Booking Conditions

Effective from 1st October 2009

Please find the booking conditions for both tailor-made and event products

Click here to download Booking Conditions for all Teamlink tailor-made products

Click here to download Booking Conditions for all Teamlink Event products

BOOKING CONDITIONS for Tailor-made Tours (March 2010)

In order to avoid any misunderstanding when booking your tour, we have set out the terms and conditions under which we operate. In these booking conditions “we” or “us” mean Teamlink Travel Ltd and “you” means the Tour Organiser who MUST be a member of the touring group. All tour correspondence must be conducted by the named Tour Organiser or an officially appointed representative in writing on his/her behalf.

Your Financial Security

For package holidays not including travel by air our ABTA membership protects your tour payments. This cover complies with the requirements of Regulations 16-21 of The Package Travel, Package Holidays and Package Tours Regulations 1992. In the unlikely event of our failure ABTA will contact you to claim a refund of your payment. If the tour has started when the failure occurs, arrangements will be made for you to return to the UK. We retain a copy of the policy, which may be inspected on request. As ABTA members we are obliged to maintain a high standard of service by ABTA’s Code of Conduct. Visit www.abta.com for further details

Tours that involve air travel are covered separately under our ATOL Licence 5399. In the unlikely event of our failure the Civil Aviation Authority will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for advance booking. Visit www.atol.org.uk for further details.

Consumer Protection regulations that guarantee your rights and any monies paid for your tour under the ATOL and ABTA schemes do NOT include the possibility of financial failure by a scheduled airline.

1. BOOKINGS AND PAYMENTS

We MUST receive a completed online Booking Form for all touring groups together with deposit(s).

1.1. How to make a flight booking

1.1.1. When making a flight booking we require a minimum deposit of 20% of the total price per person.

1.1.2. Some airlines may require a higher deposit together with a list detailing the names of the entire touring group. If so, you will be advised when booking with the amount required as a deposit.

1.2. How to make a non-flight booking

1.2.1 When making a non-flight booking we require a deposit of £500 per touring group. In addition, a separate interim payment of £30 per person is required within 6 weeks of us receiving your group deposit payment.

1.2.2 In some cases a higher deposit and/or interim payment may be required to secure your tour. If that is the case, we will notify you of the amount and the date by which it is required.

1.3. Information relevant to all bookings

When you submit your Booking Form, you are confirming that:

1.3.1. You are over 18 years of age;

1.3.2. You have the authority to book on behalf of all members of the touring group (or the parents/guardians of all members of the touring group if any members of the touring group are under 18); and

1.3.3. All members of the group accept these terms and conditions and your position as Tour Organiser.

1.4. Booking becomes binding

Your booking is accepted, and a legally binding agreement between you and us is formed only when we have processed the Confirmation Invoice. Please check all the arrangements made and notify us in writing of any discrepancies within 7 days.

1.5. Final arrangements and payments

1.5.1. You must make all payments as per the schedule outlined in your Confirmation Invoice. If we do not receive payments as per your schedule you will incur an administration charge of £25 per booking and we reserve the right to cancel your booking. If we DO have to cancel your booking, you will be liable for the costs of the tour booked in accordance with the cancellation procedure set out at condition 3.

1.5.2. You must supply us with a list detailing the names of the full touring group by the date specified by your Teamlink agent. It is your responsibility to ensure these details are correct as per the member’s passport

1.5.3. If you apply to add any members to your touring group less than 8 weeks before departure date, any such persons must be paid for in full (including insurance if relevant), at the time of the application. However, we cannot guarantee that you will be able to add additional members to your touring group.

2. CHANGES BY YOU

2.1. Request for changes

You must apply in writing if you wish to make alterations to your booking. We reserve the right to charge an administration fee for these changes. The administration fee that we charge is in addition to any charges levied by ground operators, hotels or airlines.

