Terms & Conditions
WOD Weekends Ltd: Booking Conditions (Updated 01.07.23)
WOD Weekends Ltd is registered in England and Wales No. 12594288 Registered office: 31 Regent Close, Gloucestershire. GL3 4GP www.wodweekends.com
1. Who we are
WOD Weekends Limited (company registered in England and Wales under number 12594288), whose registered office is at 31 Regent Close, Gloucestershire. GL3 4GP England (“We” / “Us” / “Our”/ “WOD Weekends ”) is the travel organiser for your holiday.
2. Organising your holiday/tour/trip/ weekend break/weekend break
2.1 When you book your travel arrangements with Us, you guarantee that you have the authority to accept and do accept on behalf of your group the terms of these Booking Conditions. When you make the booking on behalf of your group, you will be the “Tour Leader”, for the purposes of these Booking Conditions.
2.2 If you make a booking with Us for a package, then We are your package provider and a contract for a package with Us will exist between Us and you as soon as We issue our confirmation invoice to you. When We make reference to a ‘package holiday/tour/trip/ weekend break with Us’ in these Booking Conditions, it is in reference to such a contract with Us for a package as detailed in this paragraph.
2.3 When We organise your holiday/trip/tour, We source travel arrangements which form your holiday/tour/trip/ weekend break from carefully selected suppliers who complete Our health and safety assessment questions. We appreciate that safety is paramount and suppliers are chosen in consideration of general safety standards.
2.4 When We organise a tour/trip/ weekend break for a school, We assess suppliers seeking the highest level of safety standards from those suppliers.
2.5 When you book a trip/tour you (as the Tour Leader) agree that you will be solely responsible overall for supervising the group and that We shall not be responsible for the conduct of anyone included in the group.
2.6 You represent and warrant that you and everyone travelling with you are physically and otherwise fit to travel. The tour/trip/ weekend break visits different destinations, often with difficult terrain, crossings or in countries where facilities available to guests in those countries may not be sufficient if you (or anyone in your group) is not able to walk without assistance or accompaniment. There may also be restrictions (due to the types of tour/trip/ weekend break that you may contemplate joining) on the equipment or additional aides that you (or a member of your group) may wish to bring with you for your comfort or ease if you are not able to walk or manoeuvre without assistance or accompaniment. You therefore need to check with Us at the time of booking to see whether the proposed tour/trip/ weekend break that you and your group wish to join are appropriate for you and all members of your group. We may ask you to go through various questions to check whether travelling on the proposed tour/trip/ weekend break is possible for you and all members of your group, and may make suggestions for how the tour/trip/ weekend break could be taken with certain adjustments (if required), or whether a different package / weekend break may need to be offered to you, in order to fit with any requirements that you or any member of your group may need to have in place in terms of assistance or accompaniment to be able to enjoy their holiday. Regretfully, We cannot provide individual assistance to a guest for walking, dining or other personal needs, including with dealing with medical conditions, whilst on your tour/trip/ weekend break. You are solely responsible for checking (on your own behalf as the Tour Leader and on behalf of all those in your group) with your (or the group member’s) doctor as to which vaccination (including from any specific illness or exposure to animals) or medication are recommended or required for those countries for those travelling and for any assistance that may be required.
3. Special requests.
If you wish to make any special requests relating to your booking then you must inform Us of your special requests at the time of booking. We cannot guarantee that We, or any of Our suppliers, will be able to comply with any special request. Where We and Our suppliers are able to comply with your special request then this will be confirmed to you in writing. Where We have not confirmed any special request in writing, then We shall not be responsible for not complying with that special request as this would not have formed part of Our contract with you.
4. Booking Confirmation
4.1 When We make a booking for your holiday/tour/trip/ weekend break (either from details provided by you over our Website, email or over the telephone to Us), we use the details you have provided to Us, therefore it is important that all the names, addresses and dates for travel that you have provided to Us are correct. We shall forward to you a Booking Confirmation with full details of the holiday/tour/trip/ weekend break booking. Please check this through thoroughly upon receipt to ensure that these details are correct and notify Us as soon as possible (and in any event within 7 days) if these details are not correct. Making changes to a confirmed booking may incur charges (as detailed below), therefore it is important that you ensure that information provided to Us is correct to avoid any charges being incurred.
