Booking Terms and Conditions

Contract

Your contract is with Rugby Tours España S.L., Casita Sherry, El Padron 24, Estepona 29680, Málaga, Spain. Company CIF B92741818, known as Rugby Tour Spain/RTS.

The booking will exist once we have received your completed booking form with the required deposit and have issued our official confirmation invoice. The booking is made on the terms of these booking conditions. When signing the booking form, you guarantee that you have the authority to accept and do accept these conditions on behalf of the group or entire party. All correspondence will be forwarded to the lead named person.

Payments

When you make your booking, you must pay a deposit per person as detailed on your invoice and as agreed. The requested deposit must accompany the booking form. No confirmation will be issued until this is received. The additional deposit payments, any interim payments, and the balance of the price of your travel arrangements must be paid in accordance with the dates stated on the invoice. If any payment is not made by the required date, we shall cancel your travel arrangements.

If the balance is not paid in time, we shall retain your deposit. In these circumstances, any monies already paid will be forfeited, and any additional charges will be immediately due.

• 30% deposit with the completed booking form
• Final balance payment 10 weeks prior to arrival
• We also require you to pay a damages deposit of 600 euros that will be refunded within 3 days of checking out of the hotel, provided all rooms are in order.

We accept payment by bank transfer, which currently carries no charges. We also accept payment by Revolut and Wise. Credit Card via Stripe carries a 3% surcharge that will be added to your invoice.

Pricing policy

Each of our tours is priced individually and prices quoted are guaranteed once the booking form and deposit have been received, with the following exceptions:

• Changes in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources, the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports, or exchange rates mean that the price of your travel arrangements may change after you have booked. However, there will be no change within 20 days of your departure.

Should the price of your tour go down due to the cost changes mentioned above, then any refund due will be paid to you. We will deduct from this refund our administrative expenses incurred. Please note that travel arrangements are not always purchased in local currency, and some apparent changes have no impact on the price of your travel due to contractual and other protections in place.

Amendments made by you

If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen departure date or accommodation, we will do our utmost to make these changes, but it may not always be possible. You will be asked to pay an administration charge of £25 and any further cost we incur in making this alteration.

You should be aware that these costs could increase the closer to the departure date that changes are made, and you should contact us as soon as possible.

Note: Certain travel arrangements may not be changeable after a reservation has been made, and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements. Additions or reductions to the tour numbers may be possible. However, this may impact the overall tour cost per person. All amendments must be made to us in writing by the lead name person who signed the booking form.

Cancellation by you

You or a senior member of your organisation may cancel your travel arrangements at any time. Written notification must be advised to us. Since we incur costs in cancelling your travel arrangements, the following charges will apply for cancellations:

• Up to 84 days prior: Deposits received or owing
• 83 to 57 days prior: 50%
• 56 to 29 days prior: 75%
• Within 28 days: 100%

If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. Cancellation is calculated from the date of receipt of the cancellation, not the date of posting. Proof of posting will not be accepted as proof of receipt. Air based tours may have differing levels of charges depending on where we source the flights from. Low cost airlines offer no refunds on cancellations.

As the level of cancellation will affect the group size, smaller group supplements may be imposed in some instances.

Cancellation or alteration by us

We reserve the right to cancel your booking. We will not cancel less than 8 weeks before your departure date, except for unavoidable and extraordinary circumstances, failure by you to pay the final balance, or because the minimum number required for the package to go ahead has not been reached. Unavoidable and extraordinary circumstances mean a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

Occasionally, through events beyond our control, it may be necessary to change items relating to your tour. In these circumstances, we will do our best to minimize the inconvenience, but if these changes become significant, we will offer the following compensation:

• Up to 57 days before departure: Nil per paying passenger
• 56 to 28 days before departure: £5 per person
• 15 to 27 days before departure: £10 per person
• 14 days or less: £15 per person

Should the change be significant and we are not able to offer a suitable alternative, you have the right to cancel and receive a full refund of the monies paid.

