confirmed by us in writing to you, represents a contract between you and ProPlay Sports Tours (the “Contract”). The Contract is based on the information provided to you in writing prior to booking and is governed by these Terms and Conditions. Your contract is with ProPlay Sports Tours Limited (Company Registration Number 12665081), whose registered address is: ProPlay Sports Tours Limited, Orchard Lodge, Orchard Close, Guildford, GU1 2PR.
You are entering into the Contract on your own behalf and on behalf of everyone in your group that is taking part in the Tour (“Your Group”). Please ensure that all members of Your Group are aware of these Terms and Conditions as they will apply to all members of Your Group.
In entering into this Contract, we will consider you to be the organiser of Your Group (“Group Organiser”). As the Group Organiser, you must be over 18 years of age and agree that we cannot accept bookings from any groups unaccompanied by supervising adults.
2. YOUR PAYMENT
The price applicable for the Tour organised by ProPlay Sports Tours is as presented in writing to the Group Organiser.
Invoices and Payment
Your booking confirmation will include an invoice showing the balance of all sums due to ProPlay Sports Tours from you, along with any monies paid by you in advance. All outstanding balances must be paid by the due dates stated in the invoice.
When booking, you will need to make an initial deposit payment, followed by a stage payment and then a final balance payment. The stage payment is required 12 weeks prior to the Tour date and the final balance payment is required 6 weeks prior to the Tour date. The dates on which the stage payment and final balance payment are due will be set out in the invoice. This has been designed to enable you to plan and collect monies in appropriate timelines from the other members of Your Group and for us to be able to plan ahead with the Tour arrangements. Should we not receive the relevant payment by the dates stated in the invoice, then we reserve the right to treat your booking as cancelled. In such instance, the cancellation terms detailed within these Booking Terms and Conditions will apply.
IMPORTANT NOTE: You, as the Group Organiser, are making this booking on your own behalf and on behalf of all members of Your Group. You are directly responsible for the payment of all of the monies due to ProPlay Sports Tours for the booking. This is the case irrespective of whether you are reimbursed by other members of Your Group in respect of the booking.
If for any reason a payment by cheque is returned unpaid by the issuing bank, or has to be represented, a charge of £15 will be levied by us to cover the bank and administration charges incurred.
3. YOUR FINANCIAL SECURITY
ProPlay Sports Tours Ltd is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel and Linked Travel Arrangements Regulations 2018” all passengers booking with ProPlay Sports Tours Ltd are fully insured for the initial deposit and subsequently the balance of monies paid as detailed in your booking confirmation. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of ProPlay Sports Tours Ltd. This insurance has been arranged by Towergate Travel through Evolution Insurance Company Ltd.
4. IF YOU CANCEL YOUR BOOKING
If you, or any member of your group, wish to cancel their Tour arrangements at any time, then cancellation charges will apply. To make a cancellation, written notification from the Group Organiser who made the booking must be received by ProPlay Sports Tours. Cancellation charges are calculated from the day ProPlay Sports Tours receives written instruction from you to cancel the Tour arrangements. You will have to pay cancellation charges as follows:
Length of time from the date of cancellation to the start of the Tour
63 days or more: Cancellation charge payable by you is the deposit payment only.
62 – 49 days: Cancellation charge payable by you is 50% of the Tour price.
48 – 29 days: Cancellation charge payable by you is 70% of the Tour price.
28 – 15 days: Cancellation charge payable by you is 90% of the Tour price.
Less than 14 days: Cancellation charge payable by you is 100% of Tour price.
Please also be aware that if any cancellation brings the number of paying passengers below the minimum number required to qualify for a particular price (for example relating to coach occupancy or accommodation occupancy), then the Tour price will also be adjusted accordingly.
If you choose or are required to return home early from the Tour, please be aware that we cannot refund the cost for any of the Tour services that you have not used.
Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. In such instances, we recommend you check with your insurer.
5. IF YOU MAKE A CHANGE TO YOUR BOOKING
If, after our booking confirmation has been issued, you wish to change your Tour arrangements in anyway, for example your chosen departure date or accommodation, we will do our utmost to make these changes but it may not always be possible. You must make a request for any changes in writing.
You will be asked to pay an administration charge of £20 and any further cost we incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and therefore you should contact us as soon as possible.
