Terms & Conditions for Approved Hotels and Events
In all cases, you must read the terms and conditions before booking.
“We/Us” means Approved Hotels and Events
“the Event” means any holiday, accommodation, activity or function organised or advertised by us.
“You” means the lead name on the booking i.e. The name in which the booking has been made. (He/She will remain as group leader until the event is completed).
“Supplier” means the company or person that is holding or providing the event or any part of it.
“Price” means the total cost of the event.
1. Terms and Conditions
These terms and conditions govern the contract between You and Us to the exclusion of all other terms and conditions, save for those implied by law, and no variation to these terms and conditions shall be valid unless in writing and signed by you and one of the company directors.
2. Formation of Contract
No contract shall arise between You and Us until we have received the deposit payable. Your booking detail will be sent via an e-mail booking confirmation. (Or by post if no e-mail address has been provided). If any part of your booking is incorrect, please inform us within 7 days or it will be deemed to be correct.
3. Lead Name
The lead name on any booking with Us accepts the full responsibility of collecting the full balance payable for the booking and indemnifies Approved Hotels and Events Limited against any loss from an individual failing to pay within your group. The lead name is also responsible for ensuring that all group members are aware they are bound by our Terms and Conditions. The lead name is also responsible for the completion of a Guest list on behalf of all persons in the group (as soon as possible, or in any case 7 days prior to travel). It is understood that those booking via email or telephone agree to, and accept our Terms and Conditions without having completed a Guest list.
4. Payment & Deposits
A deposit is payable at the time of booking, payments can be split into 3 phases, these phases will be agreed at the time of making the booking and will be confirmed via the booking link e-mail:
A) An non-refundable non-transferable initial deposit is payable at the time of booking.
B) A second non-refundable (per person), non-transferable deposit, is payable at an agreed date (typically payable two weeks after the initial deposit), which is referred to as the secondary deposit.
C) The final balance is to be paid no less than forty-two days (six weeks), before the date upon which your event is due to start.
If you do not make your deposit/secondary payment or final balance payments by the due dates given then you shall be deemed to have cancelled the event.
Deposits are used by us to enter into the contractual arrangements on your behalf and are non refundable.
Telephone payments attract zero card fees. On-line payments are charged at £2.75 per transaction for any amount (via the booking link). Bank transfer payments are free of charge.
If a promised cheque is not received or does not clear upon presentation, we hold the right to cancel the reservation. Non-clearing or returned unpaid cheques will incur a £25.00 transaction charge.
A late payment fee of £25 will apply to balance payments. A £25 fee will be charged to reinstate a cancelled booking, or if you have failed to check the booking for correctness and needs to be amended.
Booking amendments are charged at £25 per amendment (after secondary deposits have been paid).
5. Cancellation by Us
We may cancel the event or any part of it:
For safety reasons if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome; If we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers; If a supplier or suppliers is or are unable to host the event for any reason; If changes you wish to make to the booking mean it is uneconomical or impractical to hold the event. If we cancel the whole of the event we shall use our best endeavours to rearrange the event on a mutually convenient date and retain all monies paid to Us, and raise a credit against a future booking for you to use with Approved Hotels and Events within 12 months of the conclusion of the original travel date. Save as above we shall be under no further liability to you for cancellation of the event or any part of it.
6. Cancellation by You
You may cancel your booking within a period of 7 days after the initial deposit. Cancellation within 7 days will result in 100% loss of your deposit but will ensure you are not responsible for any future payments or balances relating to your booking. This excludes all bookings where either the secondary deposits or final payments are for bookings travelling within a forty-two day period from the date of the initial deposit being taken. After this point the following applies; you may cancel the event as a whole and must pay us a cancellation fee. If you cancel the booking we will not refund any deposits paid to us. The cancellation of your booking must be made in writing and from the lead name of the group. The amount of the cancellation fee is calculated according to the date on which we receive written notice of your wish to cancel; if you cancel with Us more than 5 weeks in advance of the travel date, then the cancellation fee is 25% of the total cost of the booking. If you cancel with Us within 5 weeks of the travel date, then the cancellation fee is 100% of the total cost of the booking.
7. Failure to Provide an Event
If, due to reasons beyond our control, an event is unable to take place due to (but without limitation); closure of premises, the ceases of trading, a change in supplier management, we will provide you and your group with a credit against a future booking with Approved Hotels and Events within 6 months. We will not offer a monetary refund.
