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Terms
Simple terms of use
1. OUR CONTRACT & AGREEMENT
We endeavour to provide you complete satisfaction in your booking process and the services booked. It is therefore important that you are fully aware of the booking conditions set herein. You are presented these conditions to consider prior to booking. Once booked these terms form the basis of the contract. In every case you must read the terms and conditions. Subject to the terms relating to reservations your contract is with StagBookers and comes into existence when you place a reservation request and pay a deposit and we accept your deposit payment and issue a booking confirmation whether orally or written. This agreement will be governed by English Law and any disputes will be dealt with by the English Courts.
StagBookers are an agent for the supplier we contract on your behalf and have no responsibility or liability to you in respect of the terms of that contract.
1.1 Group Leader
The person placing the reservation and completing the booking form will be the group leader for the duration and he/she will be our point of contact for the group and you accept that the group leader has the authority to deal with us on behalf of every member of the group. To avoid confusion, we will not normally enter into discussions with any other member of the group. If for any reason there is a change in group leader, you should notify us immediately, and we will not accept any change until we have received confirmation in writing. The group leader is liable for payment of the invoice and therefore is responsible for collecting all monies from his/her group and for making all payments to StagBookers by the due date. The group leader accepts full responsibility for paying for all the people on the booking and indemnifies StagBookers against losses arising from failure of a group or individuals within the group to pay. The group lead name is responsible for ensuring that all members of the group know about and adhere to the terms and conditions.
2. PLACING A BOOKING
You must be at least 18 years old to make a booking with us, and all members of your group must be 18 years or over. To place a booking, you can contact StagBookers directly or book via our website. When you book with StagBookers, a contract is made between you and our supplier when we confirm your booking. When a deposit or other payment is received we will endeavour to confirm our acceptance of the reservation with you. However we reserve the right to cancel the reservation in the event that we cannot confirm the reservation with the supplier in which event we shall return to you all monies paid.
You may find in a few cases that we offer you a link from our site to book with a third party company. This is usual and would be as a result that the third party company offers a service that we are unable to provide directly, for example and not limited to, travel insurance. You will know this has occured as a/ you can book online with secure payment and b/ you are browsing a url that is not StagBookers.com. We offer this service to you for convenience, though each supplier carries a different set of terms and it is those terms that apply. You will be show clearly these terms before completing your booking. By offering you a link to an external site it by now way should be taken as a recommendation of the external website, its company and its services. you should carry out your own checks before proceeding with the reservation and parting with your private details.
3. PAYING A DEPOSIT & MAKING PAYMENT
You must pay a deposit at the time you make your booking and you must pay the rest of your reservation invoice at least 56 days before departure. If you do not, or do not pay by the dates due, we reserve the right to cancel your booking and you agree to pay cancellation charges as set out below. If we extend the period for you to pay the final balance at your request, and you still fail to pay or cancel your booking, the cancellation charges will be increased in accordance with the scales set out below. To make payments, you may need to provide us with a valid credit or debit card at time of making a booking ** or making further payments, either over the telephone, in a secure area on our website, or in writing. If you are paying by credit card add 2.5% (representing our suppliers charge) to the total cost of each transaction.
** Payments in respect of hotel only or transfer only, or other suppliers that do not accept credit card may be requested by cheque or bank transfer, where upon receipt, we will endeavour to place the reservation for you at the same price, although this cannot be guaranteed. We will notify you should there be an increase in cost prior to accepting your cheque. We may cancel the reservation if a promised cheque is not received or does not clear upon presentation.
5. BROCHURE PRICES
Prices shown in our brochure or website are guides or estmiatations. Prices can vary according to group size, seasonality & standard of accommodation, amongst others, that where we do not know in advance your dates and group size it is impossible to create an accurate costing. In such cases you will find a guide price. A accurate price will be forwarded to you in the offer resulting from your enquiry.
5.1. Surcharges
Once you have booked your holiday, and we have confirmed the price, this will not usually change, providing the arrangements and group size remain the same, and you have not requested a change to the arrangements. Surcharges may apply where minimum numbers are not reached for an activity or event to proceed, to ensure the chosen activity or event can proceed for said group. If our facility costs should increase significantly after acceptance of your booking, we reserve the right to apply these increases and we will notify you in writing of the increase as soon as possible and not later than 28 days before the event. In these circumstances you may cancel in writing the reservation in whole or in part within seven days of such notification and we will refund the cost attributable to that part of the reservation cancelled. In the absence of such cancellation you will be deemed to have accepted the increased charges. Any additional sums under this provision must be paid in accordance with the terms of this contract.
