Booking Terms and Conditions – October 2024

These Booking Conditions, together with our Privacy Policy and, where your itinerary is booked via our website, our Website Terms of Use, together with any other written information we brought to your attention before we confirmed your booking, form the basis of your contract with Destination Sport Limited, trading as “Destination Sport Experiences”, “Sportive Breaks”, “Marathon Tours and Travel”, “Tri Travel” and “HYROX Tours by Destination Sport Experiences” a company registered in England with company number 09564446 and registered office address of 4th Floor Broadhurst House, Oxford Street, Manchester, United Kingdom, M1 6EU (“we”, “us”, “our”). Please read them carefully as they set out our respective rights and obligations. In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.

By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:

(a) he/she has read these Booking Conditions and has the authority to and does agree to be bound by them;

(b) he/she consents to our use of personal data in accordance with our Privacy Policy (https://www.destinationsportexperiences.com/Privacy-Policy) and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);

(c) If your reservation involves travel arrangements to or at a location – or otherwise requires fulfilment – outside the EEA, we are required to transfer your personal data to that location. It will be passed by us to the partner or partners who provide us with the booking technology necessary to process your requirements; these organisations are Other Processors of your information. In turn these Other Processors will transfer this information on to the end suppliers (e.g., airlines, hotels, event operators) who will eventually fulfil the requested arrangements;

(d) he/she is over 18 years of age and resident in the United Kingdom and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services;

(e) he/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.

Please Note: We act in the following capacities, as a Package Organiser in the sale of a Package itinerary (please see condition 13 for further details) and as a Principal in the sale of a ‘Single Service’ booking (such as a ticket only booking). As a result, our obligations to you will vary depending upon whether you book a Package itinerary with us or whether you make a single service booking. We have tried to set our differing obligations out below as clearly as possible in the following sections. Please also note, where you make an Event booking with us, the additional terms that are set in Section D, will also apply.

(A) Section A contains the conditions that will apply to all bookings you make with us;

(B) Section B contains the conditions that will apply when you make a Package booking with us where we act as the Package Organiser;

(C) Section C contains the conditions that will apply where you make a Single Service booking with us, (including ticket only bookings and day trips under 24 hours that do not include overnight accommodation) where we are acting as Principal; and

(D) Section D contains the conditions that will apply when you make an Event Entry or Event Ticket booking with us.

SECTION A – APPLICABLE TO ALL BOOKINGS

1. Booking & Paying for Your Arrangements
   A booking is made with us when you pay us a deposit (or full payment, if you are advised that full payment is required at the time of booking) and we issue you with a booking confirmation.
   For some arrangements, we may allow you to register in advance or apply to make a provisional booking. If so, you may be required to enter your card details at the time of booking and provide authorisation for the payment to be taken in due course (“Provisional Arrangement”). Alternatively, some arrangements will be booked on a request basis in order to allow us to check that the request you have made is available and at the price advertised. If so, you may be required to sign and return our booking form and pay a deposit (“Request Bookings”). Provisional Arrangements and Request Bookings will confirm that you have accepted these Booking Conditions. They will not, however, confirm a booking with us until we issue you with a booking confirmation.
   We reserve the right to return your deposit and decline to issue a booking confirmation at our absolute discretion.
   A binding contract will come into existence between you and us as soon as we have issued you with a booking confirmation that will confirm the details of your booking and will be sent to you or your travel agent. If your confirmed arrangements include a flight, we (or if you booked via an authorised agent of ours, that agent) will also issue you with an ATOL Certificate. Upon receipt, if you believe that any details on the ATOL Certificate or booking confirmation or any other document are wrong you must advise us immediately as changes cannot be made later and it may harm your rights if we are not notified of any inaccuracies in any document within ten (10) days of our sending it out (five (5) days for tickets). If your booking, application or on-request booking is changed or withdrawn before we issue you with a booking confirmation, we will refund any deposit paid to us.
   The balance of the cost of your arrangements (including any applicable surcharge) is due within the time frames notified to you, at the time of booking. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case we shall retain your deposit and any additional cancellation charges as per condition 15.
   Any money paid to an authorised agent of ours in respect of a booking covered by our ATOL is held by that agent on behalf of and for the benefit of the Trustees of the Air Travel Trust at all times, but subject to the agent’s obligation to pay it to us for so long as we do not fail financially. If we do fail financially, any money held at that time by the agent or subsequently accepted from the consumer by the agent, is and continues to be held by that agent on behalf of and for the benefit of the Trustees of the Air Travel Trust without any obligation to pay that money to us.
   Important notice: any person staying in our accommodation must have booked be part of our package. If you plan to bring a spouse or guest, they must purchase our package. For example, if there are two of you, the rate would be the double occupancy rate (per person). If you purchase a single occupancy rate package, then only you are allowed in your room and participate in the planned activities. To attend any of our activities, you must be part of our package.

