Booking Conditions
Domestic Hospitality
We are VU Ltd a company registered in England and Wales registered no.
3054760 whose registered office is at Kelso Villa, Kelso Place, Upper
Bristol Road, Bath BA1 3AU. We are corporate hospitality booking agents
and event organisers. Your contract with us is subject to the following
terms and conditions (“Terms”) which supersede all others issued by us
prior to their date of issue. We reserve the right to amend our Terms at
any time to conform with any change in any relevant rule of law, code
of practice or regulation. We will notify you of any changes to our
Terms which may affect you at the time of booking.
Additional terms may be set out in our confirmation of booking.
1. Your contract with us Our services are as advertised and stated in
our promotional literature and website.We reserve the right at any time
in our absolute discretion not to accept or to choose not to proceed
with any booking. Subject to the availability of the relevant
Hospitality Package, the receipt by us of an email booking confirmation,
the receipt by us of a faxed/posted booking confirmation or the receipt
of the deposit from the customer (whichever event shall occur sooner)
shall constitute acceptance of the booking by us and shall create a
Contract subject to the conditions below.If booking on-line you will be
notified on screen or by email once your booking has been accepted. Our
confirmation of booking will contain a summary of your arrangements and
the event to which your booking relates. Further details and tickets
will be provided to you in due course. Transport to and from an event is
not included unless otherwise stated.
2. Payment
Payment terms are as specified on your invoice. Payments must be made
by a person aged 18 or over. You will normally be required to pay a
deposit within 10 days of our invoice date, and final balances no later
than 12 weeks prior to the first day of the event booked, however these
terms may be varied depending on the event. Any variation will be
specified on your invoice, and the payment terms per your invoice
override any stated here. If we do not receive any payments by their due
date we will treat the booking as cancelled by you and you agree to pay
the cancellation charges as described in section 7 of these conditions.
If you are booking within 90 days of the event you will be required to
pay the full price at the time of booking. There may be increased
charges should you make any changes to your booking. Any “extras” will
be added to your booking and charged to you separately. A separate
invoice will be issued which will be due and payable by you within 30
days of its date or immediately if changes are made within 60 days of
the event.
3. Prices
The prices quoted are in £GBP (pounds sterling) and are correct at the
time of quotation, however, changes may occur from time to time. If
there are any changes which affect you we will notify you. You may be
charged and have to pay VAT for our services where applicable.
4. Your responsibilities
4.1 You are responsible at all times for your own health and personal safety and that of your party.
4.2 If you or any of your party has any medical problems, disability,
special dietary requirements or allergies you should inform us at the
time of booking so that we can try to make appropriate arrangements
and/or pass this on to the relevant supplier.
4.3 If you have any special requests we will do our best to meet them
and/or pass them on to the relevant supplier. We cannot guarantee that
these will be met and they are at all times subject to availability.
4.4 You are responsible for any damage to or loss of any valuables,
luggage or personal possessions or any harm (save for personal injury or
death due to our negligence) suffered by you or any other member of
your party during the event and your journey to or from the event.
4.5 Please note that all timings (such as timetables, kick offs, start
and end times) are subject to alteration without notice. It is your
responsibility (save where we arrange transport to and from an event) to
check and confirm all timings relating to your booking.
5. Our liability to you
5.1 We have no liability to you when we act for you as booking agents
only. Your contract is with the third party responsible (such as the
sponsor, host, promoter or venue) and all liability to you for the
booked event rests solely with them.
5.2 Where we act for you outside our capacity as booking agents only:
5.2.1 we accept no liability for any accident or illness to you whether
before, during or after the event save for personal injury or death
resulting from our own negligence;
5.2.2 we accept no liability whatsoever in connection with any
activities you participate in during or associated with the event, with
the exception of those activities arranged exclusively by and through
us;
5.2.3 we accept no liability for any other matter nor for any other loss
(including any direct, indirect or consequential loss), harm, costs,
claims, damages (including any special, general or punitive damages) or
expenses whatsoever;
5.2.4 our liability to you is excluded to the fullest extent permitted by law.