6. IF WE CHANGE OR CANCEL YOUR RESERVATION
BEFORE YOU LEAVE: We try to avoid making any changes to your arrangements. However, we may need to make changes as our itineraries are planned many months beforehand. We reserve the right to amend or substitute alternative arrangements of any element in a booking subject to operational or reasons beyond our control to an equal or greater standard or value. If we make any changes before your booking, we will tell you before you finish making the booking. Occasionally we may have to make major changes. If this is the case, we will always attempt to find a solution and an alternative holiday of equivalent or superior quality. Major changes can include, but are not limited to; We have to change your accommodation to a lower rating; We have to change your holiday to a different country or different area of the same country. If we make a major change, you may accept that change, or cancel your holiday and receive a full refund. In a case where the value is lower than your original booking, we will refund the difference to you should you decide to proceed with the reservation. However, in no case will we pay this compensation if the change is due to events listed in the important note below. This is the only circumstance where we will be liable to the provision of making a refund to you, and in all other cases, especially once or after you have arrived, where we accept a difference in cost is due to you, we will provide a credit to the value of said cost towards future travel reservations made with StagBookers, which will be accepted by you.
6.1 Important Note - compensation & liaibility
Compensation arrangements do not apply to circumstances beyond our control. We have no liability toward you in respect of our suppliers arrangements & handling of the contracted services that includes, but is not restricted to, hotels, tour operators, transfer operators. Our responsibility is to solely supply you a booking for the services that we agree and these will be set out in writing after you confirm a booking and we can not be held responsible for any circumstance outside of the initial booking as we are simply an agent for our supplier(s). We can change or cancel your event in the following circumstances: war, threat of war, riots, civil strife or terrorist activity, industrial disputes, natural or nuclear disasters, fire, airport closures, bad weather conditions and similar events beyond our control.
6.2 Changes after the start of your holiday or event
Very occasionally we may have to change your holiday arrangements after you arrive in the resort, town or city. If we do this, we will try to make alternative arrangements or place you in accommodation or a venue of similar or higher standard in the same or a similar resort. In this event we will transport you to all other elements of your itinerary at no extra cost, if the distance between destinations and venues increase dramatically, provided that transport is available. If transport is not available, we will pay you the appropriate reasonable transport costs you incur, limited to the elements of your itinerary arrangements made with us, providing you provide receipts that detail the journey(ies), and you have received prior authorisation from us. This does not impose any obligation upon StagBookers to make specific transport arrangements for you if none are available. If the change to your reservation is to a lesser value venue or accommodation, and does not involve increased transport costs, or the necessity to award transfers, we will refund the difference in value to you, upon your return by way of a credit towards future travel arrangements, excluding flights, made with StagBookers. If we make changes to your reservation after you have arrived due to the important reasons in the important note above, or other reasons beyond our control, we will not be liable for such compensation or credit arrangements.
7. OUR RESPONSIBILITY
Our responsibility is to ensure the elements that make up the package you have booked with us are booked and available to you. We arrange contracts for accommodation and other arrangements through suppliers who we have taken reasonable care to make sure have good reputations and run safe and efficient businesses. We will monitor and control the performance of our suppliers and judge their performance against the standards and customs in the country where the services are provided. We cannot accept liability in the following circumstances:
1. If you or any member of your party is at fault. This includes but not limited to; intoxication through drink or drugs, abusive, threatening or aggressive behaviour or failure to abide by onsite rules, health and safety
2. If the failure is the fault of someone else not connected with providing the services which make up the holiday which we have confirmed to you.
3. Any unusual or unexpected circumstances beyond our control, which we could not have avoided even if we had used all care possible which includes the performance of our suppliers in providing you the service.
4. Any event which we or the supplier of any service could not help, expect, or prevent.
5. Single services (i.e. hotel only, or transfer only) where the provider fails to provide the contract, or offers what you feel is not suitable for your needs, and this is not as a result our our error or omission.
6. Single services (i.e. hotel only, or transfer only) where you fail to meet the contract and that in turn causes disruption to the remainder of your trip. For example and not limited to, where you do not meet a transfer or arrive late for a transfer.
7.1 Overseas Assistance
You will receive a contact number be it our number or an overseas local representative to assist you. We, or our agents, will offer prompt help to you if you suffer any difficulty while you are on holiday as a result of our supplier’s, or their employee’s proven negligence. If our suppliers can exclude or limit liability under any international convention, we will rely on that exclusion or limitation. Any compensation we pay for claims against us will not be more than the invoiced cost of your holiday arrangements made with us.
7.2 Package Itineraries
We work with a reputable supplier to bring packages and all arrangements made are with that supplier. Yor contract wis with that supplier and you should take care to check their terms and conditions.