2. Accuracy of Advertising Material
We endeavour to ensure that all the information and prices both on our website and in our advertising material are accurate, however occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking.

3. Travel Insurance
Adequate travel insurance is a condition of your contract with us. You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions, cancellation charges, medical expenses and repatriation in the event of accident or illness including, without limitation, Covid-19. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.

4. Events Beyond Our Control
Except where otherwise expressly stated in these Booking Conditions, we cannot accept liability or pay any compensation if our contractual obligations to you are affected by “Events Beyond Our Control”. For the purposes of these Booking Conditions, Events Beyond Our Control means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination including, without limitation, Covid-19 and/ or the ongoing effects of Covid-19, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of or any guidance issued by any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control.

5. Special Requests
If you have any special request, you must advise us in writing at the time of booking e.g. diet, room location, a particular facility at a hotel or seat at an event etc. You should then confirm your requests in writing. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met unless we have specifically confirmed this in writing. For your own protection, you should obtain confirmation in writing from us that your request will be complied with (where it is possible for us to give this) if your request is important to you. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met.
Unless and until specifically confirmed, all special requests are subject to availability. We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as ‘standard’ bookings subject to the above provisions on special requests.

6.Complaints
We make every effort to ensure that your itinerary runs smoothly, but should you have any complaints about any aspect of your booked arrangements, you must inform the relevant supplier (e.g. your hotelier) and or our local representative (if applicable) immediately who will endeavour to put things right. If your complaint is not resolved locally, please contact us on +44 (0) 161 676 0390 or alternatively e-mail us via [email protected].
If the problem cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us, either to our head office (Customer Services department, Destination Sport Experiences, 4th Floor, Broadhurst House, 56 Oxford Street, Manchester, M1 6EU) or via e-mail to team@destinationsport.com, ideally within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. Failure to follow the procedure set out in this condition may affect ours and the applicable supplier’s ability to investigate your complaint and will affect your rights under this contract.
Please note that we offer an Alternative Dispute Resolution service through our ABTA membership. Please see condition 23 for further details.

7. Fitness to Travel and Participate, Disabilities and Medical Problems
We are not a specialist disabled travel company, but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your booking, please provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.

8. Excursions
Excursions or other tours that you may choose to book or pay for whilst you are taking part in your booked arrangements are not part of your contracted arrangements with us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.

9. Entry, Passport, Visa, Immigration, Health and Safety Requirements
It is your responsibility to check and fulfil the entry, passport, visa, immigration and health and safety requirements applicable to your itinerary. We can only provide general information about this. Compliance with all entry, passport, visa, immigration and health and safety requirements is your responsibility. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to-date position in good time before departure.
Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information visit https://www.gov.uk/browse/abroad/passports.
Special conditions apply for travel to the USA, and all passengers must have individual machine-readable passports. Please check https://uk.usembassy.gov.
You can also obtain information about the Global Health Insurance Card (GHIC) at https://www.gov.uk/global-health-insurance-card For European itineraries you should obtain a completed and issued EHIC card prior to departure. For travel taking place on or after 1st January 2020, EHIC provisions have changed and so you should check https://www.gov.uk/visit-europe-1-january-2021 and https://www.gov.uk/guidance/uk-residents-visiting-the-eueea-and-switzerland-healthcare for updates affecting your travel. You may need to apply for a Global Health Insurance Card prior to departure instead. Up to date travel advice can be obtained from the Foreign, Commonwealth and Development Office, visit https://www.gov.uk/travelaware. You must obtain comprehensive health insurance cover if you are travelling to the European Union
Non-British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.
We do not accept any responsibility if you cannot enter, travel or incur any other loss because you have not complied with any entry, passport, visa, immigration and health and safety requirements. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any entry, passport, visa, immigration and health and safety requirements.
You acknowledge that the suppliers providing your tour, including, hotels and event providers, will need to comply with national and/or local guidance and requirements relating to Covid-19, and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as use of facemasks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability. We do not expect these measures to have a significant impact on your enjoyment of the tour and all measures will be taken with the purpose of securing your safety and those around you.

