Terms and Conditions for Any Booking
All bookings made through The Spain Event follow the following procedures and are subject to the following Terms and Conditions.
“The Spain Event” or www.thespainevent.com is operated by a group of independent travel consultants specialising in group entertainment and leisure around Spain.
For the purposes of these Terms and Conditions
"We", "our" and "us" refers to the independent travel consultant, a member of The Spain Event, who is carrying out your booking.
“Event” refers to any fully paid activity you participate in or book, or any accommodation or transport you use that is organised by us.
"Suppliers" or "providers” refers to the contractor used to fulfil the services and activities forming part of the agreed booking; such as a bus company, an activity company, a hotel or a restaurant.
“You”, "group" or “client” means the person making the booking and each and every member of the group on whose behalf that person has booked with us. It is assumed that you are the lead contact for your group and that all correspondence or conversations will take place between you and us. You must be aware that on returning the booking form you are signing on behalf of every member of the group. If the booking form is signed on behalf of a limited company,”you” means that company.
These conditions shall form the basis of the agreement with us, and shall apply to the exclusion of any other terms and conditions, whether put forward by you, your group or a third party. No alteration to these conditions shall be effective unless expressly agreed to in writing by us.
These terms and conditions cover the following areas:
A. Health and Insurance
We do not arrange any type of insurance for our clients unless stated otherwise in a booking form. Just like any other holiday abroad, there are factors to consider such as losing valuables like purses, cameras or mobiles, theft, injuries, or possibly even hospital stays. Along with events and activities that by nature involve a degree of risk would mean that we seriously advise you taking out travel insurance.
We will assume that you have purchased your own travel insurance and that you have checked the suitability of your policy whilst taking into account any events or activities you will be participating in.
We also recommend all UK citizens travelling abroad get a European Health Insurance Card (EHIC - formerly the E111 form) The EHIC entitles you to a reduced-cost, sometimes free, medical treatment that may become necessary whilst you’re in Spain. You can apply for the EHIC online, by phone or by post. More information can be found on the official UK Department of Health web site click here.
B. Booking Procedure
(i). Upon request we will supply the client with details and prices for the events requested. Once you are happy with the proposed details, we will send you a booking form incorporating these details and prices.
(ii). The client must return the booking form and pay a deposit to confirm their commitment to pay for the intended events as detailed in the booking form.
(iii). The binding agreement is made when we have received a completed booking form. The booking form must be returned via email within 72 hours of it being sent.
(iv). The client must check carefully to ensure that booking form matches what was booked.
(v) The client accepts that e-mail is a satisfactory communication and commitment to process confirmation of the booking
(vi) Once you have made a booking, we will contact the suppliers and pass on the details to obtain confirmation that they are able to fulfil your booking. In the event that they are unable to fulfil your booking, we will notify you and suggest an alternative supplier that can provide a similar event. At all times, we will endeavor to contact you within 48 hours of you making your booking.
C. Pricing
(i). The price of your event is as detailed in the booking form. We reserve the right to change the price on any previous email correspondence sent at any time prior to the issuing of the booking form
(ii). All monies referred to are clearly in Euros or British pounds sterling.
(iii).Holiday insurance is not included in the price of the booking.
(iv). Suppliers of the events and activities made in the booking may require the client or members of the group to leave a credit card imprint on checking in, or alternatively to provide a breakage/damage/security/behaviour deposit. These amounts are refunded locally if there is no damage, breakage or misbehaviour or justifiable reason to retain deposit. If applicable, we will inform you of any returnable deposits required prior to sending you a booking form.
(v). Unless otherwise stated the payment does not include the cost of drinks, food, admission, transfers, parking charges, porter charges, fees, tips, contributions and/or any other items that are not referred to on the booking form.
D. Payment
(i). The price of the booking and the basis on which it is calculated is contained in the booking form.
(ii). The client accepts responsibility for paying for all members of the group
(iii). The deposit (which is non transferable) as detailed in the booking form is payable on booking, the remaining payment to be made 28 days prior to the commencement of the booking or by such date as is specified in the booking form.
(iv). In the case of bookings made less than 4 weeks prior to the commencement of the booking the full amount is payable upon booking unless otherwise stated on the booking form.
(v). Failure to make payment on the due dates will entitle us to cancel the contract without penalty and to treat such failure as a cancellation by the client in which case cancellation charges will apply from the date the payment became due.