If your tour is cancelled, we will offer you alternative arrangements. If the price of your alternative booking is of lower value than the original booking, we will refund the difference to you. If you do not accept alternative arrangements, we will refund all payments you have made to us.

We will also offer compensation if appropriate. However, we will not offer compensation if we must cancel or change your travel arrangements because of Force Majeure or where the minimum numbers to operate the departure have not been obtained.

Force majeure

We do not have any responsibility for changes due to those circumstances amounting to "Force Majeure", including events that we or our suppliers could not have foreseen or avoided, even with all due care, such as, but not limited to, war or the threat of war, riot, civil strife, terrorist activity, industrial dispute, bad weather, pandemic, disease, and all similar events beyond our control. In the case of Force Majeure, we will not accept liability and reserve the right to change and cancel bookings.

We regret that no compensation will be payable under these circumstances.

Personal property

All baggage and personal property are your own responsibility at all times. Travel insurance packages cover items to some degree, but the policy in force should be checked for exclusions, omissions, and claim limits. In the resorts, valuables should be kept in hotel safe facilities, if available. Some hotels will make a charge for this facility.

Any loss or damage to personal property must be reported to a member of the hotel or resort staff, and a written confirmation must be obtained in order not to prejudice any potential insurance claim. In instances of theft or burglary, a police report must be obtained.

Supervision

Group leaders and other adults in any group agree to act "in loco parentis" at all times. They must provide adequate supervision at all times to all members of the group. Additionally, the named Group Leader has the responsibility to ensure the following:

• Group leaders and other adults accompanying the group agree to supervise all members of the group adequately
• No group member under 18 consumes alcoholic beverages
• No group member smokes in any smoke free places or behaves in a way that may cause a fire hazard
• All group members wear the lap belts provided for all journeys by coach. This may not always be applicable to coaches sourced overseas
• No group member breaks UK or local laws.

It is expected that our clients will have consideration for other people during their tour. Groups must adhere to the behaviour policies of suppliers at all times. If your group behaves in such a way as to cause danger, upset, or damage to any third party or reasons for bad or disruptive behaviour, including but not limited to being under the influence of alcohol or drugs, we will be entitled, without prior notice, to terminate the tour.

In this situation, the group concerned will be required to leave the accommodation or other service and return home forthwith. We will have no further responsibility towards the group, including any additional return travel arrangements. No refunds will be made, and we will not pay any expenses or costs incurred by the termination. Additionally, you agree to indemnify us against any claim, including costs, made against us by any suppliers of accommodation, transport, or services as a result of the above.

Excursions

Excursions or other tours and activities that you may choose to book or pay for while you are on tour are not part of your package provided by us. For any excursion or tour that you book, other than an excursion prearranged with us and paid for in advance of travel, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of these additional excursions or tours or for anything that happens during the course of its provision by the operator.

Sometimes, entrance fees can only be paid locally in local currency and should be budgeted accordingly. Prices for these trips are correct at the time we quote but are subject to change. Those trips that are not prebooked are subject to availability and cannot be guaranteed.

Event tickets

All sports events and accompanying tickets have their own terms and conditions, which will apply in all cases. On occasion, sports events may be cancelled or changed at very short notice. These cancellations or changes are entirely outside our control, and we accept no responsibility to refund or compensate if this happens.

Tournaments and sporting fixtures

RTS will, when requested, arrange friendly fixtures on behalf of groups traveling. These fixtures, however, cannot be guaranteed, and the opposition, timings, and locations may be changed at short notice. Teams playing in prearranged tournaments agree to adhere to the tournament rules and regulations. RTS has no liability or control over these events. Teams may be in groups with other UK sides and with sides of varying degrees of ability.

Whilst every effort will be made to make alternative arrangements, RTS cannot be held responsible for cancellations and amendments beyond its control. If any of the above is cancelled, other than because of Force Majeure, RTS's liability is limited to the cost of the entry fee or arrangement fee for the fixtures. It is every traveling team's responsibility to inform the appropriate sporting authorities and obtain approval for participating in tournaments and friendly games.

