Terms & Conditions
For the purposes of these Booking Conditions, when booking an experience you are booking with Hangover Weekends. Details of the company with whom you book will be confirmed to you during the booking process. All bookings made and communications with you shall be in English.
Bookings are made over the telephone. We will take details of your proposed booking over the telephone from the Group Leader, who makes the booking on behalf of the whole group.
It is important that you read the following Booking Conditions before you book as these apply to your booking with us and to all members of your group. A copy of the booking contract is filed by us for administration purposes and you are advised to print off a copy of these Booking Conditions for your records. It is also important to understand that these Booking Conditions apply for all bookings with us, whether you have chosen to read them or not, and are applicable for all members of your group. These conditions are available and freely accessible in our brochures and on our website. We also draw your attention to these Booking Conditions during the booking process verbally, via email and within our communications to you either in full or abbreviated or with directions and hyperlinks directing you to access them.
By paying the non-refundable deposit detailed to you at the time of booking, you acknowledge that you understand that our Booking Conditions apply and agree to these Booking Conditions by continuing with a booking. The Booking Conditions are binding when your booking is accepted and confirmed by us in writing via email, letter or fax to either yourself or your travel agent.
We accept bookings subject to the following conditions:
1. YOUR CONTRACT WITH US
To secure a booking, we (or our agents) require a non-refundable deposit in the sum as notified to you at the time of booking. All bookings are made and accepted as a group booking and the person placing the booking who takes responsibility for the reservation is the “Group Leader”. The Group Leader agrees, on behalf of all group members, to be bound by these Booking Conditions. The Group Leader warrants that he/she, and all group members, are over 18 years of age and that the Group Leader has full capacity and authority to secure the booking in accordance with these Booking Conditions on behalf of all persons whose names appear in the booking and of others whom he/she may later add to the group. We reserve the right to decline a booking at our entire discretion.
Within 2 weeks of the booking being confirmed each participant must add their name your online account and pay a £20 deposit to secure their individual place.
Only when all monies have been paid to us for the complete booking will your travel/holiday/experience documents be sent to the Group Leader.
The Group Leader is responsible for a reservation and for ensuring that all monies due for a booking are collected and paid on time by the members of the group and that everyone within the group is aware of our Booking Conditions. The Group Leader assumes all responsibility to settle the balance of the invoice for a confirmed booking before the due date.
2.1 Balance payments are due no less than 6 weeks prior to commencement of the arrangements booked. Your booking may be cancelled if full payment is not received by the due date, in which case all payments made to that date, whether as a group or individually will be non-refundable. We will not be liable for any changes that may have to be made as a subsequence of late payments if, at our discretion, we agree to operate the tour or itinerary should payments be late. Late payments may adversely affect the arrangements of the tour or itinerary, and in such cases we will not be held responsible.
2.2 Under all circumstances; all deposits, part payments, instalments, treatments, theatre or show tickets, administration charges, insurance premiums, service fees and prepaid transfers are non-refundable and non-transferable.
By utilising our wealth of professional experience, itineraries and itinerary timings are planned to provide the best and most hassle free experience possible according to the availability of the services. By entering this contract, the Group Leader agrees and accepts that our itinerary recommendations and planning, including venues, timings and durations are final once a booking is confirmed, and no requests to alter or amend timings can be accepted once the balance has been paid. Whilst we will endeavour to accommodate any specific requests with regards timings and dates prior to the travel pack being issued or final invoice being settled, these cannot be guaranteed if they differ from our original itinerary, and requests cannot be accepted within 6 weeks prior to the commencement of your arrangements. We are not responsible for the smooth running of your itinerary if you do not adhere to our planned timings and dates or our and our representatives instructions whether written or verbal.
4.1 Changes by You
All changes must be requested by the Group Leader only directly with Hangover Weekends by email to email@example.com and not with suppliers. If you make changes directly with suppliers, you may incur costs from both the supplier and from Hangover Weekends, and in such circumstances you agree to pay our costs and indemnify us against any costs raised by our suppliers.
Whilst every reasonable effort will be made to accommodate changes and additional requests, their availability cannot be guaranteed.
4.2 Group Size Amendments
We are experts in organising groups and group itineraries and we fully understand that people drop out after saying they will attend. Once you have paid your deposit and / or subsequent part payments, we must have a confirmation of group size within 14 days of booking, providing you are not within 14 days of the balance due date (ie, the Confirmation Date, as per Clause 1). Any amendment of group size during this period will not incur cancellation charges.
4.2.1 We will assume you have confirmed the group size 14 days after booking if you have not informed us in writing of any changes of group size within that period and the group size shall be the size according to those individuals who have accepted invitations within that time. The Group Leader shall therefore be liable for the sums due for those individuals within the group from that time, and these Booking Conditions shall relate to the group size confirmed to us at that stage.
4.2.2 Any additional people to the booking shall be facilitated, subject to availability and costs applicable at the time of booking (as set out in Clauses 1 and 2 above). If the costs have increased between time of original booking and adding extra people, you are liable to pay for the updated available charge.
4.2.3 The addition of extra people, when available, will not incur our amendment charge, however all other related charges, and subsequent changes will be applicable to the additional persons.