(vi). We reserve the right not to provide the booking or any part thereof until we have received sufficient funds from the client for the supplier to deliver the event.
E. Alterations or Cancellations made by us or the supplier
(i). The booking is based on current schedules and event details, so consequently these may require minor changes. Wherever possible we will notify the client of any such changes before commencement of the booking. A minor change will be deemed to be any change which, taking into account the information given by the client to us at the time of booking, we nor the supplier could not reasonably expect to have a significant effect on the confirmed booking. In the event of minor changes no compensation is payable. Such changes do not entitle the client to cancel the booking or request an alternative booking.
(ii). In the event that there are significant changes to, or cancellation of the booking, prior to the commencement date of the booking, we will as soon as is reasonably practical notify the client. In these circumstances the client may accept the change and a refund of the difference in price between the price of the booking purchased and that of the substitute booking. The Client will also be entitled to a full refund In the case where the changed booking is superior to the one booked. In the case where the changed booking is superior to the one booked, the client may cancel the booking and receive a full refund and our apologies.
(iii) Significant changes to the booking will include the following: a change of accommodation to that of a much lower standard of accommodation for the whole or a part of the booking; the cancellation of an event forming part of the booking; a change to the price contained in the booking form.
(iv). In the event of changes to the booking after it has been agreed, we will provide the client with an alternative of the same or higher standard in the same or a similar area.
(v). In the event of loss or damage suffered by the group or changes to or cancellation of the whole or part of the booking due to reasons of unusual or unforeseeable circumstances beyond our or the suppliers' control compensation will NOT be payable. By way of example, because of safety risks, adverse weather conditions, war, riots, civil strife or terrorist activity, industrial disputes, natural or nuclear disasters, fire, flood, shortage of water, epidemics, health scares, technical problems with transport or equipment, airport closures, and similar events beyond our control.
(vi). No compensation is payable if the booking is cancelled in whole or part due to an insufficient number of people required to make available the activity or event forming part of the booking.
(vii). Cancellation or changes may be made when safety conditions are, according to The Spain Event’s or its suppliers' discretion, compromised. If cancellations occur in such circumstances We or our suppliers will make every effort to reschedule in line with client requirements, provided the client is not at fault.
F. Alterations or Cancellations made by the client
(i). If the client wishes to cancel or make any alteration to the booking, the client must notify us in writing by email as soon as is reasonably practical.
(ii). If the client wants to amend the booking or the numbers or members of the group after the booking form has been issued then there is no administration fee but you will incur any charges or costs imposed by the suppliers. In the event of certain major changes to the booking or the numbers of the group or the dates of the planned booking, this request may be treated as a cancellation of the initial booking and the booking of a new booking. In such cases cancellation charges may be incurred. We will advise the client if this is the case upon receiving request from the client to make amendments.
(iii). If the client arrives at any part of the booking with an increased number of guests, the new guests will not be covered by us and may not be able to join the activity or event. Unless otherwise agreed in writing they will also be charged at full premium rates directly.
(iv). You may cancel within 7 days of us receiving your deposit if the booking has been made with more than 40 days in advance. In this case, we will return your deposit within 30 days of receiving your cancellation. However, we will not return deposits paid within 28 days of your arrival date.
(v). Depending on the date of cancellation, you must pay the following cancellation charge:
- More than 4 weeks before the event is scheduled to take place: 20% charge of the total package cost.
- Between 4 and 1 week(s) before the event is scheduled to take place: 50% charge of the total package cost.
- Less than 1 week before the event is scheduled to take place: 100% of the total
Package Cost
(vi). If you wish to cancel on behalf of only some members of the group then the cancellation charges outlined above will apply pro rata but we may become entitled to cancel the event, and the group discounts may no longer apply. This may necessitate a further payment by you to pay the difference between the previous discounted price and the revised price.
G. Our Responsibilities and Football Ticket Conditions
(i). We will use all reasonable care in the selection and use of suppliers of events and activities forming part of the agreed booking. To the best of our ability, we will ensure the suppliers provide a suitable, professional, legal and safe environment for the client.
(ii) Our responsibility is to ensure the elements that make up the event you have booked with us are booked with the suppliers and available to you. We arrange contracts for accommodation and other arrangements and events through suppliers who we have taken reasonable care to make sure have good reputations and run safe and efficient businesses. We will monitor and control the performance of our suppliers and judge their performance against the standards and customs in the region where these services are provided.
