Responsibilities

SGI Experiences

(1) We promise to make sure that the tour arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care.  This means that, subject to these booking conditions, we will accept responsibility if, for example, you suffer death or personal injury or your contracted tour arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, your contracted tour arrangements. Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us.  In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).

(2) We will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following: –

‑ the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party or

‑ the act(s) and/or omission(s) of a third party not connected with the provision of your tour and which were unforeseeable or unavoidable or

‑ ‘force majeure’ as defined the clause “Force Majeure” above

(3) Please note, we cannot accept responsibility for any services which do not form part of our contract.  This includes, for example, any additional services or facilities which your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised by us and we have not agreed to arrange them as part of our contract and any excursion you purchase in resort. In addition, regardless of any wording used by us on our website, in any advertising material or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to you.

(4)    The promises we make to you about the services we have agreed to provide or arrange as part of our contract – and the laws and regulations of the country in which your claim or complaint occurred – will be used as the basis for deciding whether the services in question had been properly provided.  If the particular services which gave rise to the claim or complaint complied with local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided.  This will be the case even if the services did not comply with the laws and regulations of the UK which would have applied had those services been provided in the UK.   The exception to this is where the claim or complaint concerns the absence of a safety feature which might lead a reasonable tour maker to refuse to take the tour in question.  Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause “Our Liability to You” (1) above. We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we have not exercised reasonable skill and care.

(5) Please note, we cannot accept any liability for any damage, loss, expense or other sum(s) of any description (1) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you or (2) which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally we cannot accept liability for any business losses including self-employed loss of earnings.

Customers

Insurance

As a condition of booking you are required to take out adequate travel insurance for yourself and those for whom you are booking. This needs to include cover for sports injuries for sports participants. It is a condition of us accepting your booking that you have made adequate insurance provision to cover your party. Travel Insurance should be in place from the date the booking is confirmed and deposit is paid.

Passport and Visa

Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. When travelling to the US you must have the correct passport to travel on the Visa Waiver Programme or have obtained the correct visa, valid for your stay. If you are travelling to the USA after 1st September 2008, the US authorities have introduced a requirement for passengers travelling under the Visa Waiver Programme to register for Electronic Travel Authority. For additional specifics about the VWP please consult the VWP information on the U.S. Embassy London website. http://www.usembassy.org.uk/ At the time of going to press in 10 January

2010 there were no mandatory vaccination requirements for travellers from the UK to destinations featured in our portfolio. Please note that the cost of any immunisation treatment is not, in any case, included in the cost of the holiday.

The person signing the Booking Form is entirely responsible for passing any health requirement information to other party members. While we will endeavour to reconfirm any new health requirements at the time of booking, it is your responsibility to check with your doctor at least two months prior to travel for the latest requirements, recommendations and any costs.

 Getting to England

It is your responsibility to ensure that you arrive in good time to board all flights or other methods of transportation. To assist you we will notify you of the time by which you should arrive at all points of departure. If you miss a flight or other transportation we will try to arrange alternative transportation, but reserve the right to recover from you any costs we incur in making such arrangements.

Any air, rail, road and other departure times are supplied by the carriers. They are subject to inter alia, air traffic control restrictions, weather conditions, the need for constant maintenance and the ability of passengers to check in on time. There is no guarantee that departures will take place at the times shown on your tickets. The timings are estimates only. Midcounties Co-operative Travel does not have any liability to you for any delays that may arise. Further, your dealings with all carriers are subject to the conditions of the carrier, some of which may limit or exclude liability. Where we are in a position to do so, we will give information before you book concerning the airline on which you will fly, your airport of destination and type of aircraft on which you will travel. However if any of these details change subsequently, and you choose to cancel as a result, our normal cancellation charges will apply. Any arrangements in the event of a delay will be at the sole discretion of the airline or other carrier involved.

 

Changes

If You Change Your Booking

If, after our confirmation invoice has been issued, you wish to change your travel arrangements in anyway, for example your chosen departure date or accommodation, we will do our utmost to make these changes but it may not always be possible. Any request for changes to your booking must be made in writing by the Group Leader.  Any changes made will incur the appropriate costs associated with the change given to us by the suppliers. Any amendments made within 8 weeks of travel will be subject to a £20 administration fee. Any amendments/cancellations to flight tours are subject to the specific airline amendment/cancellation charges.  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. Note: Certain travel arrangements (e.g. flight tickets, see above) may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangement.

If You Cancel Your Booking

Should you or any member of your party need to cancel your tour once it has been confirmed, the Group Leader must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges up to the maximum shown below. Note: if the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

Notice Period Penalty
Charge prior to Balance Due Date Loss of all deposit payments
Balance Due Date – 56 days before departure 50% of tour cost
55 – 30 days before departure 70% of tour cost
29 – 0 days before departure 100% of tour cost

 

Where any cancellation reduces the number of full paying party members below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.

Payment

When you make your booking, you must pay a deposit for each paying member of the party. This deposit is non-refundable unless under the terms of our insurance policy.

We require an interim payment to be paid not more than 8 weeks after the due date of the initial deposit. The final balance must be settled no later than 8 weeks prior to your departure or by return of post where receipt of invoice is within 8 weeks.

If the deposits and/or balance is not paid in time, we reserve the right to cancel your travel arrangements. If the balance is not paid in time we shall retain the first and interim deposit.

 

Dates

Late Payment

Refunds

Accommodation

Any accommodation required in place of billets will be on a bed and breakfast basis only. We can advise you of sample accommodation cost provisions you may wish to consider at the time of booking.