4.3 Changes by us, whilst Hangover Weekends will use its reasonable endeavours to operate all the tours and arrangements as advertised and booked, by entering this contract you and your group members accept that it may prove necessary or advisable to vary or modify an itinerary or its contents due to prevailing local conditions. Hangover Weekends reserves the right at any time to cancel or change any of the facilities, services or prices, including and not limited to flights, accommodation, activities, restaurants, entertainment venues, transfers and to substitute alternative arrangements of comparable monetary value without compensation and accepts no liability for loss of enjoyment as a result of these changes.
4.3.1 If we cannot provide an experience or activity due to inclement weather conditions, we will provide you with our credit gift card for each participating group member to the value of that affected activity, exchangeable with us for any of our services within six months from the date of travel/experience/activities, but we will not give you a refund.
4.3.2 If a major change is known to us, you will be told at the time of booking. If a major change becomes necessary after time of booking, we will endeavour to inform you as soon as reasonably possible if there is time prior to commencement of your arrangements providing you have given us all the necessary contact details we require.
4.3.3 The definition of a major change will depend on the individual itinerary and circumstances. Usually a major change is when we have to change a destination or dates to ensure the itinerary proceeds. When a major change is made, you will have the choice of accepting the change of arrangements or purchasing alternative available arrangements from us.
No employee of Hangover Weekends other than a Director has the authority to vary or omit any of these Booking Conditions or promise any discount or refund.
5.1 Cancellation by you
Once your booking has been confirmed cancellations can only be accepted in writing from the Group Leader for the entire group booking, through our website by sending an email to us at firstname.lastname@example.org. Providing payment has been made according to these Booking Conditions, we will refund to you the final invoice amount less the cancellation charges as detailed below. Cancellation charges will apply based on the date we receive written notification of cancellation of the whole booking. You are not able to cancel part of your original booking itinerary, as the booking is taken as a whole for the group:
Period of Notification prior to commencement:
Cancellation Charges: in all cases refer to Clause 2, plus the following charges
More than 42 days
Loss of all deposits
Less than 42 days to commencement date
100% of the balance of total invoice
5.2 Cancellation by us Hangover Weekends reserves the right to cancel any itinerary and tour (before commencement of the arrangements), due to force majeure, health concerns or any other reason outside the control of Hangover Weekends that we, in our absolute discretion, may determine. Force majeure events include (but are no limited to) war or threat of war, riot, civil strife or unrest, Acts of God, strikes, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flight or rail transport by airline or rail operator, the alteration of flight paths, aircraft type or any other event that is beyond the reasonable control of Hangover Weekends.
5.2.1 In such circumstances you will be informed of the cancellation and a full refund of monies paid to us will be compensated, or credit will be issued to be used against a booking at a different time, and this will be the extent of our liability. You shall have the option to re-book the planned arrangements at a different time.
5.2.2 We will endeavour not to cancel any booking, except for reasons of force majeure (or failure by you to pay the final balance), less than 49 days prior to commencement of the arrangements, tour or itinerary, providing full payment has been received in accordance with these Booking Conditions.
5.2.3 If an itinerary is not able to proceed, we will establish alternative elements as a preferable substitute to cancellation to a like for like or greater value. In the unlikely event that we are unable to make alternative arrangements that are suitable to you and do have to cancel your booking within 21 days of commencement, we will offer a full refund or credit note (to use against new/alternative bookings) of monies paid. This shall be the limit of our liability however this does not prevent you from claiming compensation if you are entitled to do so.
6. PRICES & PRICE CHANGES
Our prices include any discounts, incentives, administration and service fees that we may pass on to you and you are liable to pay our prices as agreed at point of sale and subsequently for any changes.
6.1 By booking you agree to pay the prices quoted at time of booking and these prices will not increase providing there have been no changes to your reservation, except in circumstances where there are variations in the following costs which we will pass on to you, and you agree to pay: transport costs, including costs of fuel, government action (including taxes, surcharges, fees) and fluctuations in exchange rates.
If you decide not to take out travel insurance suitable for your arrangements independently, you hereby agree to indemnify us against any claim of loss or injury, and you and your group members participate entirely at your own risk.
7.1 If you do not effect insurance cover, Hangover Weekends may cancel your participation at our discretion and no refunds will be due. If we decide not to cancel your reservation, it is on the agreed basis that we shall not be liable for your participation in the itinerary and you participate entirely at your own risk.
7.2 Certain activity providers may insist you sign an insurance indemnity and waiver form; therefore you participate at your own risk, and we shall not be liable for your participation.
7.3 Participation in activities that are not booked as part of the itinerary or have been booked independently of the reservation will not be the responsibility of Hangover Weekends and we shall not be liable in any way.
7.4 You accept and agree to indemnify us and our suppliers of any claim for injury, death or failure when participation of the booked itinerary is conducted whilst under the influence of medication, drugs, alcohol or any other substance, or against advice.