Days before Departure Charge per change

More than 56 days £10

29 to 56 days £30

14 to 28 days £50

Less than 14 days £75

2.2.1 Changes to Group numbers

The price of your tour is based on the number of people you have identified as being members of the touring group on the submitted Booking Form. It should be noted that a reduction or increase in the numbers travelling in the group from those originally booked, may have an effect on the overall price per person i.e. your price per person may be increased as your tour price will be re-calculated for the new party size. The price of your new travel arrangements will be based on the prices that apply on the day you ask for the change. These prices may not be the same as when you first booked your tour. If you are substituting or adding members to the group, the additional members must confirm that they agree to be bound by these terms and conditions. If changes are made we will amend and reissue your invoice accordingly.

2.2.2 Any reduction in Touring Group numbers will be treated in accordance with the cancellation procedure set out at condition 3.

2.3. Flight bookings criteria

2.3.1. Airlines, whose fares are in some cases non-refundable, may consider a name or other change to an existing booking to be a cancellation and re-booking, with up to or in excess of 100% of the price being the cancellation fee.

2.3.2. Upon issuing a name change there may be a surcharge as the price of the package will be dependent on the availability and pricing of the seat on the flight at the time of the change to the booking.

2.3.3. Name changes cannot be guaranteed and are wholly dependent on the contracted airlines’ booking conditions.

2.3.4. You will be liable for all additional costs incurred as a result of the proposed alteration to your touring group. We will inform you of all associated costs at the time of your request and prior to you making any commitment on behalf of your touring group, following which you can decide whether or not you wish to proceed with the change(s). If you choose not to proceed with the change(s), the original price will remain payable.

3. CANCELLATION

3.1. By you

3.1.1. Cancellations must be sent in writing by the Tour Organiser; charges apply from date of receipt.

3.1.2. You will receive a Cancellation Invoice from us within 7 days of receipt of your cancellation notice. This will confirm the cost of cancellation, comprising all losses and costs sustained by us as a result of your cancellation, which will be minimised and is based on the following MAXIMUM rates:

Days before Departure Charge per change

More than 56 days Deposits and all interim payments

29 to 56 days 50% of tour cost

14 to 28 days 75% of tour cost

Less than 14 days 100% of tour cost

3.2. By us

We reserve the right to cancel a booking where:

3.2.1. A deliberate false statement has been made by you; or

3.2.2. Persons other than registered members of the touring group are found to occupy accommodation or transport.

3.3. Effect of Cancellation

3.3.1. In the event of a cancellation, we will endeavour to resell the package. However, our tours are specialised and you acknowledge that it may, therefore, not be possible for us to do so.

3.3.2. Where you or us cancel under Condition 3.2, if the cost of cancellation is greater than the sums you have already paid to us, we will require payment within 14 days of the date of the invoice which we will render to you.

3.3.3. If we cancel for any reason other than under Condition 3.2, the provisions of Condition 4.2 shall apply.

4. CHANGES BY US

4.1. Most tour arrangements are made many months in advance and, although infrequently, occasionally we may have to make a change. This could be a MAJOR change (Scheduled Transport altered by more than 12 hours; significant principal resort or accommodation material alteration, change of UK airport except change of London airports), or a MINOR change, which will not materially affect your tour.

4.2. For a MAJOR change you will be notified of such change and then have 7 days to choose between the options of:

4.2.1. Agreeing to a substitute tour (which will be of equivalent or superior quality) if we are able to offer one at no additional cost to you;

4.2.2. Agreeing to a substitute tour (of lower quality) if we are able to offer one together with a refund of the difference, or

4.2.3. Cancelling the tour and receiving a refund of the full price.

5. FLIGHT TIMINGS

The flight timings on your Confirmation Invoice are determined by the timings supplied to us by the contracted airline and can be subject to alteration by the various foreign and UK Airport Scheduling Committees or for operational reasons. Clients are advised to confirm their departure and return times 24 hours in advance with the relevant airline or airport to avoid any disappointment. As soon as we are notified of any changes, we will inform the Tour Organiser.

