FTI Sports Tours ltd Terms and Conditions
These booking conditions set out the terms on which you contract with FTI Sports Tours Limited. It is important you are aware of the conditions together with the information we send out in connection with your tour. These conditions not only set out important commitments by us but also our obligations to our customers.
PLEASE NOTE: Travel insurance to cover your whole party is compulsory for all bookings made and it is a condition of us accepting your booking that you have made adequate insurance provision to cover your party. You should refer to “Our responsibility to you” in clause Q. below. If you are a European travelling with FTI Sports Tours it is your responsibility to ensure that all members of your touring group obtain a European Health Insurance Card
A. Before You Book:
Choosing your tour: We hope that your FTI Sports Tours Limited tour will live up to your expectations so it is very important that you choose the right tour for you. Our staff are always happy to offer advice on tours but this can only be accepted as an informed opinion. If you are unsure about the suitability of a destination or hotel etc, you must seek additional information. This may be obtained from libraries, tourist offices, internet sites, etc.
Hotel gradings: We categorise all hotels as three, four or five star class to give a general guide. However, standards can vary between hotels of the same class. For example, city hotels, which often cater for business as well as leisure travellers, may well have generally higher standards than a beach resort hotel where the whole atmosphere will tend to be more relaxed. It is important to consider carefully the individual hotel descriptions and the right location for you and your touring party.
Booking a room for early arrival or late departure: Generally hotel rooms will be available from 3pm, and are to be vacated between 10am and 11am, irrespective of your arrival or departure times, unless we have stated otherwise. Should you wish your room to be ready prior to noon on your day of arrival or available after noon for an afternoon or evening departure, it is possible to reserve the room at the time of booking at a cost no greater than the extra night price quoted on the literature pages.
B. PASSPORTS, VISAS AND HEALTH REQUIREMENTS
It is the responsibility of the Group Leader to check passport and visa requirements for your tour at the time of booking. Requirements may change and you must check the up-to-date position in good time before departure. We will assume that all group members are British citizens with a British passport (or entitlement to apply for one) unless the Group Leader advises us otherwise. For British citizens, a full British passport would usually take approximately 3 to 6 weeks to obtain but is currently (May 2021) taking much longer. If any group member (who is a British citizen) is 16 or over and hasn’t yet got or had a passport, even more time needs to be allowed as the UK Passport Service has to confirm identity before issuing a first passport. If any group member is not a British citizen or holds a non-British passport, the Group Leader should advise us before making your booking so that we can provide you with the applicable general advice on passport and visa requirements. Please ensure you check the latest position on applying for or renewing a passport at the earliest opportunity. It is the Group Leader’s responsibility to ensure you obtain details of and comply with all recommended and required vaccinations, health precautions and other health related measures (including those which are introduced to deal with coronavirus) in good time before departure. As changes may occur at any time (including at short notice), the Group Leader must ensure they are aware of the current position prior to departure. Details should be available from your GP surgery and travel clinics and from the National Travel Health Network and Centre www. travelhealthpro.org.uk Information on health is also available on www.nhs.uk/live-well/healthy-body/before-you-travel We will notify you of any health requirements (such as mandatory inoculations or health certificates) that must be satisfied in order to gain entry into your tour destination(s) of which we are aware at the time of booking. However, health requirements and recommendations may change at any time and are likely to have done so before you travel (quite possibly at short notice). You must therefore check the up-to-date position in good time before and close to departure. If you are unable to travel as a result of failure or inability to comply with any health related or other requirements, cancellation charges will apply as referred. It is the Group Leader’s responsibility to ensure that all group members are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation or to otherwise comply with all applicable requirements (including health / coronavirus related ones). If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us or expenses or costs being incurred by us, you will be responsible for reimbursing us accordingly. If you are unable to travel as a result of failure or inability to comply with any health related or other requirements, cancellation charges will apply as referred
C. If you are disabled:
We are happy to give you advice and to assist you in choosing a tour that will meet your requirements. However, because of the nature of destinations, many lack even the simplest facilities such as ramps for wheelchairs, lifts etc. Therefore, in order to assist we must be provided, at the time of booking, with full details in writing regarding your disability and any special requirements as a result of this.