7.5 Participation within the booked itinerary is at the sole discretion of the service providers and you may be refused participation or entry if the service provider deems group member(s) to be under the influence of medication, drugs, alcohol or any other substance and if this occurs, the service providers’ decision is final and we accept no liability whatsoever and you agree to indemnify us of any claim.
8. YOUR RESPONSIBILITY
8.1 Reasonable Behaviour
The best policy is to enjoy your arrangements without causing distress, annoyance or damage to third parties. Travelling in a group may require some compromise to accommodate the different desires and abilities of group members and other groups and third parties. By booking with Hangover Weekends, the Group Leader agrees to accept responsibility for each of your group members and the group undertakes to conduct itself in a manner conducive to positive dynamics. If you or a group member act in a manner that threatens or disrupts the safety or enjoyment of others and third parties, we or our suppliers or representatives or agents may, at our discretion cancel your reservation without notice and from immediate effect. You may be required to vacate accommodation without notice. No refunds will be given.
8.1.1 You must adhere to any on site conditions of use and/or instructions given by suppliers of or representatives of Hangover Weekends and a breach may result in immediate cancellation of all or part of the reservation without notice and no refund will be due.
8.1.2 In the case of overnight stays you must deposit with the hotel management a valid credit card authority or cash bond facility to cover extra costs or breakages or damage attributable to your group, and you may be refused entry to the accommodation without it and no refund will be due.
8.1.3 Some properties may impose a behaviour bond in the form of cash. We recommend you gain a receipt if this is the case.
8.1.4 At the sole discretion of the accommodation management; you may not be permitted to stay at the accommodation if you do not deposit the required bond, and no refund will be due.
8.1.5 We are not responsible for the handling of security deposits or behaviour bond and any transaction is limited between you and the accommodation provider.
8.1.6 We are not responsible for any details included in the communications between you and your group through our online group section on our website. You will (and agree to procure that others within your group will) only use our online group section on our website for the purposes of discussing matters connected to your booking and will not use the online group section for any other purpose, or to make any comments which may be defamatory, obscene, blasphemous, derogatory or contrary to any other laws, rules and/or regulations. If we become aware of any use of the online group section on our website in contravention of these Booking Conditions, then we may suspend or terminate your (and your group’s) access to the online group section on our website.
You must notify us of any medical conditions of any group member that may affect their participation. At the discretion of ourselves or our representatives, suppliers or agents who determine that you or a group member(s) are not fit to participate in any part of the itinerary due to poor, inadequate or deteriorating health and fitness or excessive alcohol, drug or other substance consumption, that part of the itinerary will be cancelled and no refunds will be due.
Although the quality of our arrangements is high, sometimes things may go wrong. Should you have a complaint about any aspect of your travel arrangements, please ensure you raise the issue immediately and in a polite fashion to the supplier concerned. Any issue should be resolved at that time. If the problem is not solved to a reasonable and satisfactory solution, you must forward your complaint with supporting evidence to us within 7 days of returning from your travel arrangements. We will then investigate on your behalf. Failure to raise issues with us within this time frame will adversely affect our ability to investigate with the aim to resolve any issues. We are not able to investigate problems unless they have been raised directly with the service provider at the time. We aim to reply initially to your complaint within 28 days.
9. OUR RESPONSIBILITIES
9.1 Should services booked not be provided we will pay no refund or compensation if there has been no fault on the part of Hangover Weekends or its suppliers and the reason for the failure in the arrangements was the clients fault, the actions of a third party unconnected with the arrangements or could not have been foreseen or avoided by Hangover Weekends or its suppliers even if all due care had been exercised.
9.2 Our Liability to you
If the contract we have with you is not performed or is improperly performed by our suppliers or us, 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:
(i) you, or a third party unconnected with the provision of the travel arrangements, and where the failure is unforeseeable or unavoidable; or
(ii) 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
(iii) an event which we or our suppliers, even with all due care, could not foresee or forestall.
9.3 Where the client suffers death or personal injury as a result of an activity forming a part of itinerary arrangements booked with Hangover Weekends, we do not accept liability if there is no fault of Hangover Weekends’s or our suppliers part or the cause was the clients fault, the actions of a third party unconnected with the arrangements or could not have been foreseen or avoided by Hangover Weekends or our suppliers, representatives or agents even if all due care had been exercised.
In preparing the details of any facilities to be presented in our brochures, publicity material, websites and other forms of communication to display our products and services we have relied upon information provided by our suppliers. All photographic and pictorial references are purely representative of the facilities and products and will be accepted as such. Whilst we believe any representations to be true we cannot accept liability for any false representation or breach of implied warranties of any kind as to the facilities on offer and we shall not accept liability for any loss arising from any cause save to the extent that we have been in breach of these Booking Conditions. In any event our liability will be limited to the amount of the total cost of the reservation. However, this does not exclude or limit any liability we may have in respect of any representations made fraudulently.
11.1 This is the sole contractual agreement between you and us and may not be varied save by legislative enforcement or major occurrences that are beyond our control, and any amendments, updates or variations to this contract shall be confirmed in writing to you by a Director of Hangover Weekends.
12. GOVERNING LAW AND JURISDICTION
This contract is governed by English Law and both parties shall be subject to the jurisdiction of the English Courts.