6. PRICE GUARANTEES

6.1. Surcharges

We confirm that up to 30 days before departure date the price of your tour will not be subject to surcharges except for:

6.1.1. Variations in transport costs, including but not limited to the cost of fuel; and

6.1.2. Variations in dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports.

Within 30 days of your departure date the price of your tour will not be subject to any such surcharges.

6.2. Reduction

If the surcharges set out at Condition 6.1 are varied downward then the price of your tour will be reduced accordingly and any refund due paid to you or credited against the outstanding sum due to us by you in relation to your tour or otherwise.

6.3. Variations of less than 2% of the price of the tour

If the surcharges set out at Condition 6.1 mean that the cost of your tour goes up, we will absorb and you will not be charged for any increase equal to up to 2% of your tour price. You will only have to pay any increase over and above that 2% of the tour price.

6.4. Variations in excess of 10% of the price of the tour

If the surcharges set out at Condition 6.1 mean that your tour price will increase by more than 10%, you will be entitled to cancel the tour and obtain a full refund less any charges or costs incurred by us in accordance with the cancellation provisions set out at Condition 3 above. Cancellation must be in writing and received by us within 7 days of notification of the increase in the tour price.

7. DAMAGE, DELAYS, DISRUPTION OR LOSS

7.1. There is no guarantee that flights, ferry crossings, coaches, trains or any other transport will depart at the specified time. During any delay, we will use our reasonable endeavours to arrange for the sub-contractor to provide appropriate meals, but we will not guarantee or make such provision ourselves.

7.2. Abandonment of the tour by members of the touring group because of delays, that adversely affect the purpose of the tour, will be regarded as cancellation by you.

7.3. The tour organiser must ensure that all members of the touring group are available for departures as specified in the itinerary. We cannot accept responsibility for missed departures or be liable for any claims made on this basis.

7.4. In the unlikely event of delay due to contracted transport mechanical failure, please follow the procedures as detailed on your Sports & Travel Insurance policy.

8. TOUR ITINERARY

8.1. To the best of our knowledge and belief, all information given is accurate at the time of publication. We do not own or control the provision of amenities, attractions and facilities, and they are therefore subject to change or cancellation without notice. In the event that such alteration or cancellation is a MAJOR change, the remedies set out at Condition 4.2 will be available to you.

8.2. Sporting fixture arrangements are made in good faith. In the event of late changes or cancellations due to circumstances beyond our control (e.g. pitch safety, weather, etc) we will endeavour to make suitable alternative arrangements as soon as practically possible.

9. SUB-CONTRACTORS' CONDITIONS

9.1. We do not own the accommodation, sporting or transport services provided for your tour and therefore all contracts made on your behalf are subject to the conditions imposed by the sub-contractor. Where relevant, these will be detailed on your final itinerary.

9.2. Some hotels or accommodation providers may require a deposit on arrival, to cover any possible damage. This is a private arrangement between the Tour Organiser and the sub-contractor over which we have no control. It is however our policy to use hotels that understand the needs and culture of sporting groups and therefore do not generally require any form of deposit or bond. We will always take notice of your booking form preferences but accommodation will be the most appropriate for your needs.

10. BEHAVIOUR AND COMPLAINTS

10.1. Behaviour

Your safety and that of fellow passengers/guests is of prime importance. Our sub-contractors have codes of conduct concerning reasonable behaviour. If any member of the touring group is disruptive, dangerous, in breach of any applicable local laws, or unfit to travel due to alcohol, drugs or otherwise, this may result in the return home of the offender or at worst the entire touring group. In these circumstances you will be responsible for all losses and costs incurred by us and whilst we will endeavour to minimise our costs and losses we cannot guarantee that you will receive a refund of all or any of the price of the tour.