4.2. We will send you a confirmation invoice for your holiday/tour/trip/ weekend break.
5. Price and Payments
5.1 When you make a booking with Us, you will be required to pay either an initial deposit and further payments with a balance, or the total cost of your holiday/tour/trip/ weekend break at the time of booking, depending on how close it is to the time of your departure when you make your booking. You will be told at the time of making your booking what the price of your package is and whether you are required to pay the total cost straight away, or if you are able to pay a deposit, further staged payments and balance for the cost of your holiday/tour/trip/ weekend break. Where you are able to pay a deposit, further staged payments and a balance, then the amounts payable by you at each stage will be confirmed to you at the time of booking. All final balance payments will be due by no later than 8 weeks before departure date. If your trip/tour contains additional services which are costed/added after your initial booking, then We will issue you with a revised booking confirmation setting out any additional sums paid,.
5.2 When We make our packages available to you, then if you do not pay the balance of amount due to Us for your holiday by the due date, as detailed in Clause 5.1 above, then we may cancel your travel arrangements and retain any deposit or other staged payments you have paid to Us. We reserve the right to charge an administration fee of £50 per booking in addition to the sums due from you in connection with your holiday/tour/trip/ weekend break where We are processing a late payment from you.
5.3 If you decide to alter your travel arrangements, this is your own responsibility and We are not responsible for any extras or difficulties that may arise with onward travel and as a result of such alterations. No credit or refund is possible for any lost, mislaid, stolen or destroyed documents which could be the subject of a claim on your insurance.
6. Cancellation / amendments to your booking
6.1 If you wish to cancel or amend a booking, then you must notify Us in writing of what amendments or cancellations you wish to make. However, please note that you may not be able to amend or cancel a booking once it has been confirmed, or if the supplier does allow for this, it may incur a 100% cancellation charge. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges up to the maximum shown in the table at the bottom of these Booking Conditions. We shall endeavour to make amendments or cancellations of your travel arrangements where possible and shall confirm any agreed amendments or cancellations to you once completed, together with any applicable costs or charges. We also reserve the right to charge a non-refundable amendment fee of £50 per person in addition to any increase in the cost of the revised arrangements. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
6.2 If you have booked a package with Us, We may need to make changes to your travel arrangements. Although this is unlikely, We reserve the right to do so at any time. Most of these changes will be minor and We will advise you of them at the earliest possible date. Where your holiday/tour/trip/ weekend break includes a sports fixture or other event, you acknowledge that such fixtures or events may have to be amended or cancelled before or after departure. We will not be liable to you for any compensation or responsible for any other losses, damages, costs, expenses or liabilities arising out of or in connection with such amendments, movements or cancellation. We will endeavour to help arrange a similar replacement fixture(s) and/or event(s) (where possible) and We shall pass on any refund We receive from the supplier of that event(s) once We receive this from the supplier. This sets out Our entire responsibility in connection with event(s) which may be included in your tour/trip/ weekend break.
6.3 We also reserve the right in any circumstances to cancel your travel arrangements. However, we will not cancel your travel arrangements less than 2 weeks before your departure date, except for reasons of force majeure* (as defined below) or failure by you to pay the final balance. If We are unable to provide the booked travel arrangements, you can either have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from Us, if available (We will refund any price difference if the alternative is of a lower value). If it is necessary to cancel your travel arrangements, We will pay to you compensation as set out in this clause.
6.4 We reserve the right to cancel your tour/trip/ weekend break, if the minimum number of people required for a particular tour/trip/ weekend break is not reached. Where the minimum number of people required for a particular tour/trip/ weekend break is not reached then We notify you in writing before 14 days in advance of your proposed tour/trip/ weekend break. In the case where you wish to keep the tour/trip/ weekend break booked with a small number of people included in the group, then you agree that We will charge an additional fee per person when minimum numbers are not reached and you will accept that change as a price adjustment for each group member. In the case where We have to cancel your tour/trip/ weekend break when minimum numbers are not reached, We offer the choice of an alternative tour/trip/ weekend break of comparable standard, if available (We will refund any price difference if the alternative is of a lower value), or a full refund of all moneys paid. If it is necessary to cancel your travel arrangements for this reason then this will not be classified as a cancellation due to surcharging or a major change and will not entitle you to any compensation in addition to the refunded monies paid in the event of such cancellation.