Note: Certain Tour arrangements may not be changeable after a booking has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
You can transfer a booking place to another person, who satisfies all the conditions that apply to the booking, by giving us notice in writing at least 14 days before departure. The new passenger is responsible for paying all costs we incur in making the booking amendment.
6. IF WE CANCEL YOUR BOOKING
We reserve the right to cancel your booking. We will not cancel your booking less than 8 weeks before your departure date, except for Force Majeure circumstances, or failure by you to pay the final balance, or because the minimum number of passengers required for the Tour to go ahead has not been reached.
If we cancel your Tour, you can either have a refund of all monies paid or accept an alternative Tour of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value). We will also pay compensation as detailed below, except where the cancellation is due to Force Majeure.
Length of time from the date of cancellation to the start of the Tour
16 weeks or more: £5 per person.
8-16 weeks: £10 per person.
Less than 8 weeks: £15 per person.
Very rarely, we may be forced by Force Majeure to change or terminate your Tour after departure but before the scheduled end of your time away. If this extremely unlikely situation does occur, we regret we will be unable to make any refunds (unless we obtain refunds from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.
7. IF WE MAKE A CHANGE TO YOUR BOOKING
It is a condition of your booking that we are able to make changes to your booking. If the change is insignificant, we will ensure that you are notified about it. An example of an insignificant change would be a change of your accommodation to another of the same or higher standard.
If we are constrained by circumstances beyond our control to alter significantly any of the main characteristics of the Tour arrangements that make up your Tour package, you will have the rights set out below. We will contact you and you will have the choice of accepting the change or having a refund of all monies paid. You can also accept an alternative Tour, where we offer one (we will refund any price difference if the alternative is of a lower value). We will inform you of the procedure for making your choice.
Please read any notification of changes carefully and respond promptly within the timescale given. We will also pay compensation as detailed in Section 6, except where the significant change is due to Force Majeure.
8. FORCE MAJEURE
ProPlay Sports Tours cannot accept liability or pay any compensation where the performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage, loss or expense as a result of unavoidable and extraordinary circumstances outside of our control and that of our suppliers. Such events would include, for example, war, threat of war, riots, civil strife, pandemics, industrial disputes, terrorist activity, fire or adverse weather conditions, natural or nuclear disaster, technical problems with transport, closed or congested airports or ports or similar events beyond our control.
For overseas Tours, it is a condition of booking with us that you have adequate travel insurance in place for the duration of your Tour. It is your responsibility to ensure that you have adequate insurance cover to protect you and your group against the need to cancel your Tour and/or provide assistance if group members are injured or ill, and that the insurance cover you purchase is adequate for your needs.
You must be satisfied that your insurance fully covers all Your Group’s personal requirements, including pre-existing medical conditions, sports participation, cancellation charges, medical expenses and repatriation in the event of accident or illness.
If, for any reason, you travel without adequate insurance cover, we will not be liable for any losses or costs you incur, howsoever arising.
10. SPECIAL REQUESTS
Any special requests must be clearly notified to us by you in writing. We do our best to meet any special requests made by you and ensure that these are forwarded to the appropriate persons. We cannot guarantee, however, that special requests will be fulfilled and failure to do so does not constitute a breach of Contract. Special requests will only be held to form part of the Contract between you and us if they have been confirmed in writing to be guaranteed by ProPlay Sports Tours.
11. MEDICAL ISSUES AND DISABILITIES
If any member of your group has any medical issues or disability which may affect your Tour arrangements, you must give us full details before confirming your booking so that we can advise as to the suitability of the chosen arrangements. You must give us full details in writing at the time of booking and promptly update us of any changes. This includes any allergies or special dietary requirements. If we reasonably feel unable to manage appropriately the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel it when we become aware of these details.
12. PASSPORT, VISA & IMMIGRATION REQUIREMENTS
Your Group’s individual passport and visa requirements and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities.
You agree to reimburse us in relation to any fines or other losses which we incur as a result of Your Group’s failure to comply with any passport, visa, immigration requirements or health formalities.
An increasing number of accommodations require a damage deposit. This will either be shown on your final balance invoice or it will be payable on arrival; it is refunded provided no damage is incurred. We will advise this at the time of booking or as soon as this is made known to us.