If your booking includes accommodation, the named accommodation will remain confidential to Approved Hotels and Events and only be disclosed to you upon receipt of the secondary per person deposit. The room types we use for your booking can be of single, twin, triple, quad, or dormitory style with shared or en-suite bathroom facilities. If you are unhappy with the allocated accommodation, we shall endeavour to move your booking to a more suitable one, and you will be liable for any cancellation fees that apply to this move along with any increase in price for the new accommodation and a £25.00 administration charge. We may require a single room supplement charge if an odd number applies.
Breakfast is not included with accommodation bookings unless otherwise stated. The type of breakfast you will receive will be as stated on your booking confirmation e-mail. Restaurant meals may require a pre-order to be completed by the lead name of the group. This should be completed and returned to us, or the venue as required. If a pre-order has not been completed, we accept no liability for meals not provided or delays in providing the meals for you. We will endeavour to meet any specialist dietary requests for any member of your group, but can not guarantee these requests. We accept no liability if our suppliers are unable to meet these requests in advance, or once at the venue.
10. Alterations + Surcharges Applied By Us
If due to circumstances beyond our control it becomes necessary to substitute alternative accommodation, of which may be a higher or lower standard, or make any other alterations to the event we shall inform you of the changes as soon as possible. You must pay any additional cost due to such changes. If the changes are substantial and you are unwilling to accept them then you may cancel the event and we will raise a credit against a future booking with Approved Hotels and Events, no monetary refund shall be given. Surcharges may be applicable where an event requires a minimum number of participants to proceed, and the group does not meet this minimum number. This could lead to the cancellation of the event of which we are not held responsible and alternatives may be offered of an equal or greater value. If this value is greater, then you must pay Us the difference in price. If the final number of a group is an odd number, then a single supplement surcharge will apply if the booking includes accommodation or an event which is number dependent.
11. Alterations made by You
We shall try to accommodate any reasonable changes you wish to make to the event. Alterations and amendment requests should be made with Us and not end suppliers and should be made by You in writing to us. These changes shall not be deemed accepted until we have confirmed in writing to you. If you wish to increase or decrease the number of persons participating in the event you may do this up to six weeks prior to the date upon which your event is due to start. Amendments after that date will incur our administration charge of £50.00 per group. Changes such as arrival / departure dates and destination changes will also be subject to our administration charges. We cannot guarantee that the change to the price will be pro-rata, but will depend upon the arrangements we are able to make with our suppliers. Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event.
12. Your Obligations
You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by Us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the event. If you breach these obligations we may cancel or curtail the event or any part of it and in those circumstances you shall not be entitled to any refund. You shall take out insurance suitable for your needs, including delays for events involving travel by land, sea, or air before the event.
13. Our Obligations
We shall take reasonable care and skill in arranging the event and comply with all applicable laws in relation to the event; where ever possible, re-schedule the event instead of cancelling. If any part of an event is cancelled, we shall refund you be means of a credit towards a future booking with Us to be used within 6 months of your original travel date. All of the photographs and illustrations we use on our website and in literature we send you are for marketing purposes and may not represent the actual products received.
14. Customer Feedback
If you have a problem whilst on your booking then you must contact the appropriate person(s) at the earliest opportunity, for example hotel / restaurant manager. Unless there is a valid reason why you did not report your problem to the appropriate person(s), we will not consider ourselves liable for those complaints. If they are unable to resolve matters to your satisfaction then You must write to us within 7 days of the conclusion of the event. No complaint will be accepted outside of this 7 day time frame thus deeming you fully satisfied with all aspects of the event and the services we have provided to you. We will acknowledge any correspondence within 28 days and endeavour to deal with the complaint as quickly as possible. Any refunds we deem appropriate will be in the form of a voucher towards a future group booking placed with us. No monetary refunds will be given.
15. Contracts (Rights of Third Parties) Act 1999
Nothing in this agreement shall confer on any third party any benefit or right to enforce any terms of this agreement.
This agreement shall be construed in accordance with the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to deal with any disputes arising between you and Us or our suppliers.
17. Changes to these Terms and Conditions
We may need to make changes to these Terms and Conditions. Any changes can only be made by Us and not any third party member. We reserve the right to amend or improve these Terms and Conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.