5.3 We are not liable and accept no responsibility for any breach of or
failure by us to perform any part of your contract with us or for any
harm which you may suffer before, during or after the event or relating
to the event or booking due to circumstances out of our control, such as
(but not limited to) any war or threat of war, riot, civil commotion,
government action, terrorist activity, labour dispute, fire, adverse
weather conditions, computer error, telecommunications failure, Internet
related problems, delays and technical or maintenance problems relating
to transport, closure of airports, airspace or territorial borders. You
accept that when as booking agents only, any cancellation, amendment to
any itinerary or any other changes whatsoever affecting any of the
events booked by you through us are also matters beyond our control. We
will in such circumstances endeavour to notify you of any cancellation
or change as soon as possible after we receive notice of the same.
5.4 Save in respect of personal injury or death resulting from our own
negligence our total liability to you shall be limited to the price paid
by you for your booking.
5.5 We are not and cannot be liable at any time for any action,
inaction, activity, inactivity, advice or guidance given to you by any
third parties or any of our suppliers. Our suppliers may have their own
terms and conditions of business which will affect you. Copies of these
can be requested and where available forwarded to you.
5.6 Much of the information provided by us (and whether verbally, on our
website or in writing) is supplied to us by third parties. Wherever
possible this information is verified by us but we are not responsible
for its accuracy or content.
5.7 We give no warranty whatsoever in connection with our services save
as set out in writing in these Terms. All other warranties express or
implied are excluded to the fullest extent permitted by law.
6. Amendment
By you
If you wish to amend your booking please let us know. We will try to
make the change but it may not be possible and you may incur further
charges. If we are unable to make the change you will be given the
option of proceeding as arranged or cancelling your booking in which
case our Cancellation Charges will apply. Please be aware that certain
arrangements cannot be changed once a booking has been made. Where we
act as booking agents only and we have already incurred the costs of
receiving your tickets we cannot provide you with any refund. If any of
your party drop out or fail to show for an event for any reason no
refund is payable.
By us
We may occasionally have to make changes to your booking. We will notify
you as soon as possible of any material changes affecting you or your
party. Where this involves an increased charge we may choose to absorb
these for you or pass on these charges on to you, in which case you will
be given the option of accepting the charge and paying the increase or
cancelling your booking. In the event that you cancel in these
circumstances we will provide you with a full refund. Our cancellation
charges will not apply.
We have no liability to inform you of any minor and non-material changes
to your booking or of any other changes which may occur due to
circumstances beyond our control.
7. Cancellation
By you
If you wish to cancel any of your arrangements with us you must notify
us in writing immediately. The date and time of our receipt of your
notice to us in writing will be treated by us as the effective date and
time of your cancellation and cancellation charges will be calculated
from this point. Please note we cannot refund amendment fees and
deposits are only refundable in certain circumstances.
By us
We reserve the right to cancel any booking for which payment in full has
not been received by us. Our Cancellation Charges will apply.
We may be forced to cancel any booking due to insufficient numbers or
other circumstances beyond our control. Where tickets or places are
unavailable for any reason we will refund to you all sums paid by you to
us relating to your booking. Where there is a cancellation, delay or
suspension of any event by any third party (including any sponsor, host,
promoter or venue) or due to any other circumstances beyond our control
we will provide no refund unless and until we are reimbursed by the
third party responsible. In the event of your insolvency, bankruptcy,
liquidation, administration or receivership or any arrangement
(voluntary or otherwise) being made or entered into by you with or for
the benefit of any of your creditors or any such similar arrangement at
any time, we reserve the right to treat your booking as being cancelled
and our Cancellation Charges will apply.
Cancellation Charges
more than 120 days prior to event – 50%
between 90 and 120 days prior to event – 75%
90 days or less – 100% (including deposit)
8. Performance/Assignment
We reserve the right to perform our obligations through any associated
company, division or sub-division from time to time. We reserve the
right in our sole discretion at any time to
assign any contractual commitment or arrangement and any of our liabilities or obligations to any other person.
9. Law
The law of England and Wales applies to the contract between us. If
there is any dispute between us which cannot be amicably resolved, this
will be resolved in the courts of England and Wales.
10. Data Protection
We observe the statutory requirements for data protection. For more
information on data protection please refer to www.dpr.gov.uk.
