Terms & Conditions
The tours featured on our web page and on any of our literature are operated by Touring Sport Limited. Company registration number 8795356
Each tour will have been specifically designed to suit your exact requirements and we will have made every effort in our conversations and meetings with you, to ensure that everything is in place for you to relax and enjoy every aspect of your time with us. On accepting your booking, we will have made commitments to various travel and holiday companies. Your attention is drawn to our terms and conditions as set out below, which upon completing and signing our booking form, confirming in writing or paying a deposit you will have accepted.
Please take a few minutes to read.
We have made every effort to keep our terms and conditions as straightforward and clear as possible, outlining our commitments to you and your responsibilities to us. We believe in providing a quality, professional and friendly service. We would like you to feel confident in recommending us to other clubs, groups, schools, friends and colleagues. If you have any questions, queries or issues, however small, or something isn’t quite what you expected, please talk to us. We want to get everything right for you and will go out of our way to provide you with the level of customer service you would expect. We can only maintain our level of customer care with feedback from you.
Your Financial Security: Protected Trust Services Limited and ATOL Protection:
Our Tours are fully protected through our membership of Protected Trust Services Limited. The tours featured on our website are compliant with The Package Travel and Linked Travel Arrangements Regulations 2018. Under these regulations, we are required to provide security for all monies that you pay for tours booked with us and for your repatriation in the event of our or our supplier’s insolvency.
Tours with flights offered as part of your visit are ATOL (Air Travel Organiser’s Licence) protected by the Civil Aviation Authority (CAA) Our ATOL Number is 11893
When you buy an ATOL protected flight or inclusive tour with us which includes a flight, you will receive an ATOL Certificate from us. This will outline what is financially protected and who is covered i.e., all the passengers in your group. Further information on ATOL can be found on their website www.caa.co.uk
Business Insurance:
Touring Sport holds 5m Public Liability insurance and 1m Tour Operators Indemnity Insurance. Further information is available upon request.
Booking & Payments:
Once you have decided on your tour destination, the date you wish to travel and the number of people in your group, we will, make a provisional booking for you and check that your chosen accommodation and travel arrangements are available on the dates required.
On confirmation of availability we will issue you with a booking form for you to check the details of your tour, sign and return to us along with your deposits. We would normally require a deposit of 25% of the total tour cost. For International tours we may require an interim payment before your final balance. You will be advised of the exact date that payments are required on your booking form. Tours with flights that have to paid for at the time of booking will be shown on your provisional booking and will be in addition to the above deposits
Your booking form will advise you of the date when your final balance payment has to be made. (Normally 8-10 weeks before your departure date) By either signing the booking form, confirming in writing to us or by paying a deposit you will have deemed to have accepted the tour and our terms and conditions as set out and will apply. The booking form will form the basis of our contract with you. We will make no verbal agreements; everything will be put in writing to you. Bookings will only be accepted from persons of 18 years of age and over.
When you make a booking, the contract is made with you the first named passenger (lead passenger) being any person travelling or intending to travel on any arrangements operated by the company named above on the terms of these booking conditions. It includes all matters arising from it and is subject to English law and the exclusive jurisdiction of the English courts.
You may however choose the law and jurisdiction of Scotland and Northern Ireland if you wish to do so. No variation of these terms will be valid unless confirmed in writing by us. A contract will exist as soon as we issue our confirmation invoice. By making a booking, the lead passenger confirms that all people’s names in the booking (and their personal representatives) have agreed to be bound by these conditions and the terms of its suppliers.
For bookings at Holiday Parks, one adult is required to be present in each Holiday Villa, Holiday Home or Cottage for the duration of the tour. For safeguarding reasons, we recommend that two adults are present in each Holiday Home
Age restrictions may apply at certain Hotels and Hostels. We will advise of any restrictions applied by any accommodation venue at the time of booking. Certain accommodation may require an additional refundable deposit against any damage caused.
Before signing the booking form, please make sure that you have the authority to do so on behalf of your club, team, school or organisation. Please see below our cancellation charges.
Prices:
Surcharges will only be imposed on your holiday due to sudden changes in transportation costs, fuel duties, taxes and exchange rates or for any unforeseen circumstance, which are beyond our control. We will also absorb up to 3% increase in the overall cost of your tour for any of the above increases.