6.5 In accordance with the ”The Package Travel, Package Tours Regulations” We observe advice provided by the UK Foreign, Commonwealth & Development Office (FCDO). WOD Weekends Ltd regard imminent departures as departing within 14 days therefore, we will assess the latest travel advice provided by the FCDO in relation to your tour at this point in time. We use this information to consider whether the performance of your package, or the carriage of your passengers to your destination, could be significantly affected by unavoidable and extraordinary circumstances. In this scenario, We will inform you as soon as reasonably possible about any amendments to your package. As these circumstances are outside of Our control, they would be classified as force majeure and therefore We would not be responsible for any compensation to you.
7. Travel information
Any information supplied by Us on these or related matters (such as climate, when to travel, clothing, baggage, personal items etc.) is given as general guidance and in good faith but we do not accept liability for any decisions made on the basis of the information supplied. The passport and visa requirements at the time of booking can be viewed on the Foreign, Commonwealth and Development Office website (www.fcdo.gov.uk). The health requirements can be found at https://travelhealthpro.org.uk/. It is your responsibility to ensure that you and all members of your group are in possession of all necessary travel and health documents, and in compliance with any other immigration requirements, before you travel. If you or any member of your group is not a British Citizen or holds a non-British Passport, you must check passport and visa requirements with the embassy or consulate of the country(ies) you are travelling to or through. Neither We, nor the supplier(s) of travel services, accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements
8. Complaints If you have a problem during your holiday/tour/trip/ weekend break, please follow the procedure detailed below to try and resolve a complaint as soon as possible and preserve your entitlement to any applicable compensation. We are available 24 hours per day and will do Our utmost to resolve complaints quickly and amicably whilst on your holiday/tour/trip/ weekend break. If you have no holiday/tour/trip/ weekend break representative, any complaints should first be raised with the supplier concerned (as mentioned above). If you have a holiday/tour/trip/ weekend break representative, please immediately raise any complaint with them and, where appropriate, the supplier concerned. If the matter is not settled promptly please inform Our office immediately (during your holiday/tour/trip/ weekend break). If the complaint remains unresolved or you were unable to contact Us, the complaint must be put in writing to Us within 28 days of the date of return. Only the Tour Leader should contact Us on behalf of the group. If you fail to follow this procedure, your right to claim compensation you may otherwise have been entitled to may be affected or even lost as a result.
9. Conduct
9.1 You accept sole responsibility for the proper conduct of all members of your group during your holiday/tour/trip/ weekend break. The suppliers of travel services reserve the right at any time to terminate the holiday/tour/trip/ weekend break of any group member(s) whose behaviour is such, in the reasonable opinion of the supplier, to cause or to be likely to cause danger, upset, harassment or distress to anyone else or damage to other persons or to property. No refund will be given in the event of you, or any member or your group, being requested to cease your holiday/tour/trip/ weekend break in such circumstances. Furthermore, We shall be under no obligation whatsoever to pay compensation to you or any member of your group, or meet any costs or expenses (including but not limited to alternative accommodation) you, or any member of your group, may incur as a result of your stay being terminated in accordance with this clause.
9.2 If you, or any member of your group, cause damage to any accommodation in which you are staying or to any property of suppliers of tours, excursions or other elements of your holiday/tour/trip/ weekend break arrangements, including any equipment used in connection with the travel services, or any damage or injury to any person, you must fully reimburse the accommodation provider or relevant supplier concerned for the cost of the damage before the end of your holiday/tour/trip/ weekend break (if the cost has been established by then), or as soon as it has been established if later. You must also indemnify Us for the full amount of any claim (including all legal costs) made against Us by the relevant supplier or third group as a result of such damage caused.
10. Liability
10.1 If you have booked a package with Us and your holiday/tour/trip/ weekend break is not performed or is improperly performed as a result of failures attributable to a third group unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our or the suppliers’ control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which We or our suppliers, even with all due care, could not foresee or forestall, and you suffer an injury or other material loss, We will offer you such prompt assistance as is reasonable in the circumstances.