(iii) We will not be liable to compensate you for any damage or loss of enjoyment in respect of your event if failure of enjoyment was your fault or could not have been foreseen or the result of someone unconnected with your event. We cannot accept liability for any change, loss or expense which results from information not given prior to confirmation of the booking.
(iv) The Spain Event does not accept liability in the following circumstances:
- If you or any member of your party is at fault. This includes but is not limited to; intoxication through drink or drugs, discourtesy, abusive, threatening or aggressive behaviour or failure to abide by onsite rules, health and safety.
- If the failure is the fault of someone else not connected with providing the services which make up the holiday which we have confirmed to you.
- Any unusual or unexpected circumstances beyond our control, which we could not have avoided even if we had used all care possible. Any event which we or the supplier of any service could not help, expect, or prevent.
(iv). Any transport, activities, accommodation and other events are carried out subject to the supplier's conditions of carriage, supply or contract, which will be notified to the client if they differ significantly from standard industry practice or upon the client's request. If any supplier can exclude or limit liability under any international convention or foreign law we will rely on that exclusion or limitation
(v) Where the cause of loss, damage or injury is due to The Spain Event suppliers, subcontractors, servants and/or agents, our acceptance of liability is subject to assignment to it of the claimant's rights against the former and to the claimants co-operating with The Spain Event in any legal action it may take to enforce any right of subrogation or by way of any third party proceedings.(vi) We will offer such help as is reasonable in the circumstances to the group if any member suffers difficulties whilst participating in the booking.
Football Tickets with The Spain Event
The following terms and conditions apply to our football ticket service:
Ticket Delivery
We will arrange to meet you at your hotel and deliver your tickets by hand. In exceptional circumstances, and at your request, we may arrange to leave tickets at a hotel reception. We do not take responsibility for any tickets lost or stolen after delivery, including tickets misplaced after being handed in at a hotel reception. If you lose your tickets or have them stolen after we have delivered them, they cannot be canceled and re-issued, and we accept no liability for this circumstance.
Football Kick Off times
All Spanish league games are scheduled initially for Sunday kick-offs, but are often brought forward to the Saturday as a result of the clubs' negotiations of TV screening and when there are midweek games, especially UEFA, before or after the fixture in question. As fixture switches are usually only announced 7 or 8 days before the game, it is essential you stay the nights of Saturday and Sunday if you wish to book in advance. We accept no liability for any changes you may have to make to your plans or bookings due to a football game kick off being switched, or for having stated on our web site at a given point in time that a game is to kick off on a Sunday, when in fact it is played on Saturday for the above reasons.
Categories and Groups
We always do our best to deliver the best possible seating in the Category you have chosen. The categories available for each game are published on our web site. For group bookings we can usually place a large group of people sitting together, in the same section of the ground or sitting in groups of two or three. We accept no contractual obligation to do this however, and it may not be possible to seat all members of a group together, especially for certain high demand matches.
Type of Tickets at Spanish Matches
The tickets you receive for any game in Spain may be printed paper tickets or sometimes plastic “swipe” style members' cards. Using members' cards is often the only means of access for matches of high demand where almost all of the seats available are already subscribed my members (or season ticket holders). This guarantees that you will have the best seats, normally only available to long-standing season ticket holders. It is very important that you return the members' cards to our rep immediately after the game. We do ask for your understanding and cooperation on this point. Under the terms of our agreement with you, the members cards' are accepted as tickets.
Sold Out Categories
If for any reason we are unable to deliver the Category of ticket you requested, we will deliver another category instead as close as possible to the seating area you chose. In cases where the delivered seating category is inferior to the category you chose we will refund accordingly, using the historical price of the categories in question at the time of booking.
Ticket Price
As ticket prices depend on market conditions, prices for a given match may vary in the days or week before the game. Our agreed price for your tickets will also be the price on your booking form, not our web site at any given time.
H. The Client Responsibilities
(i) To ensure that all members of the Group are informed about the booking details and these terms and conditions.
(ii) To take full responsibility for client side administration and be responsible for the accuracy of information supplied, both prior to the booking and up until after the event has elapsed.
(iii) The client must inform The Spain Event in writing of any special requests (for example, special facilities for disabled people, dietary requirements, allergies, medical conditions) which it or any of the Group have so that The Spain Event is able to make arrangements, as far as reasonably possible, to cater for them.