Contact Details
VU Ltd
Kelso Villa
Kelso Place
Upper Bristol Road
Bath
BA1 3AU
Customer Services Team
Tel: 01225 788880
Email: info@vultd.co.uk
Our literature and the content of our web-site are protected by
copyright. Any unauthorised copying whether by downloading, uploading,
faxing, photographic reproduction or otherwise is prohibited. You may do
so strictly for your own private use only in connection with your
booking.
VU Ltd is a company registered in England and Wales company number
03054760 whose registered office is at Kelso Villa, Kelso Place, Upper
Bristol Road, Bath BA1 3AU
Booking Conditions
Sports Travel
These conditions and other information in this brochure, separate
publicity material or our web site form the contract between us. All
holidays are subject to availability and the booking conditions below, a
copy of which will be sent to you with your invoice for acceptance.
When you have booked your holiday, completed an optional booking form,
paid a deposit and we have issued a confirmation, a contract exists
between us.
1. The contract.
If your travel arrangements include a flight departing from the UK, your
booking will be financially protected by VU Travel and Events which is a
trading name of CT Travel Group Ltd, ATOL 5158. All financials
transaction will be handled by CT Travel Group Ltd.
Your Financial Protection.
When you buy an ATOL protected flight or flight inclusive holiday from
us you will receive an ATOL Certificate. This lists what is financially
protected, where you can get information on what this means for you and
who to contact if things go wrong.
Any dispute arising over our contract will be dealt with under English
Law in a court in your area of residence in the UK. Our services are as
advertised and stated in our promotional literature and website. We
reserve the right at any time in our absolute discretion not to accept
or to choose not to proceed with any booking. Subject to the
availability of the relevant Hospitality Package, the receipt by us of
an email booking confirmation, the receipt by us of a faxed/posted
booking confirmation or the receipt of the deposit from the customer
(whichever event shall occur sooner) shall constitute acceptance of the
booking by us and shall create a Contract subject to the conditions
below.
If booking on-line you will be notified on screen or by email once your
booking has been accepted. Our confirmation of booking will contain a
summary of your arrangements and the event to which your booking
relates. Further details and tickets will be provided to you in due
course. Transport to and from an event is not included unless otherwise
stated.
We, or the suppliers identified on your ATOL Certificate, will provide
you with the services listed on the ATOL Certificate (or a suitable
alternative). In some cases, where neither we nor the supplier are able
to do so for reasons of insolvency, an alternative ATOL holder may
provide you with the services you have bought or a suitable alternative
(at no extra cost to you). You agree to accept that in those
circumstances the alternative ATOL holder will perform those obligations
and you agree to pay any money outstanding to be paid by you under your
contract to that alternative ATOL holder. However, you also agree that
in some cases it will not be possible to appoint an alternative ATOL
holder, in which case you will be entitled to make a claim under the
ATOL scheme (or your credit card issuer where applicable).
If we, or the suppliers identified on your ATOL certificate, are unable
to provide the services listed (or a suitable alternative, through an
alternative ATOL holder or otherwise) for reasons of insolvency, the
Trustees of the Air Travel Trust may make a payment to (or confer a
benefit on) you under the ATOL scheme. You agree that in return for such
a payment or benefit you assign absolutely to those Trustees any claims
which you have or may have arising out of or relating to the
non-provision of the services, including any claim against us, the
travel agent (or your credit card issuer where applicable). You also
agree that any such claims may be re-assigned to another body, if that
other body has paid sums you have claimed under the ATOL scheme.
2. Payment
Payment terms are as specified on your invoice. Payments must be made
by a person aged 18 or over. You will normally be required to pay a
deposit within 10 days of our invoice date, and final balances no later
than 12 weeks prior to the first day of the holiday booked, however
these terms may be varied depending on the booking. Any variation will
be specified on your invoice, and the payment terms per your invoice
override any stated here. If we do not receive any payments by their due
date we will treat the booking as cancelled by you and you agree to pay
the cancellation charges as described in section 4.2 of these
conditions.