D. Booking Confirmation and Payments:
When you (the tour leader) wish to confirm a tour booking you will need to accept the Booking Confirmation (complete the booking form by signing and returning to FTI Sports Tours Limited) that we send to you and make your deposit payment (as indicated on your quotation). Deposits are non-refundable, but where possible deposit payments will be transferred to a replacement if a player is injured or unable to travel. When you make a booking you are confirming that you understand and have accepted on behalf of yourself, and all members of your party, the details contained in the Booking Confirmation, which forms part of our booking conditions. You will be sent all travel documentation and will be responsible for completing and returning this to us as well as ensuring tour payments are made by the due dates shown on the Booking Confirmation. We do not accept payments from individuals who come together to form a group.
Payment terms: A 20% non-refundable deposit must be paid at the time of booking. With the remaining balance due 10 weeks before the date of travel. If you book within 10 weeks of departure you must pay the full price at the time of booking. You may pay by cheque, Cash or by bank transfer. If for any reason we do not receive the balance on the due date, we reserve the right to cancel your booking and levy a cancellation charge as though there had been a cancellation in accordance with clause H of these Terms.
E. Reservations:
We will make the necessary reservations and your deposit is accepted as part payment of the agreed costs of the booking and credited to your account. We will raise an invoice detailing the travel services you have booked and would ask you to check this very carefully and advise us immediately if any discrepancies are found. A contract exists between us from the date shown on your invoice. If you, or any individual members of your tour party or group, decide to cancel the booking upon receipt of our invoice you will need to consult clause H of these Terms.
F. Travel Insurance:
As a condition of booking you are required to take out adequate travel insurance for yourself and those for whom you are booking. This needs to include cover for sports injuries for sports participants. It is a condition of us accepting your booking that you have made adequate insurance provision to cover your party. Travel Insurance should be in place from the date the booking is confirmed and deposit is paid.
G. Changes to bookings:
Changes can be made up to 10 weeks prior to your departure subject to availability and any extra costs incurred. If you want to make any changes within 10 weeks of your departure date these may be treated as a cancellation of the original booking, and cancellation charges as detailed in clause H of these Terms may be imposed.
H. Cancelling a Booking:
A cancellation must be made in writing and sent by the tour leader. The cancellation will take effect from the day the written cancellation is received by the company; written cancellations by email are acceptable. Cancellation charges +42 days before travel = Deposit. 30-42 days before travel = 50% of total balance due. 15-30 days before travel = 75% of total balance due. Under 14 days = 100% of total balance due.
I. Changes to your Booking by us before your departure:
We plan the arrangements for our tours many months in advance and occasionally we may have to make changes to confirmed arrangements. We sometimes use the services of independent suppliers such as hotels, ground agents and transfer companies over whom we have no direct control. We reserve the right to make changes at any time and should the change significantly alter the nature of the tour you have booked (major change), and the revised arrangements are not acceptable to you, we will refund all monies paid. In all cases, except where the major change arises due to UNAVOIDABLE AND EXTRAORDINARY CIRCUMSTANCES we will offer an alternative or appropriate option or refund. A MINOR change would be a change of airline, change of accommodation to another of the same standard, delay of less than 12 hours.
UNAVOIDABLE AND EXTRAORDINARY CIRCUMSTANCES Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation or other sums where the performance or prompt performance of our contractual obligations is prevented or affected by, unavoidable and extraordinary circumstances. The same position applies where you suffer any damage or loss as a result of such circumstances. In these booking conditions, unavoidable and extraordinary circumstances means a situation which is beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include (whether actual or threatened) war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, flood, epidemics and closure or restriction of transport hubs or facilities including, for example, ports, airports, the Channel Tunnel or airspace. Unavoidable and extraordinary circumstances also include the coronavirus and any other viral pandemic and the measures and other action being taken by governments, public authorities and businesses to control and manage its effects (such as social distancing).
J. Cancellation of your Booking by us:
We reserve the right in any circumstances to cancel your tour for any reason. For example, if the numbers in your tour party do not reach a level that would be economical for us to operate a tour. In this event we will return to you all monies you have paid (less deposits paid on your behalf), or offer you an alternative tour of comparable standard, although if the alternative offered is at additional cost, the difference will be payable by you. However we will not cancel your tour within 56 days of departure unless it is for reasons of UNAVOIDABLE AND EXTRAORDINARY CIRCUMSTANCES.
K. Fixtures and Fixture Cancellations:
FTI Sports Tours through its network of contacts makes every effort to match the standard and requirements of your team with those of the team opposition, however, this cannot be guaranteed. The fixture we organise can be against local clubs and or other visiting touring teams.