The Exchange Rate:
Due to the UK’s exit from the EU and the fluctuating rate of exchange we reserve the right to adjust your tour cost accordingly up until the date that your deposit has been received by us. Once your deposit payment has been received no increases will be applied.
Changes to the number of people travelling:
Please be aware that your tour will have been based on a specific number of people traveling. If the number of people traveling reduces or the accommodation you require changes then this will be reflected in the cost of your tour and we reserve the right to make the necessary adjustments. If your numbers increase, then this will be reflected in a reduction of the per person cost.
Changes:
Please be aware that changes to flights including name changes, additional luggage, change of dates can prove to be costly and we reserve the right to pass on these charges.
In the event that you or any member of your group, decide to cancel their tour you must notify us as soon as possible in writing. Should you cancel your tour after you have booked and for any reason not covered by your insurance, please be aware that you may be liable for all costs up to the full amount. Late payments of deposits and final balances may jeopardise your tour. Touring Sport cannot be held responsible for any loss of accommodation, travel or excursions due to late payments. If any one aspect of your tour is cancelled for this reason and alternative arrangements cannot be made, then again you may be liable for the total cost of the tour or for extra costs involved arranging alternative facilities. On our part we will advise in good time of payments that are due. Should you wish to make changes to your booking then we would be pleased to do so without charge, unless we are charged ourselves by any of our suppliers. Please be aware that your tour will have been based on a specific number of people traveling. If the number of people traveling reduces then the cost of the tour may increase.
The cost of your group tour will be shown on your booking form, which you will receive in writing before accepting and confirming your tour. The total cost of your tour will be determined by the number of people you have requested to travel.
Reducing the number of people travelling on a tour once the tour cost has been agreed and accepted has a financial implication for those remaining on the tour.
If an individual cancels; they may be liable for the full cost of their place on the tour, to avoid an individual increase in cost for those remaining passengers.
If an individual cancels their place on the tour and a replacement person can be found, then the replacement person is welcome to take their place. Please be aware that in respect of making changes to airlines bookings the airlines can make a charge for any name changes or replacement passengers. If flights are included as part of your tour the cancellation charges are shown below. Any such charges from the airlines will be advised at the time and will be applied to your final invoice.
Our cancellation charges below apply to group bookings. As our tours are bespoke, and our suppliers require payments at various times, the exact deposit and balance amounts will be shown on your booking form along with the cancellation charges that apply if different from those shown below, before your acceptance.
We will endeavour to keep any charges down to a minimum, however we reserve the right to implement these charges should they apply. If there is an increase in the number of people travelling, and they can be accommodated at the same rate, then we will of course reflect this in the overall cost of your tour.
Airline Cancellation Charges
Airline Deposit – Once Paid
Loss of Deposit
Airline Balance – Once Paid
Loss of Deposit and Balance
Name changes and replacement passengers can be made depending on the airline. These changes may incur a fixed fee plus any difference of the airfare at the time of making the change. We will advise you on your booking form the terms and conditions of the individual airline.
Tour Cancellation Charges
Days before departure date
Cancellation charge for Tours
More than 120 days
Loss of deposit
119 – 90 days
30% (or loss of deposit if greater)
89 – 70 days
50% (or loss of deposit if greater)
69 – 50 days
70% (or loss of deposit if greater)
40 – days or fewer
100% cost of the tour
Tour payments:
Can be made by Cheque or by Bank Transfer.
Insurance: Travel and Sports Insurance:
For your own protection it is a condition of ours that every member of your touring group must have adequate travel insurance. The travel insurance that we provide is specially adapted to cover all aspects of your tour, including cover for your team whilst playing their sports fixtures. You can by all means arrange to use your own insurance; however, we must ask to be notified of the policy details before you travel. We will provide you with a Travel Indemnity Form to complete. If using your own insurance, please check that this will cover your team whilst playing their fixtures. On receipt of receiving your deposit we will initiate cover and forward individual copies to you. Under the A.B.I code of practice we will draw your attention to the important features of the policy. Should you have a justifiable reason for being dissatisfied with the cover provided, we have a cooling off period in which you can return the policy document to us and a full refund will be forwarded. At many of the centres you may find they have activities that will not be covered under the terms of the insurance. If you are unsure as to whether you are covered or not it probably means that you are not, so take our advice and don’t take part. If it is an activity, we have arranged for you then insurance cover will have been included. We would be happy to quote for any additional cover required. Our insurance will include a section for Covid-19 should any passenger become ill, prior to or whilst away on tour.