Any charges relating to in room phone calls, mini bars or breakages and damages will be the responsibility of the room occupants to settle the charges at time of check out, SGI LTD are not liable for any additional room charges outside of the itinerary

Food

As part of your experience we aim to provide, on average 2 meals per day for the entirety of your experience. However, this may not always come on a day to day basis and may not be the case for day of arrival and departure. Some meals may be subsidised by SGI in the way of meeting these criteria.

If any participant has food allergies, these will need to be highlighted at booking. These will be shared with all parties providing food. SGI will hold no liability for food allergies that are not shared or for any food provided by third parties.

Special Requests/Needs and Medical Issues

If you have any special request, you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part.  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. For your own protection, you should obtain confirmation in writing that a special request will be complied (where it is possible to give this) where it is important to you.

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.

If you or any member of your party has any medical condition or disability which may affect your tour or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. Prior to making your confirmed booking, we will send you a mobility checklist for you to complete and return to us.

In any event, you must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. You must also promptly advise us if any medical condition or disability which may affect your tour develops after your booking has been confirmed.  If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking or the condition / disability develops after booking, cancel when we become aware of these details].

Itineraries

We reserve the rights to alter the tour itinerary in any way due to unforeseen circumstances i.e. session cancellations due to weather conditions, club staff illness, changed club commitments etc. Every endeavour will be made to offer substitutes of equal value, wherever possible. SGI LTD accepts no responsibility whatsoever for the omission or partial omission of any part of the itinerary due to circumstances beyond our control

Fixtures / Match experiences

We endeavour to ensure the suitability of all fixtures that we arrange for you and although we take every step to ensure last minute cancellations do not occur, in a small number of cases this may happen. Unless a cancelled fixture is the only match on tour and has been cancelled for reasons other than force majeure, we cannot be held responsible and it will be considered a minor change. Should we be forced to change your itinerary due to the availability of suitable fixtures following a change of circumstances with our hosts, we reserve the right to make changes as we see necessary.

Force Majeure 

Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of “force majeure”.  In these booking conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include actual or threatened war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control

Excursions / Activities / Free time

We may provide you with information (before departure and/or when you are on tour) about activities and excursions which are available in the area you are visiting. We are not involved in any such activities or excursions which are neither run, supervised nor controlled in any way by us. They are provided by local operators or other third parties who are entirely independent of us. They do not form any part of your contract with us even where we suggest particular operators/other third parties and/or assist you in booking such activities or excursions in any way. We cannot accept any liability on any basis in relation to such activities or excursions and the acceptance of liability contained in clause “Our Liability to You (1)” of our booking conditions will not apply to them. We do not however exclude liability for the negligence of ourselves or our employees resulting in your death or personal injury.

We cannot guarantee accuracy at all times of information given in relation to such activities or excursions or about the area you are visiting generally or that any particular excursion or activity which does not form part of our contract will take place as these services are not under our control. If you feel that any of the activities or excursions referred to in our brochure, on our website and in our other advertising material which are not part of our contract are vital to the enjoyment of your tour, write to us immediately and we will tell you the latest known situation. If we become aware of any material alterations to area information and/or such outside activities or excursions which can reasonably be expected to affect your decision to book a tour with us, we will pass on this information at the time of booking.

Behaviour

When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party.  Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. You should ensure you have appropriate travel insurance to protect you if this situation arises.

We expect all clients to have consideration for other people.  If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the tour of the person(s) concerned.  In this situation, the person(s) concerned will be required to leave the accommodation or other service.  We will have no further responsibility toward such person(s) including any return travel arrangements.  No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.

Travel

 

Personal Belongings

 

Consent

Video

Picture

 

Complaints

If you have a problem during your tour, please inform our local representative or Tour Manager accompanying your group or the relevant supplier (e.g. your hotelier), immediately who will endeavour to put things right. If your complaint is not resolved locally, you should notify us by phone from the resort. Until we know about a complaint or problem, we cannot begin to resolve it. If you remain dissatisfied you must write to us within 28 days of your return home giving full details of your complaint. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort and this may affect your rights under this contract.

Emergency Contact

Our 24-hour emergency number is always available to you in case you need it.

Brochure / website / advertising material accuracy

The information contained in our brochures, on our websites and in our other advertising material is believed correct to the best of our knowledge at the time of printing or publication. However, errors may occasionally occur and information may subsequently change.  You must therefore ensure you check all details of your chosen tour (including the price) with us at the time of booking.

Data Protection

In order to book your tour, we are required to pass on certain information such as your name, passport details, address, dietary requirements to suppliers of your travel arrangements such as hotels, airlines and transport companies. We apply appropriate security measures to protect your data, however if you are travelling to a country outside the European Economic Area controls on your data protection may not be as strict. We will only pass sensitive data to people responsible for your travel arrangements. When you make this booking, you consent to this information being passed to the relevant people. We can supply a copy of the information held by us if you require.

Supervision

You and/or other adults accompanying the party agree to act ‘in loco parentis’ at all times and will adequately supervise all members of the party. Where applicable, this responsibility is delegated to SGI centre staff. e.g. for activity sessions. It is your responsibility to ensure that:

  • No party member under 18 consumes alcoholic beverages (for French centres only, without prior written consent of the parent/guardian)
  • No party member smokes in any smoke-free places or behaves in any other way which may cause a fire hazard.
  • All party members wear the lap belts provided for all journeys by coach
  • No party member breaks a UK or local law.
  • No party member under 18 is unsupervised by ‘loco parentis’