The following conditions apply to fixture arrangements:
1) When you request a fixture we will need you to provide a full list of the names and the years of birth for all the players on tour. This list must be received within 12 weeks of the fixture date. If you do not send this list within the 12 weeks and we are therefore unable to book your fixture for you, you will not be entitled to any form of fixture or tour refund.
2) FTI Sports Tours cannot be held liable for the cancellation of matches due to unforeseen circumstances, such as poor weather conditions, league commitments or any other unforeseen factor. Should a fixture be cancelled before your tour commences we will inform you and we will do our upmost to find another suitable fixture.
3) We have the right to change fixtures at any point e.g. venue, opponent the time or date of play. This is not a cancellation related to those listed below (no.4) and you have the choice to either except the changes or cancel the fixture booking without refund.
4) Once the group has arrived on tour, cancellations may be made for, but may not be limited to the following reasons:
A) Inclement weather – if cancelled by the referee, home team coach or local authority:
In the case of cancellation due to inclement weather we will refund 25% of the amount paid for the cancelled fixture minus any costs incurred by FTI Sports Tours.
B) Unfit pitch conditions – if cancelled by the referee, home team coach or local authority:
In the case of cancellation due to pitch conditions we will refund 50% of the fixture costs minus any outstanding costs incurred by FTI Sports Tours.
C) Any given reason – if cancelled by the touring team:
If the visiting team cancel a fixture for any reason, the team is not entitled to a refund.
D) An outstanding payment due to us – if cancelled by FTI Sports Tours:
If FTI Sports Tours is waiting on an unpaid payment from the touring team we have the right to cancel fixtures with no refund.
E) Any reason given apart from weather conditions/unfit pitch conditions – if cancelled by the local hosting team:
In the case of a fixture being cancelled by the hosting team for reasons other than that of weather or unfit pitch conditions a full fixture refund will be given less our costs.
5) As part of our ‘terms’ all tournaments are regarded as fixtures. Our tournaments require a minimum participation of 3 teams. If there are less than 3 teams you have the following options. To convert to a tour playing fixtures against other local or visiting teams or to cancel the booking with a full refund minus costs already incurred by us.
6) As a matter of league policy we recommend you contact the appropriate sporting body to confirm that your fixtures are approved. On arrival please ensure that your group follow the rules and regulations stipulated by local clubs or Tournament Organisers. FTI Sports Tours cannot be held responsible for the failure of your team to follow these regulations.
L. Tour Prices and Price Changes:
FTI Sports Tours are not at any time obligated to provide a breakdown of individual costs of the services being provided. Any prices quoted on the website or to you directly are correct at the time of publication. FTI Sports Tours has the right to change prices due to the increase of costs of the products or services they supply including but not limited to changes in government levies/taxes and fluctuations in exchange rates. We will however, absorb up to 2% of any increase in the cost of a tour and will not impose surcharges up to 2 weeks before the date of departure. If the increase of costs is above 10% you can either accept the changes or you will be entitled to cancel the tour with a full 100% refund, except for any costs paid for insurance premiums, entrance tickets your team may have purchased in advance e.g. to watch Barcelona FC play and any costs incurred by FTI Sports Tours. Should you wish to make this cancellation it must be done so within 14 days of the date of the revised invoice.
M. Transferring Bookings to another party:
If you are unable to travel, in certain circumstances, it may be possible to transfer your booking to another party. However the arrangements will need to remain the same, and will only be allowed if all suppliers agree to the change and are prepared to accept the transfer. In cases where a transfer is allowed, if there is a charge from suppliers e.g. airlines these will need to be paid by you.
N. Your Behaviour:
If, in the opinion of our company representative/escort/tour manager, your behaviour or the behaviour of anyone in your touring party is such that it is likely to cause distress, damage, danger or annoyance to our customers, employees, property or to any third party, we reserve the right to terminate all arrangements immediately without refund.
O. FOREIGN OFFICE ADVICE
The UK Foreign Office publishes regularly updated travel information on its website www.gov.uk/foreign-travel[1]advice and https://travelaware.campaign.gov.uk/ which you are strongly recommended to consult before booking and in good time before departure.