10.2. Complaints

We hope that you will be pleased with your tour. If you have a complaint whilst on tour, you should immediately register this complaint with the appropriate local agent / supplier or Teamlink directly. They / We will do their best to resolve the problem to your satisfaction on the spot. On your return to the UK, if you wish to pursue your complaint, we will require full details of your complaint in writing together with a copy of any reports written to suppliers in writing, within 14 days of your return you will also be sent an online tour questionnaire for completion, to help us give you continued satisfaction

We can also offer you an arbitration scheme for the resolution of disputes arising out of, or in connection with this contract. Further information on the Code and arbitration can be found on ABTA’s website www.abta.com. The arbitration scheme is arranged by ABTA and administered independently by IDRS, part of the Chartered Institute of Arbitrators.

It provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on you in respect of costs. Full details will be provided on request or can be obtained from the ABTA website. The scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely in respect of physical injury or illness or their consequences.

The scheme can however deal with compensation claims which include an element of minor injury or illness subject to a limit of £1,000 on the amount the arbitrator can award per person in respect of this element. The application for arbitration and Statement of Claim must be received by IDRS within nine months of the date of return from the holiday.

Outside this time limit arbitration under the Scheme may still be available if the company agrees but the ABTA Code does not require such agreement. For injury and illness claims, you may like to use the ABTA/Chartered Institute of Arbitrators Mediation Procedure. This is a voluntary scheme and requires us to agree for mediation to go ahead. The aim is to help you resolve your dispute in a quick and cost effective way. Details on request or from www.abta.com.

11. HEALTH, SAFETY AND MEDICAL ISSUES

11.1. Availability of facilities

Sub-contractors and resorts have a legal obligation to adhere to and enforce applicable legislation. If any member of the touring group has a medical problem or disability that may affect tour arrangements and requires special facilities, you must give us written details when booking. We can then assess suitability for that person and for the other members.

11.2. Special requirements

Special requests, e.g. dietary requirements, should be made at the time of booking. We cannot guarantee that any requests will be fulfilled; neither can we accept bookings that are conditional upon such requests.

11.3. Reporting of accidents

Any accident or injury that occurs on tour should be reported to us in writing within 7 days of your return, even if you do not make an insurance claim. This helps us to monitor safety standards and improve our services to you.

12. PASSPORT / VISA REQUIREMENTS

You are responsible for ensuring you and your group have the necessary passports, visas, etc. All members of your group will need a full 10-year passport to travel overseas, valid for at least 6 months prior to travel [and with a minimum of 6 months until expiry from the date of your return]. Passport applications should be made well in advance of departure, and children under 16 should have their own individual passport. If a member of the touring group changes their name after booking but before travel, we MUST be informed, as all documentation has to be accurate. You will be liable for any losses or costs incurred as a result of such change(s). You may have tour members who are not British nationals and hold foreign passports. If this is the case, or if your tour is to a non-EC country, visas may be required. We cannot assist with this facility and you should allow several weeks for the application process via the relevant Embassy.

13. SPORTS & TRAVEL INSURANCE

13.1. Requirement for insurance

You must have Sports & Travel Insurance for all group members and that the policy covers at least the package offered by us. A Summary of Cover is enclosed with your quotation and further copies are available on request. You must either take our insurance or arrange a policy for your group giving equivalent or better cover. If you take our insurance (click here for details), cover will be applied to your booking upon receipt of your premium, names list and players’ names and dates of birth. If you arrange your own cover, full details -including policy number and insurer - MUST be given at the time of booking. If you cannot supply proof we will arrange cover for your group at the rates listed and add the charges to your invoice.

13.2. European Health Insurance Card

If you are travelling within the European Union is your responsibility to ensure that all UK passport holding members of the touring group obtain a European Health Insurance Card. Visit www.postoffice.co.uk for further information.

14. USE OF PHOTOS AND COMMENTS

By signing these terms and conditions you agree that we or our suppliers may use any photo(s)/image(s) we or someone on our behalf take of you or any comments (written or verbal) you make during or in connection with your tour for our promotional/marketing purposes (such as including them in our brochure / website) without obtaining your further specific permission or making any payment to you. Such use may include mentioning your name, age and town / city / area of residence.