7.3 Inclement Weather
If we or our suppliers cannot provide any sport activity due to weather conditions we will provide you with a credit voucher exchangeable within six months against another travel reservation made with us excluding flights.
7.4 Failure of provision of arranged facility
If we cannot provide an agreed and arranged facility due to reasons beyond our control (e.g. unforeseen or unadvised closure of licensed premises, or cease of trading of business premises) we will provide you with a credit voucher exchangeable within six months, but we will not give you a refund.
YOUR OBLIGATION TO US:
11. IF YOU WANT TO CANCEL
Once you have placed your commitment to book with us, you may cancel the whole reservation, not part of. When placing your reservation and confirming your group size, you are confirming the minimum cost of your reservation. If you want to cancel your booking after we have accepted it, the group lead name must send signed instructions to us. If you cancel your booking we will not refund any deposits or insurance premium you paid. Furthermore you agree to pay our cancellation charges shown below. These charges reflect our estimated loss as a result of dealing with your booking to the point of cancellation and any other losses we may have to pay. You may be able to make a claim under your travel insurance policy if your cancellation falls within the conditions of the policy, however you will need to refer to the master policy and the insurers to ascertain this as we cannot provide advice on Insurance issues.
Our cancellation charges:
For ground packages / arrangements – Period before commencement The amount of invoice cost you agree to pay when we receive your written cancellation
PERIOD: CHARGE:
OVER 56 DAYS Full deposit & insurance
42 TO 56 DAYS 50% of Invoice + Insurance
0 TO 41 DAYS 100% of Invoice + Insurance
12. IF YOU WANT TO CHANGE YOUR BOOKING
If you wish to make any alterations to your booking after it has been confirmed, an administration charge will be levied. As your contract is made with StagBookers, all changes and requests must be made direct with us and not end suppliers. Amendments cannot be made within 14 days of commencement of the event or booking. Should your group size reduce after placing your booking, please refer to cancellation charges as set out. We will, subject to availability, endeavour to allocate you additional places within a booking should you require them and in this case only, our administration charge should not apply. If you want to change your booking in any way, we will try to help you, although we cannot guarantee that we will always be able to do this as changes are subject to availability at the time. Where we can make such a change we will charge an amendment fee for each item you want to change in accordance with the terms set out in the table below. You will also need to pay any difference in the holiday price which results from such a required change and any insurance premiums for any new names. And remember, any change to your departure date, accommodation, flight or length of holiday has to apply to all members of your booking. Note: If you want to change your departure date within 8 weeks of your departure date then we will treat your booking as cancelled and you will have to pay cancellation fees as set out in Clause 11 We will charge no more than £150 in administration fees for any amendments made on the same day. If you have paid supplements for accommodation and the number of people in your accommodation changes, you may have to pay extra and may lose any free or reduced group places. You may not change your reservation to a special offer that may subsequently become available. You cannot transfer insurance premiums from one person to another.
12.1 Amendment and Administration Charges
To help ensure we can provide and maintain an efficient service to you and all our customers, we must charge for our time taken dealing with amendments and changes. Once you have placed your initial reservation with us, providing it is longer than 8 weeks prior to departure, we allow a period of 7 days in which to confirm your group size without incurring administration charges. It is at this time we will need the details of your group attendees. If, within this time frame your group size falls below your initial reservation, any deposits paid will be contributed towards your final invoice cost. Should you wish to cancel within 7 days, you will forfeit your deposits and incur our cancellation charges.
Administration Fees:
All amendments are subject to availability To amend your group size within 7 days of placing your reservation: £0
To reduce your group size at any time: Non transferable deposit loss + insurance premium plus cancellation charges
To change an itinerary element: £35 per change plus relevant cancellation charges
To change your arrival / departure date: £35 per person plus cancellation charges
To change your destination: £35 per person plus cancellation fees where applicable
Replacement Travel Pack (due to amendments or loss etc) £55 per pack + delivery charges *Plus surcharges for supplier / flight ticket cancellation and reissue. Delivery of Travel Pack (For your security, and to ensure safe delivery of your travel documents, we send all packs via special delivery, which is a mandatory item) £9.50 delivery charge per pack will be added to all reservations Uncleared or Returned Unpaid Cheque £25 per item or occurrence
13. INSURANCE
It is a condition of booking that when placing a reservation with us you take out our insurance, or another policy offering the same or greater protection, including (when appropriate) the participation of dangerous sports and activities. If you do not have insurance, the cost of medical and other treatment overseas can be high. We offer a 7 day cooling period from the date the premium is paid and the insurance is effected. This means that you have the opportunity to obtain a refund during this 7 day period should our policy not provide adequate cover for your group. All customers are advised to complete a E111 when travelling abroad.