10. Foreign, Commonwealth and Development Office Advice
You are responsible for making yourself aware of FCDO advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. Advice from the FCDO to avoid or leave a particular country may constitute Events Beyond Our Control (see condition 4).

11. Law and Jurisdiction
Your contract with us and all matters arising out of it are governed by English law. We both agree that any dispute, claim or other matter which arises out of or in connection with this contract or your itinerary, will be dealt with by the Courts of England and Wales only unless, in the case of Court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings may be brought in the Courts of your home country if you wish to do so. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract governed by the law of Scotland/Northern Ireland as applicable. If you do not so choose, English law will apply.

SECTION B – APPLICABLE TO PACKAGE BOOKINGS
This section only applies to Package itineraries booked with us, where we are acting as the Package Organiser (please see condition 12 for further details of when this will be the case). Please read this section in conjunction with Section A of these Booking Conditions.

12. Definition of a Package
Where your booking is for a Package itinerary that we have organised, as defined below, we will act as a “Package Organiser” and you will receive the rights and benefits under The Package Travel and Linked Travel Arrangements Regulations 2018 as amended
(“PTRs”), as outlined in this Section B of these Booking Conditions.
A “Package itinerary” exists if you book a combination of two of the following separate travel services:
(a) transport;
(b) accommodation;
(c) rental of cars, motor vehicles or motorcycles (in certain circumstances); and
(d) any other tourist service not intrinsically part of one of the above travel services;
provided that those separate travel services are purchased together from a single visit to our website / during a single phone call with our telephone booking line and are selected by you before you agree to pay; or are advertised, sold or charged at an inclusive or total price; or advertised or sold under the term “Package” or a similar term.

IMPORTANT NOTE: Please note that:
a. where you have booked a Package that lasts for less than 24 hours and which does not include overnight accommodation; or
b. where you have made a booking which consists of not more than one type of the travel services listed at (a) – (c) above, combined with one or more tourist services (as listed at
(d) above), this will not create a Package where the tourist services:

• do not account for 25% of the value of the combination and are not advertised as, and do not otherwise represent, an essential feature of the Package; or
• are selected and purchased after the performance of the transport, accommodation or car rental has started, these bookings will be treated as “Single Service” bookings and will not be afforded the benefit of the rights under the PTRs, please see Section C of these Booking Conditions for the terms applicable to such arrangements.

13. Pricing of Package Itineraries
We reserve the right to amend the price of unsold Package itineraries at any time and correct errors in the prices of confirmed Package itineraries. We also reserve the right to increase the price of confirmed Package itineraries solely to allow for increases which are a direct consequence of changes in:
(i) the price of the carriage of passengers resulting from the cost of fuel or other power sources;
(ii) the level of taxes or fees chargeable for services applicable to the itinerary imposed by third parties not directly involved in the performance of the itinerary, including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports; and
(iii) the exchange rates relevant to the Package.
Such variations could include but are not limited to airline cost changes which are part of our contracts with airlines (and their agents) and any other transport providers.
We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes any amendment charges and/or additional services or travel arrangements. You will be charged for the amount over and above that.
However, if this means that you have to pay an increase of more than 8% of the price of your confirmed itinerary (excluding any amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another itinerary if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within seven (7) days from the issue date printed on your final invoice.
Should the price of your itinerary go down due to the changes mentioned above, then any refund due will be paid to you less an administrative fee of £10. However, 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 protection in place.
There will be no change made to the price of your confirmed itinerary within 20 (twenty) days of your departure nor will refunds be paid during this period.
We offer “twin to share” options in some hotels, where you can opt to share with another customer. This is to reduce the cost to you if you do not wish to pay for sole occupancy of a room. We will pair you with another customer of the same sex. Please note that you must make us aware of any personal or medical issues that may be relevant and important for the other sharer to know, for example, snoring or any medical routines you need to undertake. If any issues arise later and you want to move to a room by yourself, or we have to ask you to move, this will be at your cost.

14. If you Change or Transfer your Package Itinerary
If you wish to change any part of your booking after our confirmation invoice has been issued, you must inform us in writing as soon as possible. This should be done by the first named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Where we can meet a request, all changes will be subject to payment of an administration fee of £40 per person per change, as well as any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change. 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. Where we are unable to assist you and you do not wish to proceed with the original booking, we will treat this as a cancellation by you. A cancellation fee may be payable in accordance with condition 15.