3. Holiday price
All our prices are quoted in £’s sterling. The prices in this brochure,
and in supplementary promotional material, apply at the time of printing
and may change before you book. We will give you a price quote at the
time of booking and once you have accepted this and a booking has been
made and confirmed, we will hold that price. The only additional charges
we can pass on to you are those imposed by UK or Foreign Governments,
other regulatory bodies and airlines. What your holiday price includes:
• Return transportation including luggage allowance as confirmed.
• Overseas transfers/transportation as confirmed.
• Accommodation, meals (including any bonus offers) as confirmed.
• The services of a representative, tour guide or an appointed local
agent, including a 24hour emergency contact (except cruises).
• Any other services e.g. Excursions, car rental, ski packs etc as confirmed
• All UK departure taxes, fees and passenger charges.
• Any applicable overseas port charges.
• Child discounts as booked and confirmed on your invoice.
Not included:
• Visa fees, overseas airport departure charges payable locally, porterage, personal expenditure, hotel extras.
• Taxes or compulsory charges introduced by Governments, regulatory bodies or airlines after you have booked.
• Security charges introduced or increased after you have booked.
4. Changes or cancellation by you
4.1. Changes
If you wish to change your booking after the confirmation invoice has
been issued, the person who made the booking and paid should contact us
and we will try to meet the request, but this may not be possible. If we
are able to make the change requested, you agree to pay us a
nonrefundable administration fee of £50 per person outside 90 days of
departure and £75 per person 89 days or less before departure. Important
notes: Many suppliers, particularly airlines, cruise companies and
safari operators, do not permit us to change names or travel dates and
impose full cancellation charges. We will pass these on to you in
addition to our administration charge, where applicable. Some
accommodation types, particularly self-catering, cruise ship cabins and
hotel rooms with reductions for 3+ people, are priced according to the
number of occupants. If fewer people travel than originally booked there
will be extra charges to pay which will be advised to you when you make
the changes.
4.2. Cancellations
If you or any member of your party wishes to cancel your booking once a
confirmation invoice has been issued, the person who made the booking
and paid must notify us in writing. The cancellation charges you will be
required to pay will be calculated from the date we receive written
notification. Please note we cannot refund amendment fees and deposits
are only refundable in certain circumstances. We strongly recommend that
you take out full insurance which includes cancellation cover. We incur
costs from the time you make your booking and you agree that if you
cancel your booking, you will compensate us for our expenses and losses
as per the table below. Our cancellation charges increase the nearer the
cancellation is made to your departure
date and this is because there
is a reducing opportunity for us to re-sell your holiday.
90 days and over Deposit only
89 days up to day of departure 100%
5. If we have to change or cancel your holiday We will do our utmost to
deliver your holiday as booked. As we plan the arrangements many months
in advance we may occasionally have to make changes and reserve the
right to do this at any time. Significant change Most escorted tours can
only run with a minimum number of participants. Numbers vary according
to the tour and in the event of the minimum numbers not being reached,
we reserve the right to cancel a tour altogether. If we do this, or make
a significant change,we will do so as soon as reasonably possible. If
the reasons for the change are within our control, we will pay you
compensation and you will have one of three options:
• Accepting the changed arrangements.
• Transferring to another holiday offered by us and paying or receiving a refund for any price difference.
• Cancelling your holiday and receiving a refund of all monies paid to
us. Significant changes include, but are not limited to, changes
involving:
• Your UK departure airport (unless this is between Heathrow and Gatwick or visa versa).
• Your destination area.
• A change of accommodation (except tours/safaris/cruises) to a lower star grading).
• Your departure time from the UK or length of holiday by more than 12
hours. (excluding transport delays once you have checked-in). Liability
for changes is limited to the levels shown below for each person and we
regret that we cannot accept responsibility for any other losses or
expense you suffer. Compensation payable by us:
60 days and over before departure £0
59 – 43 days before departure £10
42 – 29 days before departure £25
28 – 15 days before departure £45
14 – 8 days before departure £60
7 – 0 days before departure £75
Important note
We will not pay compensation or accept any liability as the result of
events beyond our control, which include without limitation:
• War or threat of war.
• Riots or terrorist activity.
• Industrial disputes.
• National or nuclear disasters.
• Fire.
• Bad weather conditions.
• Cancellation or changes of airline/train schedules, cruise ship and escorted tour itineraries.