15. DATA PROTECTION POLICY

In order to process your booking and to ensure that your travel arrangements run smoothly we may need to use the personal information that you provide to us, such as names, addresses and any special needs or dietary requirements etc. We will take responsibility for ensuring that proper security measures are in place to protect your information. However, we may have to pass your information on to relevant sub-contractors in the best interests of your group. The information may also be provided to security or credit checking companies, public authorities (such as Customs or Immigration) or as required by law. When your tour is outside of the European Union controls on data protection may not be as strong as the legal requirements in the UK. We will not pass your information on to any person who is not responsible for any part of your travel arrangements. This applies to all information you have supplied to us including details of any disability or dietary/religious requirements. Your data controller is Teamlink Travel Ltd and you are entitled to a copy of your information held by us.

16. JURISDICTION

Your contract with us and any matters arising from it is governed by and construed in accordance with English law, and is subject to the exclusive jurisdiction of the courts of England and Wales.

Changes to these bookings may be made at any time by a Teamlink director.

BOOKING CONDITIONS for Event Bookings (October 2009)

In order to avoid any misunderstanding when booking your team’s tour, we have set out the terms and conditions under which we operate. In these booking conditions “we” or “us” mean Teamlink and “you” means the Tour Leader who MUST be a member of the resident group booked on the tournament. All tour correspondence must be conducted by the named Tour Leader or an officially appointed representative in writing on his/her behalf.

Teams travelling by air are covered under our ATOL Licence 5399. In the unlikely event of our failure the Civil Aviation Authority will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for advance booking. For further details, see the ATOL website – www.caa.co.uk. All non-air travel bookings are covered under our Company’s ABTA license.

1. BOOKINGS AND PAYMENTS

We MUST receive a completed online Booking Form for all teams to qualify as a booking.

1.1. How to make a flight booking

1.1.1. When making a booking incorporating air travel we require: participants’ names EXACTLY as they appear on passports, passport numbers, nationality and date of birth with a minimum payment of £120 per person, which may differ per event. This also doubles as a registration fee.

1.1.2. Flight deposit payments are subject to airlines’ terms and conditions, and are non returnable.

1.2. How to make a non-flight booking

1.2.1 When making a non-flight booking we require a payment of £50 per person. This indicates group size and doubles as a registration fee and as such is non-refundable. After this payment additional places will be subject to availability.

1.3. Information relevant to all bookings. When you submit your Booking Form, you are confirming that:

1.3.1. You are over 18 years of age;

1.3.2. You have the authority to book on behalf of all members of the team;

1.3.3. All members of the team accept these terms and conditions and your position as Tour Leader.

1.3.4. You have discussed any package queries with your tour coordinator

1.3.5. Entertainment Wristbands will be added to your booking at the special offer price noted on your Confirmation Invoice. If you do NOT require the Entertainment Wristbands you must notify us in writing within 7 working days of receiving your Confirmation Invoice.

1.4 Booking becomes binding Information relevant to all bookings. Your booking is accepted, and a legally binding agreement between you and us is formed only when we have processed the Confirmation Invoice. Please check all tour inclusions and report any discrepancies within seven days to your tour coordinator. Failure to report any discrepancies during this period will nullify any claims associated with the booking.

Final arrangements and payments You must pay the final outstanding amount as shown on the Confirmation Invoice no later than eight weeks before departure. Payments received AFTER this date will be subject to a late payment fee of £25 per person to cover additional administration costs.

1.5 A £20 TEAMLINK DEPOSIT will be required by each eight weeks before travel. The deposit will be returned once all Team Reports are returned by festival staff, less any costs for damage in the unlikely event this has been attributed to your team. Teamlink will independently assess any damage in resort and only authorise payment if the charges are fair and reasonable.