Please note that rooming and room types will vary between accommodations. Accommodations may provide single beds, double beds or bunk beds. Please inform us of any rooming requests, but please be aware that these may not always be possible and additional supplements may be applicable.
We cannot guarantee the provision of towels and soap in all of our accommodations and Your Group should therefore provide their own. Usage of facilities such as Wi-Fi, swimming pool are determined by suppliers in accordance with local custom, guidelines, practice or regulations. Charges may apply for facilities. Facilities can be withdrawn at any time at the discretion of the accommodation provider.
We draw your attention to the following non-exclusive circumstances which fall outside our direct control and where we therefore do not accept liability. Some amenities (e.g. lifts, swimming pools etc.) require servicing and cleaning and may therefore not be available at all times and their availability is at the discretion of the provider of the service. Entertainment (particularly live entertainment) provided by accommodations is frequently subject to demand and its nature and frequency may be varied.
14. PRIVATELY ARRANGED EXCURSIONS
If you arrange any excursions or other tours that you book privately and that are not part of the package Tour provided by us, then your contract for them will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator. Such excursions or activities booked by you, while not forming part of your Tour package may be noted in your itinerary for your convenience, however this does not mean we assume any responsibility or liability for these arrangements.
15. BEHAVIOUR & CONDUCT
We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of Your Group behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the Tour of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
When you book with us, you accept full responsibility for any damage or loss caused by you or any member of Your Group. Full payment for any such damage or loss must be paid direct at the time to the accommodation owner or manager or other supplier. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your or any member of Your Group’s actions.
The Group Organiser and/or other adults accompanying the group agree to supervise appropriately all members of the group. It is the Group Organiser’s responsibility to ensure that:
- All local laws relating to the consumption of alcohol are obeyed by participants at all times
- No participant consumes alcohol to excess
- Participants comply with local laws
- No participant uses illegal substances
- No participant smokes in any smoke-free places or behaves in any other way which may cause a fire hazard
- Participants act in a responsible way and do not behave in a way likely to cause damage to property or offence to other people
- All participants wear the lap belts provided for all journeys by coach
- No participant breaks a UK law
ProPlay Sports Tours cannot be held responsible for the conduct, behaviour and actions of other Groups and teams attending the Tournament, including the decision of teams not to fulfil a scheduled fixture at the Tournament.
16. PHOTOGRAPHS & VIDEO FOOTAGE
By booking your team(s), you are also agreeing that ProPlay Sports Tours may, if appropriate, use any photographs or video footage taken by the official photographers or film crew at our Tournaments of individual players or teams, in our marketing literature, website and advertising. You shall ensure that all members of Your Group are also aware of this.
If you do not wish photography or video footage of members of Your Group to be used for this purpose for any reason, you must notify ProPlay Sports Tours in writing to the email address at the head of these Terms and Conditions.
In order to provide you with the opportunity to purchase official photographs and official video footage from the Tournament official photographers and official film company, it may be necessary to share your contact details with them.
If you do not wish for us to share your contact details with the official photographers or official video company, you must notify ProPlay Sports Tours in writing to the email address at the head of these Terms and Conditions.
17. OUR LIABILITY TO YOU
We take reasonable skill and care to ensure we properly perform our contractual obligations to you. You must inform us without undue delay of any failure to perform or improper performance of the Tour arrangements included in your Tour package.
We accept our responsibility under the Package Travel Directive. Subject to these Terms and Conditions, if we fail to arrange or perform your Tour package arrangements in accordance with our agreement, we will remedy any resulting lack of conformity. If that is impossible or entails disproportionate costs (taking into account the extent of the lack of conformity and the value of the arrangements affected), we will instead pay you compensation, subject to the terms stated in this clause.
We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description which results from:
- the act(s) and/or omission(s) of the person(s) affected
- the act(s) and/or omission(s) of a third party not connected with the provision of the services contracted for and which were unforeseeable or unavoidable
- Force Majeure, the consequences of which could not have been avoided even if all due care had been exercised
- an event which either ourselves, our employees, agents or suppliers and subcontractors could not, even with all due care, have foreseen or forestalled
- as a result of the UK Foreign and Commonwealth Office advice changing
In the event of the above, we will nevertheless provide you with reasonable assistance should you require it but reserve the right to pass on any charges we incur.