Costs incurred due to the failure of the travelling team to fulfil fixtures for any reason are the responsibility of the group. It is also the group leader's responsibility to deliver onsite risk assessments to determine the suitability of the facility and venue.

Special requests

Special requests must be noted on the booking form. Whilst we will endeavour to fulfil these requests, they are not guaranteed, and the company does not accept liability if they are not met.

Travel requirements

It is your responsibility to ensure all the travelling parties comply with specific travel requirements, including but not limited to passport, visa, immigration, inoculations, vaccines, testing, and country specific entry requirements at your own expense. You should confirm these with the relevant government websites, embassies, and/or consulates. We do not accept any responsibility if you cannot travel because you or any of your party do not comply with country specific regulations.

Please check UK government foreign travel advice for further details.

Invitations and permissions

All our host clubs for fixtures and tournaments, for example Marbella Rugby Club and San Roque Rugby Club, will send official invitations to participate in the events. The host clubs have all the necessary insurance in place, as required by law in Spain, and will also have pitchside medical assistance. If clubs require any further permissions or have any insurance issues, it is the visiting team’s responsibility to resolve these prior to arrival.

Medical matters and insurance

Please note that adequate and valid travel insurance is compulsory for all bookings made with Rugby Tour Spain, and it is a condition of our accepting your booking that you will have obtained adequate and valid travel insurance for your tour. This cover should begin as soon as the tour is booked in order to protect you in the event of cancellation.

You must also ensure that the insurance is adequate for the activities that you will be taking part in, including sporting fixtures and excursions where applicable. You must advise us with details of your cover.

Before your trip, check the latest country specific health advice from the National Travel Health Network and Centre on the TravelHealthPro website. Each country specific page has information on vaccine recommendations, any current health risks or outbreaks, and factsheets with information on staying healthy abroad. Guidance is also available from NHS Scotland on the FitForTravel website.

General information on travel vaccinations and a travel health checklist is available on the NHS website. You may then wish to contact your health adviser or pharmacy for advice on other preventive measures and managing any preexisting medical conditions while you're abroad. The legal status and regulation of some medicines prescribed or purchased in the UK can be different in other countries.

If you're travelling with a prescription or over the counter medicine, read the NaTHNaC guidance on best practices when travelling with medicines. For further information on the legal status of a specific medicine, contact the embassy, high commission, or consulate of the country or territory you're travelling to.

The group leader is responsible for completing medical formalities, ensuring that all party members adhere to health requirements, and possessing all necessary travel and health documents before departure. You are responsible for any costs incurred in obtaining such documentation.

Complaints

If you have a complaint about any of the services included in your tour, you must inform us without undue delay, and we will endeavour to put things right. If your complaint cannot be rectified locally, you must inform us in writing within 28 days of your return home. If you fail to report your complaint in the resort, we will be deprived of the opportunity to investigate and rectify any issues, and this may affect your rights under this booking.

Website and brochure publicity

RTS reserves the right to take and use photographs and videos of your group and events during your tour. These photographs and films can be used in advertising and marketing material produced by RTS, including marketing, websites and social media. Your consent is assumed on booking unless otherwise declared. RTS undertakes that this material will not be used in a manner likely to defame the subjects and consents to keep the material in a secure and proper manner.

Privacy policy

In order to provide your tour, we need to use personal information relevant to the tour, such as names, contact details, passport and visa information, and medical and dietary details, and to pass these on to the suppliers of your arrangements, including airlines, hotels, and travel companies. We may also need to share this information with public authorities such as customs and immigration. It is a condition of your booking that you consent to this information being shared.

Additional assistance

If you encounter difficulty while on holiday and ask us to help, we will provide appropriate assistance, in particular by providing information on health services, local authorities, and consular assistance, helping you find alternative arrangements, and making any necessary phone calls or emails. You must pay any costs we incur if the difficulty is your fault.

Jurisdiction

English Law and the jurisdiction of the English Courts govern this booking. However, you may choose the law and jurisdiction of Scotland or Northern Ireland if you live there and wish to do so.