14. BEHAVIOUR
We can end your holiday if your behaviour or that of any member of your party is likely in our opinion to cause distress, damage, danger to or to annoy our other customers, employees, property or anyone else. If you are prevented from travelling because any person in authority thinks you appear to be unfit to travel or likely to cause discomfort to or disturb other passengers, we will not be liable to complete your holiday arrangements, and will not be liable for any refund, compensation or any other costs you have to pay. We cannot accept liability for the behaviour of others in your venue, activity, accommodation or flight, or if any facilities are removed as a result of their action. Smoking is not permitted on transfers.
14.1 Security Deposits
For all accommodation and overnight stays, the group leader or nominated person within the group must offer a guarantee of good behaviour where requested. You may be asked by us to complete and sign an Accidental Damage and Deposit Form and return to StagBookers prior to the Travel Pack being dispatched. This form is forwarded to your accommodation prior to checking in and a section comprises a valid credit card authority to be held by the hotel management for the duration of the stay. Please take the same card with you upon checking in. Certain accommodation insist on a "cash behaviour bond" to be deposited upon arrival, either in addition to or instead of accepting an Accidental Damage and Deposit Form and the group leader and members must fulfil this requirement before checking in, when requested. Management may refuse entry without that signed authority document.
15. TRAVEL DOCUMENTS
It is your responsibility to have valid travel documents, passports and visas. If we or your carrier are fined as a result of you holding incorrect documents, you will indemnify us and we will ask you to pay this amount. We are not responsible for your access into any country and we will not be liable if you are refused entry or deported from any country for any reason whatsoever.
16. BAGGAGE
Liability for baggage while in the hands of air or sea carriers is governed by the Warsaw Convention, Hague Protocol or Athens Convention. We rely on the terms and limitations in these conventions. For claims for missing or damaged baggage you must follow the rules either on the back of your ticket or on the Conditions of Carriage provided by the airline which takes you on holiday. You must follow these rules. If you leave baggage in hold rooms at hotels, you are required to ascertain security levels, access and to check who will be responsible and liable for your unattended baggage. If we are directly in control of any baggage, we will accept liability for it if you can prove negligence. We will only pay up to £100. We will not accept liability for high-value items, which you should insure for the appropriate amount.
17. TRANSFERS
In the case that you have booked a transfer with us that has not formed as part of an overall package (but may be booked together with a hotel only), you shoud be aware of these impotant terms.
17.1 In the of missed flights or flight delays forcing you to miss your transfer. our supplier will require you to fill in a declaration for your travel insurance for the cost of your new transfer. The extra charge can and may be waived at the absolute discretion of our supplier.
17.2 Customers are entitled to two Items of luggage only. Any excess luggage e.g. ski equipment must be declared at the time of booking we MUST be informed of items such as snow boards, skis etc. We will be as sympathetic as is reasonably possible, but occasionally, extra charges may be made at our absolute discretion. Luggage MUST be clearly labeled with the owners name and destination address. In the event of undeclared excess luggage, our suppliers reserves the right to charge an excess baggage allowance (which must be paid for prior to transportation) or to refuse transport of the excess items.
18. SPECIAL REQUESTS
We draw a distinction between Special Requirements which are items essential to your holiday enjoyment and Special Requests. If you advise us of a Special Requirement before you leave, (such as disabled access) we will do our utmost to establish and honour that Special Requirement. However we will not be liable if the Special Requirement does not occur or is not possible. Special requests are additional preferences or enhancements that you may want us to arrange on your behalf. We will try to meet any special requests you tell us about before you leave but we cannot guarantee anything. If we cannot meet your special request, we will not pay any compensation. We will not always be able to tell you before you leave if we cannot meet your special requests. We cannot accept special requests in relation to late availability or other special offer holidays.
19. IF YOU HAVE A PROBLEM
If you have a problem while you are on holiday, you must report it immediately to the manager or most senior person of the venue, or, if provided, Stagbookers or our local Representative or agent who will try to assist you and prevent your holiday being spoilt. Unless there is a valid reason why you ed to report your complaint to our Representatives, we will not consider ourselves to be liable for those complaints.
If we cannot sort out your problem, you should record it and forward your points in writing within 14 days of returning from your arrangements, to our Customer Care Department. In the event that you do not tell us in that period or you have not told your StagBookers Representative during your holiday, this may affect our ability to investigate complaints and may impact on the way your complaint is dealt with.
21. MINIMUM NUMBERS
Certain programmes and itineraries require minimum group sizes for the price to be correct, or for the event to proceed. In the event that minimum numbers have not been reached, we reserve the right to cancel your event and refund all monies paid, or offer alternative arrangements.
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