1.6 A €25 per person ROOM damage deposit may be required by hotel staff upon check in at certain festivals. This will be returned on the same basis as above although the hoteliers’ decision is final in the unlikely event of damages to individual rooms.

1.7 Tour Leaders (for teams travelling by COACH) must submit (via our website) final names no later than six weeks prior to departure. After this date, an administration fee of £25 per team will apply, to cover the additional costs and legislative requirements regarding EU transportation.

2 CHANGES BY YOU

2.5 Request for changes

The price of your booking is based on the number of people you have identified as being members of your team on the online Booking Form. If you wish to make alterations to your booking (by substituting, adding or removing members of the team) you must apply via email. Although we will try to assist, we cannot guarantee that we will be able to fulfil your request. If you are substituting or adding members to the group, the additional members must confirm that they agree to be bound by these terms and conditions. If changes are made we will amend and reissue your Confirmation Invoice.

2.6 Flight bookings criteria Airlines, whose fares are non-refundable, consider a name or other change to an existing booking to be a cancellation and re-booking, with up to or in excess of 100% of the price being the cancellation fee.

2.7 Upon issuing a name change there may be a surcharge as the price of the package will be dependant on the availability and pricing of the seat on the flight at the time of the change to the booking.

2.8 Name changes cannot be guaranteed and are wholly dependant on contracted airlines’ booking conditions.

2.9 You will be liable for all additional costs incurred as a result of the proposed alteration to your team. We will inform you of all associated costs at the time of your request and prior to you making any commitment on behalf of your team, following which you can decide whether or not you wish to proceed with the change(s). If you choose not to proceed with the change(s), the original price will remain payable.

2.10 Flight baggage is subject to regulations and restrictions imposed by airlines, airports, CAA and HM Government. You are allowed ONE piece of hand luggage but checked in luggage is not included in your package. Hand luggage allowances will be notified on your Confirmation Invoice whilst additional hold luggage, such as team kit and equipment, is not included in your package but can be added to your package upon request at a supplement.

2.11 Non-flight bookings

2.3.1 Following receipt of your names list you can apply to make name changes in accordance with Condition 2.1 up to six weeks prior to departure at no extra charge.

2.3.2 You can apply for further name changes to your team up to and including 24 hours prior to departure but any changes AFTER six weeks prior to departure will be subject to the additional charges as previously outlined.. If you decide not to proceed, the original price will remain payable.

3. EFFECT OF MINIMUM NUMBERS

3.1. Minimum numbers

Minimum numbers apply for entry into each tournament. See relevant festival website for exact numbers per event.

3.2. Team allocations

You have until eight weeks prior to departure to complete and notify us of your tour party. If by this date you do NOT have sufficient numbers to enter a team in accordance with the tournament booking conditions, your place may be offered to another tour party on the ‘waiting list’. If this happens, your tour party can attend as SUPPORTERS, but if you wish to cancel the booking, you may do so, as outlined in section 4.

4. CANCELLATION

4.1. By you

4.1.1. Cancellations can only be made on an entire TEAM basis and must be sent in writing via mail or email, by the Tour Leader.

4.1.2. You will receive a Cancellation Invoice within 14 days confirming costs and losses, which we will minimise wherever possible.

4.1.3. Teams booked as part of a multi-sport booking may NOT transfer finance to another team.

4.1.4. Refunds for INDIVIDUAL cancellations are not available.

4.1.6. Applications for eligible refunds are subject to the underwriters’ terms and conditions.

4.2. By us

We reserve the right to cancel a booking where:

4.2.1. You have not disclosed all relevant material facts on the Booking Form.

4.2.2. A deliberate false statement has been made.

4.2.3. Persons other than registered members of your Team are found to occupy accommodation, pre-paid transport or representing your Team in a sporting discipline

4.3. Effect of cancellation

4.3.1. In the event of cancellation (by you or us) we will try to resell your team place but cannot guarantee to do so.

4.3.2. If cancelled, and the cost is GREATER than that already paid by you, we will send a Cancellation Invoice detailing the charges, which must be paid within 14 days of issue.