10.2 When you have booked a package with Us and if the contract for the provision of the travel services is not performed or is improperly performed by Us or our suppliers, We will pay you appropriate compensation if this has affected the enjoyment of your travel arrangements. However, We will not be liable where any failure in the performance of the contract is due to: you; or a third group unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or unforeseen effects/consequences of Brexit or any consequential or indirect loss because of these effects; or an event which we or our suppliers, even with all due care, could not foresee or forestall.
10.3 Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of two times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to: (a) The contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and (b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage. Your right to a refund and/or compensation from us is set out in clause
11. Travel Insurance
We recommend that you have in place appropriate travel insurance in order to cover you and your group, including for all activities included in your holiday/tour/trip/ weekend break. You are required to have such insurance in place as a condition of Our Contract with you.
12. Data protection
As required by law we are registered with the Information Commissioner’s Office which allows Us to process your personal information. Information you have provided to Us for your booking will be forwarded on to the relevant suppliers of your holiday/tour/trip/ weekend break, so that the travel services can be provided to you. This applies to any sensitive personal data that may have been provided to Us when making your booking for the purposes of arranging your holiday/tour/trip/ weekend break. As this data may need to be transferred outside the United Kingdom in order for your holiday to be provided to you, then you agree that We may transfer your data (and the data of those in your group) to those suppliers for this purpose. Please read our Privacy Policy for further details. We act in accordance with the UK Data Protection Act 2018, which is the UK’s implementation of the General Data Protection Regulation (GDPR).
13. Law and Jurisdiction
These Booking Conditions are governed by the laws of England and Wales and the jurisdiction of the English courts. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you wish to do so.
14. Arbitration
It is unlikely that you will have a complaint that cannot be settled amicably between Us and/or the suppliers. However, disputes arising out of or in connection with this contract and/or any contracts with your suppliers should be brought to our attention at the earliest opportunity to enable Us and/or the suppliers to resolve matters as quickly as possible. If the matter cannot be settled amicably, you may wish to use an alternative dispute resolution procedure.. If we can’t resolve your complaint, go to www.abta.com to use ABTA’s simple procedure. Further information on the Code and ABTA’s assistance in resolving disputes can be found on www.abta.com.
15. Suitability of accommodation or activities
Depending on your holiday/tour/trip/ weekend break, your accommodation may be in rural areas or areas where they might be difficult to get to, and activities may involve a certain level of physical fitness. Accommodation in rural areas often has steps, steep gardens or other features you may not be accustomed to and activities which may need training. We will highlight on our advertising literature any features We feel may need to be notified to you or any accommodation and/or activities that is/are suitable for disabled access or participation. It is the responsibility of you and any members of your group to exercise reasonable care when in the accommodation and undertaking activities and to suitably supervise any or all children in your group at all times. We only accept responsibility for loss or damage caused including personal injury when We are directly responsible as a result of our negligence.
16. Acceptance of Risk
You acknowledge that elements of your holiday/tour/trip/ weekend break which include physical activity may involve personal risk. These risks may include illness, injury, death, disease, loss or damage to property, discomfort and inconvenience. You, in making the booking for you and your group and participating in a physical activity, accept such risks and agree that you have made the booking for you and your group and that you and all those in your group will participate in the activity upon the condition that you do so at your own risk. We only accept responsibility for loss or damage caused including personal injury when We are directly responsible as a result of our negligence.
Cancellations / Amendments
IF YOU CANCEL YOUR HOLIDAY/TOUR/TRIP/ WEEKEND BREAK
Period before departure within which notice of Cancellation or major change is received by us or notified to you and Amount of cancellation charge (how much of your payment we RETAIN) is listed below:
Therefore, if you cancel your trip:
More than 70 days prior to departure we retain the Deposit, together with all payments received
69-57 days prior to departure we retain 70% of holiday/tour/trip/ weekend break cost
56-29 days prior to departure we retain 80% of holiday/tour/trip/ weekend break cost
28-15 days prior to departure we retain 90% of holiday/tour/trip/ weekend break cost
14 days to day of departure we retain 100% of holiday/tour/trip/ weekend break cost
