SET | Sport & Educational Travel

Booking Conditions - Ski Trips

Once we have accepted your booking, a contract has been made between yourself and Sport and Educational Travel Ltd. whose registered office is at 61, Alexandra Road, Lowestoft, Suffolk, NR32 1PL.

We should like to explain what the commitments are on each side.

YOUR CONTRACT WITH US

PAYMENT
The following deposits are required for each paying person in your party
Europe:
Deposit payment £100

The final statement of account is sent about 14 weeks before departure and payment should reach Sport and Educational Travel not later than 12 weeks before departure or by the date stated on your invoice.

LATE PAYMENT
If you fail to adhere to the payment schedule above this will be in breach of the contract between us, entitling us to impose a supplementary charge of £5.00 per paying person.

CANCELLATION BY YOU
Cancellation by you of one or all of the party may be made at any time and must be notified to the Company in writing.
Any cancellation made by the Client will be subject to the following scale of cancellation charges.

(A) Before final payment is due
If any paying person cancels after booking, the deposits due on the date when notice of cancellation is received by us will be charged as the cancellation fee. If a substitute is accepted by us before the date for final payment the deposit may be transferred.

(B) After final payment is due
If any paying person cancels after final payment is due and no suitable substitute is immediately available, cancellation charges will be made as follows:-
Notice of cancellation Cancellation charge
received by us (% of total sum payable)

More than 56 days prior to departure : Deposit only
29 - 55 days before departure : 50 %
15 - 28 days before departure : 75 %
8 - 14 day(s) before departure : 90 %
0 - 7 day(s) before departure : 100 %

(C) Affecting size of party and therefore cost
If any cancellation brings the number below the minimum number required for a particular tour price (or a particular set of concessions) the tour price (and concessions) will be adjusted accordingly .

RESPONSIBILITIES OF PARTY ORGANISERS
(a) You are responsible for completion of passport formalities and any other personal arrangements which may be necessary such as visa, currency, and medical requirements.
(b) You are responsible for ensuring that the party reaches the starting point of the tour at the correct time.
(c) You are responsible for the supervision of pupils in the party and shall take reasonable steps at all times during the tour to prevent any damage or disturbance. Sport and Educational Travel reserve the right to refuse future bookings if these responsibilities are not adhered to.

OUR COMMITMENTS TO YOU

ACCEPTANCE OF YOUR BOOKING
We will confirm the details of your booking as soon as possible after we receive your initial deposit and the booking form, duly completed and signed by yourself. A receipt from us for this deposit does not on its own constitute acceptance of the booking by us.

PRICE CONDITIONS
The prices of all tours may be increased by the amount of changes in exchange rate if the increase is in excess of 2% (N.B. any increase of less than 2% will not result in any increase to you the party leader). The company will only pass on to the party any net change exceeding 2%. If this means you paying more than 10% on the holiday price, you will be entitled to cancel your booking with a full refund of all money paid. Should you decide to cancel because of this, you must exercise your right to do so within 14 days from the issue date printed on the invoice for the increase. No change will be made within 30 days before the departure date. If however you benefit from any currency changes, refunds will not be made.

All prices quoted are calculated by references to the relevant exchange rates published in the Financial Times in September 2023 as set out below.

£1 = €1.1235 Euros

Because we have to absorb some increases in costs, we cannot give any refunds in the event of favourable currency movements.

CANCELLATION OR CHANGES MADE BY US
(A) For reasons beyond our control
If we have to cancel a booking or make a material alteration in any of all of the agreed arrangements within an 8 week period leading up to your departure we will do our best to offer alternative arrangements of a comparable standard, if this is not possible or in your opinion not acceptable then a full refund will be issued, unless the change is due to circumstances beyond our reasonable control, including but not limited to war, political unrest, civil commotion, industrial dispute, natural disaster or any other cause beyond our control. Any monies due will be made promptly (within 14 clear days).

(B) For any other reason
It is most unlikely that we would cancel any tour or make a material alteration in any or all of the agreed arrangements at any time after booking except for reasons beyond our control. However, if we have to do so, we shall inform you without delay and you will have the following choice:

(a) in the case of a cancelled tour: accepting an alternative tour which will be of at least comparable standard if available OR a full and prompt refund of all money paid (within 14 clear days).
(b) in the case of a material alteration: accepting the alteration which will be of at least comparable standard, if available OR a full and prompt refund of all money paid (within 14 clear days).

If we make a material alteration in any or all of the agreed arrangements less than ten weeks before departure for any reason except those beyond our control, you will also have the right to receive reasonable compensation. We will not make any material alteration to a tour unless there is time to inform you not less than fourteen days before the scheduled date of departure. We will not cancel any tour less than ten weeks before departure for any reason except those beyond our control.

COMPLAINTS
Of course we hope that you and your party will enjoy a trouble-free and successful tour. If you do have any complaint, please inform us as soon as possible. Notice in writing of any claim or dispute arising out of this contract must be received by us within forty-two days of the date of which the tour ended.

TRAVEL REGULATION INSOLVENCY PROTECTION
Sport & Educational Travel Ltd is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with "The Package Travel and Linked Travel Arrangements Regulations 2018" all passengers booking with Sport & Educational Travel Ltd are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Sport & Educational Travel Ltd. This insurance has been arranged by Evolution Insurance Company Ltd (FCA Reg: 227649) through Atlas Voyage Secure (AVS) a trading brand of All Seasons Underwriting Agencies Ltd (ASUA).

Claims
In the unlikely event of Insolvency, you must submit your claim within 14 days of the date of official insolvency in writing to: Evolution Insurance Solutions Limited, 53A High Street, Saffron Walden, Essex, CB10 1AA or via email to claims@evo-insurance.com. Please ensure you retain the booking confirmation form as evidence of cover and value.

Policy exclusions: This policy will not cover any monies paid for Travel Insurance or any claim relating to Air Flights. If you have booked flights as part of your travel, you should ensure that the company with which you booked the flights has the appropriate CAA / ATOL Bonds in place.

Modified 29/01/2016