4.3.3. Cancellation by us for any reason other than Condition 4.2 is subject to Condition 5.1.

5. CHANGES BY US

5.1. Tournament arrangements are made many months in advance and, although infrequently, occasionally we may have to make a change. This could be a MAJOR change (Scheduled Transport altered by more than 12 hours; change of UK airport except change of London airports), or a MINOR change, which will not materially affect the tournament. For a MAJOR change you will be notified of such change and then have 7 days to choose between:

5.1.1. Agreeing to a substitute (of equivalent or superior quality) if we are able to offer one at no additional cost to you;

5.1.2. Agreeing to a substitute (of lower quality) if we are able to offer one together with a refund of the difference;

5.1.3. Cancelling the tour and receiving a refund of the full price.

6. FLIGHT TIMINGS

7. PRICE GUARANTEES

7.1. Surcharges.

Within 30 days of departure your booking will not be subject to any surcharges. Up to 30 days before departure date the price of your booking will not be subject to surcharges EXCEPT for:

7.1.1. Variations in transport costs, including but not limited to the cost of fuel; and

7.1.2. Variations in dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports.

7.2. Reduction

If the surcharges set out at Condition 7.1 are varied downward then the price of your tour will be reduced accordingly and any refund due paid to you or credited against the outstanding sum due to us by you in relation to your tour or otherwise.

7.3. Variations of less than 2% of the price of the tour

7.4. Variations in excess of 10% of the price of the tour

If the surcharges set out at Condition 6.1 mean that your tour price will increase by more than 10%, you will be entitled to cancel the tour and obtain a full refund less any charges or costs incurred by us in accordance with the cancellation provisions set out at Condition 4 above. Cancellation must be in writing and received by us within 14 days of notification of the increase in the tour price.

8. DAMAGE, DELAYS, DISRUPTION OR LOSS

8.1. There is no guarantee that flights, ferry crossings, coaches, trains or any other transport will depart at the specified time. During any delay, we will use our reasonable endeavours to arrange for the sub-contractor to provide appropriate meals, but we will not guarantee or make such provision ourselves. Transport and other delays may have an adverse effect on your participation at the tournament, although we will use every means within our control to minimise any disruption to your team.

8.2. Abandonment by members of the team because of delays, that adversely affect the purpose of the booking, will be regarded as cancellation by you.

8.3. The Tour Leader must ensure that all members of the team are available for departures as specified in the itinerary. We cannot accept responsibility for missed departures or be liable for any claims made on this basis.

8.4. In the unlikely event of delay due to contracted transport mechanical failure, alternatives will be arranged as quickly as practically possible. Every effort will be made to supply transport to the same standard although this is not guaranteed.

9. TOUR ITINERARY

9.1. To the best of our knowledge and belief, all information given is accurate at the time of publication. We do not own or control the provision of amenities, attractions and facilities, and they are therefore subject to change or cancellation without notice. In the event that such alteration or cancellation is a MAJOR change, the remedies set out at Condition 4.2 will be available to you.

9.2. Tournament scheduling is based on full participation from all team entries and is made in good faith. Late withdrawals can affect the programme but we will make every reasonable effort to re-arrange any affected sports, wherever possible.

10. SUB CONTRACTORS CONDITIONS

We do not own the accommodation, sporting or transport services used for the tournament and all contracts made for you are subject to conditions imposed by the sub-contractor. Where relevant, these will be detailed on your final itinerary.

11. BEHAVIOUR AND COMPLAINTS

11.1. Behaviour

Your safety and that of fellow passengers/guests is of prime importance. Our sub-contractors have codes of conduct concerning reasonable behaviour. If any member of the team is disruptive, dangerous, in breach of any applicable local laws, or unfit to travel due to alcohol, drugs or otherwise, this may result in the return home of the offender or at worst the entire team at their own cost. In these circumstances you will be responsible for all losses and costs incurred by us and whilst we will try to minimise our costs and losses we cannot guarantee that you will receive a refund of all or any of the price paid.