UK’s new Global Health Insurance Card (GHIC) Replacing the European Health Insurance Card (EHIC):
UK’s new Global Health Insurance Card (GHIC) launched as part of UK / EU deal
Global Health Insurance Card (GHIC) will gradually replace existing European Health Insurance Cards (EHIC)
UK residents will now be able to apply for a UK Global Health Insurance Card (GHIC), the government announced 12 January 2021.
Under Britain’s new agreement with the EU, UK residents’ rights to emergency and medically necessary healthcare will continue when travelling in the EU. This includes medically necessary treatment for a pre-existing or chronic condition.
Current European Health Insurance Cards (EHIC) are valid as long as they are in date and people can continue to use these when travelling to the EU.
The public only need to apply for their new GHIC when their current EHIC expires. Both cards will offer equivalent protection for emergency and medically necessary healthcare needs when in the EU on a temporary stay, which includes holiday, study and business travel.
The new GHIC card is free to obtain from the official GHIC website. People should apply at least 2 weeks before they plan to travel to ensure their card arrives on time. The card is FREE please do not obtain from other websites who are charging for this card.
Important: The Global Health Insurance Card (GHIC) is NOT a substitute for travel Insurance. Please contact us directly for group travel insurance which contains cover for your specific sport.
Business Insurance:
Touring Sport holds 5m Public Liability insurance and 1m Tour Operators Indemnity Insurance. Further information is available upon request.
Emergency:
Our 24-hour emergency number is available to you throughout your tour.
Companies and suppliers, we use:
Where we use external companies for accommodation, travel, insurance, sea crossings, visitor attractions and other facilities and arrangements, we ensure that they are provided by leading companies within their own field, and comply with all the regulations and laws governing the particular country in which they are sited. We make every effort to personally visit each location, including all the sports venues, before your visit to ensure that they are fully checked in terms of suitability as well as for safety. Additional information for each centre, attraction or facility can be provided upon request.
Variations to your tour:
In the unlikely event that your holiday venue changes due to circumstances beyond our control, we will where possible offer you alternative accommodation to the same specification. If the alternative venue is not acceptable to you, we will offer you a full refund. We reserve the right however to make minor changes and adjustments to your itinerary which are beneficial to make your tour run smoothly. You are welcome to change or add to any aspect of your tour subject to the availability. Please bear in mind that any deposits paid may not be transferable and a small change may be made to adjust accommodation or travel arrangements. We will advise you of any necessary changes to your tour in writing and of any charges for alterations made, which we will always try to keep to a minimum.
Travel:
To get you to your tour resort there may be several means of transport involved. Should you experience any delay that is due to circumstances beyond? our control, you will obviously be covered for certain circumstances under the terms of your insurance. We will work tirelessly on your behalf to get you to your destination as quickly as possible.
Transport / Coaches:
For your comfort and safety all the coaches we use where possible are Executive Vehicles fitted with individual Seat Belts. On average the coaches will be 2 – 3 years old. These vehicles also come fitted with Air –Conditioning, PA System, Washroom Facilities, Video and CD Players. All the drivers are professional, friendly and will assist you whenever possible. They also wear the company uniform at all times during their working day. For your safety all our drivers will adhere strictly to their permitted working hours under UK laws.
Flights:
Flights booked as part of your tour are booked under our ATOL licence. You will be fully informed of your flight details when booking along with your contractual obligations to the airline.
Arrival and Departure Times:
At the majority of holiday centres and hotels you may occupy your accommodation from 15:00hr, however you will be permitted to use the facilities should you arrive earlier. We will advise you on your booking form arrival and departure timers for each specific location. On the day of your departure you will normally have to vacate the accommodation before 1030. You may still use all the facilities at the centres until your departure. At Touring Sport, we will always try to give you the maximum amount of time as possible in your chosen resort for you to enjoy the facilities on offer.
