Tours 4 limited Terms and Conditions

Here at Tours 4 ltd, we aim to make all your group travel arrangements as simple and hassle-free as possible. We don't like confusing small print either so take your time to read through these simple terms and conditions before you make your booking with us. All of our tours comply fully with government travel regulations and EC package travel directives. Tours 4 Sport, Tours 4 Students, Tours 4 Schools, Tours 4 Stags, Tours 4 Hens, Capitals Cups and Ice Cricket are all divisions of Tours 4 ltd. In these terms and conditions "you" and "your" refers to anyone named on the booking form. "We" or "Our" refers to Tours 4 ltd.

Booking & Deposits

If you wish to accept a tour from Tours 4 ltd then contact your tour manager as soon as possible. We will then send you a booking form with these terms and conditions to be completed, signed and returned as early as possible. The booking form should be returned to Tours 4 together with the deposit as stated on the final quote. The quote price takes into account a minimum number of people travelling, please be aware that surcharges may be applied in cases of under-occupancy. Please be aware that until a booking is received and payment has cleared Tours 4 ltd cannot make any reservations for your tour unless specified in writing by a member of staff. If there is an error in the booking form or a confirmation document you must inform us immediately as it may not be possible to make changes later on. Once a booking form and deposit has been received, your tour manager will check final availability of your tour. If price or availability has changed since your original quote and your deposit and booking form have not been received before the valid date specified on your quote, a new quote will be issued.

Your Contract

Once you have signed and returned the booking form, you (the tour organiser) and your group enter into a contract with Tours 4 ltd so please check that you have the authority to act on behalf of the touring party. In signing the booking form, you are accepting these terms and conditions yourself, and on behalf of persons using the services of Tours 4 ltd so make sure that all involved understand these terms and conditions and have up to date information on the tour package booked by you.

Please ensure that all information on the booking form is complete and accurate, Tours4 ltd cannot be held responsible for inaccurate booking information. Any changes to your tour within 4 weeks of the departure date must be made in writing to the Tours 4 office and cannot be guaranteed.

Payment

With your final quote Tours 4 ltd will inform you of payment dates for deposits and final payments. Total payment is normally due no later than eight weeks before tour departure, however if the tour is booked at short notice then Tours 4 will inform you in writing of your payment terms once agreed. If payment is not received on time, a member of the Tours 4 team will get in contact with you, the tour organiser to resolve the issue and avoid cancellation. If payment is still not received in reasonable time up to 6 weeks before the tour we reserve the right to cancel your tour as a last resort. If paying for a ticketed event such as a football match, theme park or theatre show, tickets will need to be paid for upfront and are not refundable. Payment can be made by cheque (made payable to Tours4 ltd) Bank transfer or Cash.

Insurance

For your own protection, Tours 4 ltd recommends that all clients are fully insured for every tour. If you have arranged your own insurance please send policy details to Tours 4 ltd. However we also recommend highly competitive comprehensive insurance from Endsleigh Insurance Services ltd. This insurance is arranged direct with Endsleigh online or by phone. Travel insurance is for your own protection so please ensure that your policy is up to date and will cover your sporting activity. Travel insurance is especially important if you are booking your own flights as part of your tour as we cannot refund any tours due to flight delays or cancellations. Please send us confirmation of your insurance for all passengers once you have booked your tour.

Financial Security

Tours 4 complies with all government travel regulations and EC Package travel directives. In accordance with "The Package Travel, Package Tours Regulations 1992" all passengers booking with Tours 4 Ltd are fully Insured for the initial deposit and subsequently the balance of all monies paid to us, including repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Tours 4 Ltd. A certificate detailing this cover will be given to each and every passenger as evidence of cover. Please ensure that you have been given the appropriate certificate(s) at the time of booking. This insurance has been arranged by Towergate Chapman Stevens through IGI Insurance Company Limited.

All flight bookings included in the package price of a sports tour with Tours 4 are ATOL protected. Tours 4 ltd is a retail agent for ATOL Holders Global Travel Group (ATOL 3973). ATOL Protection extends primarily to customers who book and pay in the United Kingdom. Visit www.atol.org.uk for more information. If you book flights yourself you may not be ATOL protected and may need extra protection so contact us for more information on your tour flights.