P. Group Leaders responsibilities:
To ensure that all members of your touring party have the correct documentation Including passports, Visa’s (if required) EHIC (E111 equivalent) plus any insurance documentation. To inform FTI Sports Tours at the time of booking if any members of your group have any special requirements such as a disability or dietary requirements. Anyone in the group who is unsure of their fitness to travel should consult their doctor for advice. • To keep the touring group well informed of the tour and any changes made. • Arrive promptly for transfers, fixtures, events etc.• To ensure that you and your group adhere to local laws and the regulations of FTI Sports Tours.
Q. Complaints procedure:
In the unlikely event of there being something not to your liking whilst you are on tour, you must tell your FTI Sports Tours representative or our appointed agent (preferably in writing) immediately who will try to solve the problem there and then. Unless there is a valid reason why your complaint is not reported in this manner, we will not consider ourselves liable in respect of those complaints. If the problem cannot be resolved in resort, you must send us a written complaint to reach us within 28 days of the end of your tour in order that we can investigate fully. We will not accept liability for any claims received outside this period. We certainly hope that we can settle any complaints amicably.
R. Our responsibility to you:
1. Nothing in this agreement shall limit or exclude our liability for: (i) death or personal injury caused by our negligence; (ii) fraud or fraudulent misrepresentation or wilful default.
2. Where we organise a sports tour for you, you acknowledge that we do this as a facilitator and an introducer and that we use reasonable endeavours to select appropriate and safe venues in suitable countries and to introduce you to appropriate opposing teams. You acknowledge that for these purposes we have undertaken basic checks but have not undertaken a detailed assessment of the appropriateness or suitability of the country, the venue or the team and we have no involvement beyond this. Further, you acknowledge that participation in sporting activities carries risk of death or personal injury and that, save where caused by our negligence, we do not accept liability for death or personal injury arising out of or in connection with participation in a sporting activity whether due to the playing conditions, venue, the teams or otherwise. You must assess on each occasion whether you, those with whom you are travelling or are in your travelling party and/or those for whom you are responsible, should participate in a sporting activity and this is your decision alone. For the purposes of this clause “participate” includes training, practice, supervision or control and “sporting activity” includes but is not limited to cricket, football, netball, hockey, rugby, athletics, aerial or equestrian activity. We recommend you obtain appropriate insurance cover.
3.Subject to paragraphs (a) and (b) in this clause and save where applicable law states otherwise, all other liability to us arising out of or in connection with this contract is limited to the amount you have paid us over the last 12 months.
S. Law:
All contracts with FTI Sports Tours Limited are made subject to these booking conditions and are subject to English law and the jurisdiction of the English Courts. Note, if any part of these terms and conditions is found to be invalid or unenforceable, then the remainder of these booking conditions will not be affected but will remain valid and enforceable.
T. Data Protection:
In order to book your tour we are required to pass on certain information such as your name, passport details, address, dietary requirements to suppliers of your travel arrangements such as hotels, airlines and transport companies. We apply appropriate security measures to protect your data, however if you are travelling to a country outside the European Economic Area controls on your data protection may not be as strict. We will only pass sensitive data to people responsible for your travel arrangements. When you make this booking you consent to this information being passed to the relevant people. We can supply a copy of the information held by us if you require.
Coronavirus (COVID-19)
FTI Sports Tours will monitor advice and adhere to all recommended safe travelling guidelines provided from official sources. See attached link to HM Government website which provides extensive information and safer travel guidance for passengers. https://www.gov.uk/guidance/coronavirus-covid-19-safer-travel-guidance-for-passengers If the FCO are advising against all but essential travel to your destination and your departure is imminent then we will not be able to operate your planned tour. In the first instance we will look to offer an alternative (either different destination or date) however if you do not wish to accept this then we will have to cancel the tour.
If FTI cancels your tour you are entitled to and will receive a full refund. The refund process may take longer than normal as tour operators will have already made payments for flights, coaching, ferries, accommodation, excursions etc. to suppliers and, like all travel businesses, we are encountering difficulties with recouping cash from our suppliers, many of whom are either temporarily closed or not willing to hand cash back during these worrying economic times. If you take the decision to cancel your future trip and there is no Government advice against travel to your destination and your departure is not imminent, then our normal cancellation terms would apply.
However, we recommend that you contact us first. We may be able to look at postponement options for your trip, or we may be able to recover sufficient costs from our suppliers that we are able to reduce your cancellation charges. Also, if you are a school group you may be able to recoup cancellation fees.