Excursions:
All Excursions are subject to availability. Due to the nature of the some of the excursions, these can change at short notice. In the event that a particular excursion is not available we will endeavour to provide another excursion for you to enjoy. All excursions are subject to the drivers permitted working hours under UK law.
Fixtures and Tournaments:
All of your fixtures will have been personally arranged in good faith, confirmed in writing with the opposing clubs and will have been given clearance by your local county association. We will attempt to match teams of equal ability and age group based on the information provided and contact with the opposing team. However, we cannot be responsible for any fixtures cancelled due to bad weather, teams failing to turn up or for any other unforeseeable circumstances. In the event of games being cancelled we will endeavour to arrange alternative fixtures for you organise an excursion in its place. You will be required to forward to us the names, ages and dates of birth of all your players along with completing our team sheet which provided further information and ability of your team.
Liability:
Touring Sport will not accept liability for theft, loss or damage of any nature during your tour or resulting from a stay at a tour resort. We are also not liable for the breakdown or non-operation of technical equipment and the cancellation or closing of facilities at the holiday centre.
Special Requirements:
Should you need to make any special arrangements for any member of your travelling group, please do not hesitate to let us know.
Additional Information:
You will need to provide us with a comprehensive list of those people travelling, including detailed passport information. You will be advised of the dates these will be required on your booking form.
On Booking you will be required to state the number of rooms you require along with providing a rooming list for your group.
Passport & Visas:
It is your own responsibility to ensure that you travel with the correct documentation.
At present, you don’t require a visa to visit Europe if you are travelling on a British or EU Passport. Travelling outside of the of EU you may require a visa. We will advise of any requirement before confirming your booking. If you are unsure as to if you require a visa, then please do not hesitate to contact us.
You will require a full valid passport for all destinations. Your children, if not traveling with their parents on their passports, will need a passport in their own name. If they are traveling with their parents and are not included on their parent’s passport, they will still require a passport in their own name. If you are not sure, please check with your local passport office in good time. Do not leave it until the last minute to check. We will advise you if you require a visa for the country you will be visiting. Please contact us for further information.
If traveling as part of a group you may also require written permission for Children to travel, if not travelling with their parents.
Travel after Brexit – Travel to Europe on the 1st January 2021 is changing:
Things you may need to do before you go include…
Check your passport
Get travel insurance that covers your healthcare.
On the day you travel, you’ll need your passport to both:
Have at least 6 months left
Be less than 10 years old (even if it has 6 months or more left)
If you do not renew your passport, you may not be able to travel to most EU countries and Iceland, Liechtenstein, Norway and Switzerland.
At border control, you may need to…
Show a return or onward ticket
Show you have enough money for your stay
Use separate lanes from EU, EEA, and Swiss citizens when queueing.
Visas for short trips: you will not need one if you’re a tourist:
If you’re a tourist, you will not need a visa for short trips to most EU countries, Iceland, Liechtenstein, Norway and Switzerland. You’ll be able to stay for up to 90 days in any 180-day period.
Changes in 2022 – New ETIAS System for UK Citizens travelling to Europe:
While the UK is subject to its transition agreement with the EU, UK citizens travelling to Europe only need their passport to enter the other member countries. However, this will change after the Brexit transition period and, as of late 2022, ETIAS for British citizens will be a requirement. The system is similar to the ESTA required when visiting the USA. The ETIAS might be valid for 3 years or until the end of validity of the travel document registered during the application, whichever comes first. The cost will be approximately 7 Euro. This is only valid for adults over 18 years old, as those under 18 will not have to pay any fees. You can pay the fee by debit or credit card and will need to apply online.
Code of Practice, Safety Management, Procedures & Processes:
The health and safety of our clients is the main priority and principle responsibility at Touring Sport.
Touring Sport is committed to ensuring that all precautions are taken and that all regulations are complied with as far as reasonably possible to provide our clients with the highest safety standards. Our code of practice document is a summary of the procedures and practices we have in place as a company. We continually update and improve upon the services we offer, and the information provided for each destination. Our details are intended to relate to government issued documents and comply with The Package Travel, Package Holidays and Package Tours Regulations 1992 as set out by the UK government.