As a member of TourWatch (www.tourwatch.org), university teams identified or involved by Teamlink in the following behaviours will be subject to a 1 to 2 year ban from all members’ sports tours and festivals. These behaviours are; 1) Acting unreasonably, ignoring warnings and behaving recklessly & irresponsibly on tour, endangering their own safety and that of others. 2) Causing deliberate vandalism/damage to accommodation, vehicles or venues.

11.2. Complaints

We hope that you will be pleased with the tournament. However, if you have any cause for complaint that cannot be reasonably sorted out at the time, please let us know in writing, if possible within 14 days of your return, to enable us to investigate. You will also be sent a questionnaire for completion, to help us give you continued satisfaction. If we cannot resolve matters to your satisfaction, you are advised to refer the matter to an independent arbitrator of your choice.

12. HEALTH, SAFETY AND MEDICAL ISSUES

12.1. Availability of facilities

Sub-contractors and resorts have a legal obligation to adhere to and enforce applicable legislation. For this reason, not all facilities will necessarily be available to everyone. If any member of the team has a medical problem or disability that may affect arrangements and requires special facilities, you must give us written details when booking. We can then assess suitability for that person and for the other members.

12.2. Special requirements

12.3. Reporting of accidents

Any accident or injury that occurs during the tournament must be reported to our festival staff, even if you do not make an insurance claim. This helps us to monitor safety standards and improve our services to you.

12.4. Sports Travel Insurance

Sports and travel cover is INCLUDED in your tour booking (click here for details) A ‘Summary of Cover’ will be sent to you, prior to departure and available via your festival website.

12.5. European Health Insurance Card

You MUST make sure that all UK passport holders in your team obtain and bring with them their European Health Insurance Card (EHIC). Failure to do so could result in non refundable medical charges, if needed. Further information is available at: www.postoffice.co.uk

13. PASSPORT / VISA REQUIREMENTS

You are responsible for ensuring you and your team have the necessary passports and visas for travel. All members of your team will need a full 10-year passport to travel overseas, valid for at least 6 months prior to travel (and with a minimum of 6 months until expiry from the date of your return). Passport applications should be made well in advance of departure, and everybody must have their own individual passport. If a member of the team changes their name after booking but before travel, we MUST be informed, as all documentation has to be accurate. You will be liable for any losses or costs incurred as a result of such change(s). You may have team members who are not British nationals and hold foreign passports. If this is the case visas may be required. We cannot assist with this facility and you should allow several weeks for the application process via the relevant Embassy.

14. DATA PROTECTION POLICY

In order to process your booking and to ensure that your travel arrangements run smoothly we may need to use the personal information that you provide to us, such as names, addresses and any special needs or dietary requirements. We will take responsibility for ensuring that proper security measures are in place to protect your information. However, we may have to pass your information on to relevant sub-contractors or TUI Travel PLC in the best interests of your group. The information may also be provided to security or credit checking companies, public authorities (such as Customs or Immigration) or as required by law. We will not pass your information on to any person who is not responsible for any part of your travel arrangements. This applies to all information you have supplied to us including details of any disability or dietary/religious requirements. Your data controller is Teamlink and you are entitled to a copy of your information held by us.

15. PHOTOGRAPHS

During your festival your team may be filmed or photographed. This is part of the tournament ‘culture’ and your booking is accepted on the basis of your approval. The material may also be used in future promotional material but if you have any reservations, please ask BEFORE you make a booking commitment.

16. JURISDICTION

Your contract with us and any matters arising from it is governed by and construed in accordance with English law, and is subject to the exclusive jurisdiction of the courts of England and Wales.

Changes to these conditions can only be made by a Teamlink director