(iv) Some of the activities provided by The Spain Event as part of booking require an element of physical activity on the part of the Group. The client will ensure that all members of the Group are physically able to take part in the booking, suffer no disabilities or conditions that may impair, restrict or endanger their involvement or that of other members of the Group's involvement in the booking If the client has any doubts or concerns regarding any member of the Group's participation in the booking these issues must be raised in writing at the time of booking, (for example asthma, high blood pressure, heart conditions, vertigo).
(v) We insist that you arrange holiday insurance for all of your party when you attend an event. We think this is very important. We are entitled to assume that either you have arranged your own cover or you are prepared to take the risk of being uninsured. Insurance cover will be subject to the policy conditions and any exemptions or excesses mentioned in your policy
It is therefore the responsibility of the client to ensure that adequate holiday insurance cover is provided for the Group.
(vi) To agree and progress with all payment timetables as set out above and on the booking form.
(vii) To ensure that all members of the Group comply with all activity/element timetables of the booking. Failure to keep to the timetables may result in either discontinuation of the event/activity or cancellation of the booking in either event. We will not be liable for any refund, compensation or any other costs that may be incurred.
(viii) Any disability requiring special attention should be reported to The Spain Event at the time reservation is made. We will make every reasonable effort to accommodate special needs, but are not responsible for any denial of services by hotels and/or other independent suppliers. We regret that we are not able to provide individual assistance to travellers for walking, dining, getting on or off coaches and/or other forms of transportation included in our packages. A qualified companion must accompany travellers requiring such assistance.
(iv) To ensure that all members of the Group act at all times in a safe, responsible and courteous manner, comply with all safety procedures (for the avoidance of doubt this includes an appropriate level of sobriety), listen and be present at all safety and information briefings relevant to the booking's activities, make supervisors or any person in authority immediately aware of any equipment or site deficiencies or concerns, dress and/or equip themselves suitably for any event or activity as advised by The Spain Event and / or its suppliers (failing which as is deemed appropriate or suitable in the circumstances), and observe and obey all laws, requests (including the signing of any disclaimer) and conditions of use of any supplier, including accommodation, activity centres and entertainment venues.
I. Behaviour
The Spain Event by itself or its suppliers may end or cancel the booking, with no liability of reimbursement, if the behaviour of the Group or that of any person associated with the Group is likely in the opinion of us or its supplier's to cause distress, damage, danger to or to annoy other customers, or other members of the Group, employees, property or anyone else. If the party is found to be behaving in a way that results in affecting the standard performance of our suppliers and enjoyment by other guests, groups may be required to leave the premises - if this is the case groups will immediately forfeit all costs and any right to compensation, whether or not the booking has been completed, and be liable for any compensation sought by our suppliers. If groups behave in such a way that results in the supplier’s relationship with us being terminated, clients will be pursued for compensation by The Spain Event. If the Group is prevented from travelling because any person in authority thinks any member of the Group appears to be unfit to travel or likely to cause discomfort to or disturb other passengers, We will not be liable to complete the booking arrangements, and will not be liable for any refund, compensation or any other costs incurred by the Group. We cannot accept liability for the behaviour of others in your accommodation and/or taking part in any activity and/or event, associated and or in the same environment forming part of the booking, or if any facilities or events are removed as a result of their action. In some instances groups may be required to sign agreement forms and or provide a damage and or behaviour deposit. If any occurrence of damage is obvious, groups will be pursued for recovery for the full amount of damage reimbursement, associated costs and any expenses incurred, including time and administration, in pursuing this recovery.
J. Complaints
(i) If there are any complaints about the booking these must be communicated immediately to us or the suppliers who will try to resolve the problem to avoid it spoiling the booking. Any failure to report such complaints immediately will be deemed to be a failure on the part of the Group to mitigate its losses and we will not consider it liable for those complaints.
(ii) If we or our suppliers are unable to sort out the problem then a written report must be submitted, specifying any perceived failure at the place where the booking is supplied.
(iii) If the matter is still not resolved after completion of the booking then the client must write to us within 14 days of completion of the booking giving full details.
K. Agreement
These terms and conditions are in place to ensure the smooth running and enjoyment of your weekend. We think that the above terms and conditions are fair. The terms and conditions are governed by Spanish Law. The Courts of Spain shall have exclusive jurisdiction in connection with any dispute arising out of any booking made with The Spain Event.
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