In place are procedures that in the unfortunate situation that a member of your group becomes ill whist away on tour (including Covid-19) we will immediately facilitate the following.
Establish and coordinate communication with the participant and the family.
Facilitate transportation for the participant to a local medical facility if required.
In respect of Covid-19 Coordinate quarantine arrangements for the participant, in consultation with local health authorities
Arrange for transportation for a family member to join the ill participant.
Provide guidance to the group to reduce the risk of additional exposure to any illness and coordinate testing where applicable.
A copy of our Code of Practice is available on request.
Household and Travel Rules:
Touring Sport supports the right of any travel or holiday company to refuse entry, admission or boarding of any vehicle to any passenger or customer who is under the influence of alcohol or drugs, or who constitutes a threat or a danger to any passenger or member of the public. Any person refused transport or accommodation on these grounds or on any other grounds any operator acting on our behalf deems fit will have to make their own alternative arrangements regarding travel and accommodation, at their own expense. We ask that you respectfully uphold the laws of the country that you are visiting and respect the rights of other holidaymakers at all of our resorts. A copy of the household rules is available at the reception of the holiday centre you are visiting. If your holiday apartment, villa or bungalow is left improperly, supplementary cleaning costs or costs for damaged property will be charged for.
Your Organisation:
Remember when traveling, your team is not only representing your club but also your country. Upholding the good name of your club will make you many new friends and contacts for the future, along with laying the foundation for other teams to follow in your footsteps or perhaps a return visit.
Unforeseen Circumstances:
Touring Sport cannot be held responsible for any unforeseen circumstances that are beyond our control, such as war, civil unrest, terrorist action, riot, industrial action, natural disaster, weather conditions or fire.
Information & Privacy:
From time by time we require certain information from you. This information is not given or sold to any third party, other than those who require it for legal reasons, i.e. airlines, governments & hotels. Apart from the contact details of the main booker all other contact information held by us is destroyed on completion of your tour. A copy of our Privacy Policy under GDPR regulations 2018 is available on request.
Brochure, Website and Publications.
By confirming your booking with Touring Sport, you consent on behalf of your group that you consent to be photographed whilst on and Sports, Education Tour, Event or tournament organised by Touring Sport. Out of courtesy we will always seek your permission before taking or using any photographs.
Complaints and Feedback:
At Touring Sport, we endeavour to be flexible in our approach to offering you the tour that meets your own requirements. We have taken great care to ensure that all the information supplied to you is correct and up to date. If any aspect of your tour changes or facility is altered, we will inform you immediately.
Issues Arising:
Despite our care and concern for all our customers, it can happen that you have a justified complaint. If your complaint is regarding anything at the holiday centre/resort, please address it immediately with the resort management in a courteous manner. If the problem is still unresolved please contact your Touring Sport representative, who will endeavour to satisfactory resolve the issue. A contact number for your representative will be shown on your tour itinerary details. Please do not leave it until you return home to resolve any unsatisfactory situation, we would appreciate the opportunity to address the situation on site.
Our People:
At Touring Sport, we pride ourselves on the quality, professionalism and friendliness of all our staff to enable your tour to live up to your expectations. Prior to your tour and throughout your stay with us you will receive full support and back up from us. For each tour we will have a representative available to liaise with and to ensure the smooth running of your tour. We also operate a 24-hour emergency contact number which will be issued with your itinerary.
Large Print:
A copy of our terms and conditions are available in larger print if required.
COVID- 19:
Further guidelines along with terms and conditions of travel relating to Covid-19 will be issued to you prior to you booking your tour with us. The terms and conditions will be dependent on UK government guidelines and advice issued by the Foreign and Commonwealth Office (FCO) at the time of your booking. This will ensure that you receive up to date information along with your rights when travelling under any Covid-19 restrictions for you to make an informed decision when confirming your booking with us.
© Touring Sport Limited, UK Office: The White Building, 33 Kings Road, Reading, Berkshire, RG1 3AR
Telephone: 0118 921 9111 Email: info@touringsport.co.uk