• Technical problems affecting transportation.
• Any similar event.
Minor changes A minor change is any other change and we do not compensate in these cases.
6. Our liability to you
a. We accept responsibility for ensuring that the travel arrangements
you book with us are supplied as described in our brochure or on our
website. If any part of these travel arrangements is not provided as
promised, we will pay you appropriate compensation if this has affected
your enjoyment of your travel arrangements. We accept responsibility for
the acts and/or omissions of our employees, agents and suppliers except
where they lead to death, injury or illness. Our liability in all cases
shall be limited to a maximum of the cost of your holiday and any
reasonable directly attributable costs.
b. We accept responsibility for death, injury or illness caused by the
negligent acts and/or omissions of our employees or agents, or suppliers
and sub-contractors, whilst acting within the scope of, or in the
course of their employment, in the provision of your travel
arrangements. We will accordingly pay you such damages as might have
been awarded in such circumstances under English Law.
c. In respect of travel by air, sea and rail and the provision of
accommodation, our liability will be limited in the manner provided by
the relevant international convention. Copies of these conventions are
available from us but please allow up to 28 days for delivery. You
should note that the acceptance of liability on our part is subject to
the amount of any claim against VU Ltd being reduced by any amount paid
to the claimant from time to time for the same claim by any employee,
agent or supplier of VU Ltd who is in any way responsible for the death,
injury or illness you suffer.
d. If you, or any member of your party, suffer death, illness or injury
whilst overseas arising out of an activity which does not form part of
your package travel arrangements or an excursion arranged through us, we
shall at our discretion, offer advice, guidance and assistance. Where
legal action is contemplated and you want our assistance, you must
obtain our written consent prior to commencement of proceedings. Our
consent will be given subject to you undertaking to assign any costs and
benefits received under any relevant insurance policy to ourselves. We
limit the cost of our assistance to you or to any one booking form to
£5,000.
7. Your responsibility
a. You must ensure that you and the rest of your party have valid
passports, any appropriate visas and vaccinations. We are not liable for
any costs, delays or illness resulting from your failure to meet these
requirements.
b. You must be responsible for ensuring that any existing medical
conditions or disabilities which may require assistance are declared to
us before your book your holiday or, if newly diagnosed, before date of
departure. We can only accept your booking upon the clear understanding
that we cannot be liable if any carrier refuses to accept you or any
member of your party as a passenger if this information is not made
known to us.
c. You must be responsible for the behaviour of yourself and your party.
We or our suppliers reserve the right to refuse your booking or to
remove you and/or any member of your party from any holiday if you or
any member of your party is reasonably deemed to behave in a disruptive,
dangerous or annoying manner. No refund or payment of any costs
incurred by you will be made by us under these circumstances and you may
face prosecution.
8. Insurance
For your own interest we insist that you must be covered with a
comprehensive holiday insurance policy to travel on any of our holidays.
None of the activities included in any of our holidays can be deemed to
be of a hazardous nature, i.e. of the type normally excluded from any
travel insurance cover. However, optional excursions may be offered
which could include trips in light aircraft or helicopters. You should
check your policy to confirm you are covered for these particular
activities. Should you, while on holiday choose to take part in any such
activity, which was not booked by VU Ltd (e.g. hot air ballooning,
white-water rafting, etc.) which can be deemed as being of a hazardous
nature, we cannot accept any liability for death or injury. It is also
essential to ensure that cover is provided under the terms of your
travel insurance. Tour managers and local representatives are instructed
not to act as agents in booking any alternative activities other than
those approved by VU Ltd. Any assistance they may offer at your request
does not imply they have acted as anagent or that these activities have
been approved and are offered for sale by the company. Full details of
your insurance cover must be supplied at time of booking.
9. Price pledge
Definition of an identical holiday The identical* holiday offered by
another tour operator has to be available for sale either at the time of
booking or up to 7 days after you book with VU Ltd.*Identical means the
same: departure date, flight number /class of travel for all flights;
accommodation name; room type; meal plan; transfer arrangements; car
type; itinerary / tour content (if a cruise or tour); train times,
operators and stations. Holiday Insurance It is a condition of booking a
VU Ltd holiday that you must have appropriate insurance.