Sports fixtures and tournaments

Tours 4 arranges matches through a huge network of contacts and international match and tournament agents. Every effort will be made to match the standard of your team with the standard of your opposition but this cannot be guaranteed. Tours 4 ltd cannot be held liable for the cancellation of matches due to circumstances outside of our control including weather conditions, league commitments or any other factor. If any match or tournament is cancelled for any reason, as a gesture of goodwill, Tours 4 will pay £50 per match cancelled to each team. As a matter of league policy, please contact the necessary sporting bodies before touring to ensure that your fixtures are approved. Please ensure that you and your team respect local rules and regulations and are prompt for all matches. With regards to tournament entries, the number of matches is dependent upon the number of teams entered into the tournament. Tours 4 ltd cannot guarantee a minimum number of tournament fixtures but will endeavour to provide suitable match arrangements. The Teams entered into a tournament or festival must adhere to the rules of the tournament organisers. Tours 4 ltd cannot be held responsible for failure to comply with these regulations.

Cancellation Charges

All cancellations of group of individual tour member must be made in writing by the tour organiser and sent to Tours4 ltd at the address below. Cancellation charges are as follows:

Prices and Surcharges

Prices in the Tours 4 brochure, on the website or quoted to you are correct at the time of publication. Tours 4 ltd reserves the right to change these prices due to increases in costs of products or services. We will however absorb up to 2% of any increase in price of the tour and will not impose surcharges less than 4 weeks before tour departure. Check your quote sheet for the amount of days that your quote is valid for and please return a booking form and deposits before this deadline or a new quote will need to be issued if you submit your booking form after this deadline.

Complaints

At Tours 4 ltd, we try to ensure that we exceed your expectations in every area of your tour arrangements, however if you have any suggestions or even a complaint please do inform us in writing at the end of your tour. If your problem is whilst you are on tour then please bring it up with the Tours 4 representative or directly with the agent or supplier (coach company, hotel manager etc.) Tours 4 also has a 24-hour emergency phone number (07796688737) and a dedicated advisor can help you resolve the problem.

Passports, Visa's, + EHIC Card

As a tour organiser it is your responsibility to ensure that all members of your touring party have the appropriate documentation. This includes passports, Visa's (if required), EHIC (E111 equivalent) plus any insurance documentation amongst others. Please leave at least 10 weeks to obtain all these documents. You must mention at time of enquiry whether any members of your group have any special needs or requirements including physical, dietary or any other. You should contact a doctor if you are in doubt about your fitness to travel. For more advice visit www.fco.gov.uk and visit your local Post Office to obtain a copy of 'Health Advice for Travellers'.

Behaviour

In signing the booking form you, the tour organiser, accept responsibility for the behaviour of yourself and your touring party for the duration of the tour and therefore you are liable for any damage or loss caused by your group. Full payment for the damage must be paid at the time. You will be responsible for meeting all costs (including both parties legal costs) involved in any subsequent claims made against either Tours 4 ltd or your group. If the behaviour of any of your tour party is deemed unacceptable by Tours 4 staff, suppliers or agents we reserve the right to terminate your tour without refund. Tours 4 ltd will be entitled to recover from the touring party the costs of any damage or loss to Tours 4 ltd or our suppliers and agents, caused by the group. Please be aware that alcohol consumption may invalidate your insurance and appropriate care should be taken when under the influence of alcohol.

Tour Organiser's Responsibilities

As a group organiser it is your responsibility to:

•  Complete booking form on behalf of the group and ensure that all information you give to Tours 4 ltd and have received from Tours 4 ltd is accurate.

•  Make deposit and final payment on time.

•  Ensure that your group have up to date passports, all Visa requirements are met and EHICs have been obtained in time.

•  Keep your group well-informed with information given to you by Tours 4 ltd

•  Arrive promptly for transfers, matches, events or departures.

•  Inform us of any changes

•  Ensure that you and your group adhere to local laws and regulations of Tours 4 ltd and our suppliers.

Tours 4 ltd - Our Liabilities

Tours 4 ltd do not accept liability for death or bodily injury to you or any member of your group unless it is the proven fault of a member of Tours 4 staff, representative, agent or supplier who was acting within the course of their employment or partnership with Tours 4 ltd. We can accept no liability for unforeseen circumstances beyond the control of the company or its members of staff including flight delays/cancellations or force majeure. Tours 4 staff will however be available for advice and information 24 hours a day whilst you are on your tour from our UK offices.

Thank you for taking the time to read these terms and conditions. Rest assured, now the fun can really begin so simply complete your booking form and return it with your deposits as advised on your provisional quote.

We look forward to giving you a tour you'll never forget!

Download a pdf of these Terms and Conditions