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Booking Conditions - School Tours

Once we have accepted your booking, a contract has been made between yourself and Sports & Educational Travel Ltd. whose registered off ice is at: 61 Alexandra Rd, Lowestoft, Suffolk, NR32 1PL.

We would like to explain what the commitments are on each side.

YOUR CONTRACT WITH US

PAYMENT
The following deposits are required for each paying person in your party:
European:
Day trips £10
2 day tours £20
Over 2 day tours £40
The final statement of account is sent about 8 weeks before departure and payment should reach Sport & Educational Travel not later than 6 weeks before departure or by the date stated on your invoice.

LATE PAYMENT
If you fail to adhere to the payment schedule above this will be in breach of the contract between us, entitling us to impose a supplementary charge of £5.00 per paying person.

CANCELLATION BY YOU
Cancellation by you of one or all of the party may be made at any time and must be notified to the Company in writing.
Any cancellation made by the client will be subject to the following scale of cancellation charges.
(A) Before final payment is due
If any paying person cancels after booking, the deposits due on the date when notice of cancellation is received by us will be charged as the cancellation fee. If a substitute is accepted by us before the date for final payment, the deposit may be transferred.
(B) After the final payment is due
If any paying person cancels after the final payment is due and no suitable substitute is immediately available, cancellation charges will be made as follows:-
Notice of cancellation received by us : Cancellation charge.

More than 56 days prior to departure : Deposit only
29 - 55 days before departure : 50 %
15 - 28 days before departure : 75 %
8 - 14 day(s) before departure : 90 %
0 - 7 day(s) before departure : 100 %

(C) Affecting size of party and therefore cost
If any cancellation brings the number below the minimum number required for a particular tour price (or a particular set of concessions) the tour price (and concessions) will be adjusted accordingly.

RESPONSIBILITIES OF PARTY ORGANISERS
(a) You are responsible for completion of passport formalities and any other personal arrangements which may be necessary such as visa, currency and medical requirements.
(b) You are responsible for ensuring that the party reaches the starting point of the tour at the correct time.
(c) You are responsible for the supervision of pupils in the party and shall take reasonable steps at all times during the tour to prevent any damage or disturbance. Sport & Educational Travel reserve the right to refuse future bookings if these responsibilities are not adhered to.

OUR COMMITMENTS TO YOU

ACCEPTANCE OF YOUR BOOKING
We confirm the details of your booking as soon as possible after we receive your initial deposit and the booking form duly completed and signed by yourself. A receipt from us for this deposit does not, on its own, constitute acceptance of the booking by us.

PRICE CONDITIONS
The prices of all tours by coach are fully guaranteed and will not be subject to any surcharges. The only exception to this is the cost of any special government levy which will be passed onto you e.g. V.A.T. All prices quoted are calculated by references to the relevant exchange rates published in the Financial Times in September 2017, as set out below.
£1 = €1.1285
Because we have to absorb some increases in costs, we cannot give any refunds in the event of favourable currency movements.

CANCELLATION OR CHANGES MADE BY US
(A) For reasons beyond our control
If we have to cancel a booking or make a material alteration in any of all of the agreed arrangements within an 8 week period leading up to your departure we will do our best to offer alternative arrangements of a comparable standard, if this is not possible or in your opinion not acceptable then a full refund will be issued, unless the change is due to circumstances beyond our reasonable control, including but not limited to war, political unrest, civil commotion, industrial dispute, natural disaster or any other cause beyond our control.  Any monies due will be made promptly (within 14 clear days).

(B) For any other reason
It is most unlikely that we would cancel any tour or make a material alteration in any or all of the agreed arrangements at any time after booking except for reasons beyond our control. However, if we have to do so, we shall inform you without delay and you will have the following choice:
(a) in the case of a cancelled tour: accepting an alternative tour which will be of at least comparable standard if available OR a full and prompt refund of all money paid (within 14 clear days)
(b) in the case of a material alteration: accepting the alteration which will be of at least comparable standard, if available OR a full and prompt refund of all money paid (within 14 clear days).
If we make a material alteration in any or all of the agreed arrangements less than ten weeks before departure for any reason except those beyond our control, you will also have the right to receive reasonable compensation. We will not make any material alteration to a tour unless there is time to inform you not less than fourteen days before the scheduled date of departure. We will not cancel any tour less than ten weeks before departure for any reasons except those beyond our control.

COMPLAINTS
Of course we hope that you and your party will enjoy a trouble free and successful tour. If you do have any complaint, please inform us as soon as possible. Notice in writing of any claim or dispute arising out of this contract must be received by us within forty-two days of the date on which the tour ended.

TRAVEL REGULATION INSOLVENCY PROTECTION
Sport & Educational Travel 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, Package Tours Regulations 1992'' all passengers booking with Sport & Educational Travel Ltd are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Sport & Educational Travel Ltd. This insurance has been arranged by Towergate Chapman Stevens through Zurich Insurance PLC.

Claims
In the unlikely event of Insolvency, you must Inform Towergate Chapman Stevens immediately on +44 (0) 1932 334140 or by email at tcs@towergate.co.uk . Please ensure you retain the booking confirmation form as evidence of cover and value.

Policy exclusions: This policy will not cover any monies paid for Travel Insurance or any claim relating to Air Flights. Please ensure the Company you have booked with has the appropriate CAA / ATOL Bonds in place.

 
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Modified 29/01/2016