The services and facilities included in your Tour will be deemed to be provided with reasonable skill and care if they comply with any local regulations which apply, or, if there are no applicable local regulations, if they are reasonable when compared to the local standards or customary practice of the service or facility in question. The fact that services or facilities do not comply with UK guidance or advice shall not mean that the services or facilities in question have not been provided with reasonable skill and care.
Every individual (or responsible individual) in Your Group is responsible for their own safety (and the safety of minor(s) under their control) and the safe-keeping of their personal property/possessions at all times. We cannot accept responsibility for any loss of personal property/possessions.
We cannot be held responsible for the loss of property and damage to property/vehicles at the Tournament venue. Vehicles are left in the Tournament venue car park or surrounding area entirely at the owners’ risk. We cannot accept responsibility for any loss, theft or damage, however extensive and howsoever caused.
We cannot accept any liability for any damage, loss or expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you; or any business losses.
We will not accept responsibility for services or facilities which do not form part of our contractual agreement as set out in our confirmation invoice. For example, any privately booked excursion or any service or facility which your accommodation or any other supplier agrees to provide for you.
We limit the amount of compensation we may have to pay you if we are found liable under this clause as follows:
a) Claims not falling under the exclusions above or not involving injury, illness or death – the maximum amount we will have to pay you in respect of these claims is three times the price paid by or on behalf of the person(s) affected. This maximum amount will only be payable where it is deemed that your group have not received any benefit at all from your booking.
The extent of our liability in respect of international travel by sea and rail or any stay in a hotel will in all cases be limited to the same extent as if we were carriers under the appropriate Conventions, Directives and Regulations, which include but are not limited to The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to hotel arrangements). In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ are incorporated into this contract and will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge and agree that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract. You can ask us for copies of these Conventions and ‘Conditions of Carriage’.
b) Loss of and/or damage to any luggage or personal possessions and money – where we are found liable for loss of and/or damage to any luggage or personal possessions, (including money), the maximum amount we will have to pay you in respect of any claim for loss of and/or damage to any luggage or personal possessions or money is an amount equivalent to the excess on your insurance policy which applies to this type of loss per person in total because you are assumed to have adequate insurance in place to cover any losses of this kind.
When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from any supplier or the transport provider or accommodation provider for the complaint or claim in question.
Where any payment is made, that the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.
18. CONDITIONS OF SUPPLIERS
Many of the services which make up your Tour are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from ourselves or the supplier concerned.
We endeavour to ensure that all the information and prices both on our website and in our written documentation provided prior to booking are accurate; however occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book when your booking is confirmed. We will not be liable for booking errors which are attributable to you not checking the price and all other details relating to the arrangements that are advised to you when your booking is confirmed.
20. COMPLAINTS PROCEDURE
If you have a complaint about any of the services included in your Tour, we want to be the first to hear so that we are able to resolve the issue promptly. You must also inform the supplier of the service in question without undue delay who will endeavour to put things right. If it is not resolved locally to your satisfaction, then please follow the matter up within 28 days of your return home by writing to us and including all relevant information, following which ProPlay Sports Tours will undertake a full investigation. If you fail to follow the requirement to report your complaint whilst on Tour, we will have been deprived of the opportunity to investigate and rectify it and this may affect your rights under these Terms and Conditions.
21. DATA PROTECTION
22. LAW & JURISDICTION
These Terms and Conditions and any bookings to which they apply are governed in all respects by English Law and reinforce the protection provided by the Package Travel Directive. Any dispute, claim or other matter which arises between us in connection with your contract or booking will be dealt with exclusively under the jurisdiction of the English Courts.
Further to the UK leaving the EU, any replacement to, amendment of or any other laws or regulations relating to any reference to applicable laws, statutes or statutory provisions made in these Terms and Conditions which may come into force from time to time will apply as if specifically referred to in these Terms and Conditions. A reference to a statute or statutory provision shall include all subordinate legislation made from time to time under that statute or statutory provision.
In the event that any term of these Terms and Conditions is held to be unenforceable, all other Terms and Conditions contained herein shall remain unaffected.
Last updated 24th August 2021