Robert Davies Sports Travel is a trading name of Robert Davies Sports Travel Ltd. Your contract is with Robert Davies Sports Travel. We set out below an explanation of the conditions that apply when you book a holiday with us. It is important that you read these conditions together with the holiday information on our website as they not only define our obligations to you but also impose some important commitments upon you. If any part of these booking conditions is found by any court or administrative body of competent jurisdiction to be invalid or unenforceable, such invalidity will not affect the other provisions which shall remain in full force and effect.
When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. A contract will exist as soon as we issue our confirmation invoice.
Once you have received your confirmation invoice, it is your responsibility to check that the information and booking details, including the spelling of all passenger names, as stated on your invoice are correct and match the passport details. If any of the details on the confirmation invoice are incorrect, you must notify us immediately. We will pass on any additional charges incurred as a result of these details not being correct. We reserve the right to refuse to accept and/or not proceed with any booking at any time at our sole discretion. This contract is governed by English and Welsh law and the jurisdiction of the English and Welsh courts. A complaint may be referred to arbitration - see section 10.
Robert Davies Sports Travel also holds an Air Travel Organiser’s Licence issued by the Civil Aviation Authority (ATOL number 4225). All the flights and flight-inclusive holidays are financially protected by the ATOL scheme.. For more information about financial protection and the ATOL Certificate go to: www.atol.org.uk/ATOLCertificate
We, or the suppliers identified will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
If we, or the suppliers identified on your ATOL Certificate are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
Holiday organisers are required by law to state arrangements for the repatriation of customers in the event of insolvency. In the unlikely event of Robert Davies Sports Travel becoming insolvent the CAA/ABTA will ensure that you are not stranded abroad and you would be refunded any money that you have already paid us. Items not purchased through us will not be protected under our ATOL licences. Delay cover: If you are delayed at point of departure, we will do our best to arrange meals plus accommodation on overnight delays.
For 6 Nations games, we initially issue Advance prices. These are an approximate price based on the previous game. We expect year on year increases. Final prices are confirmed on your final
invoice, approximately 3 months prior to departure. We always endeavour to keep prices to a minimum. Deposits are non refundable unless our final prices increase by more than 10% from our advance prices. In this instance we will if required offer a refund of your deposit less an administration fee of £30pp
We guarantee that the price of your holiday will not be subject to any surcharges once your final invoice is issued, other than due to government intervention, force majeure, or law changes outside our control. This means that you are fully protected, no matter what happens to the price of fuel or variations in the exchange rate for currency. Holiday prices can be influenced by taxes such as air passenger duty, aircraft insurance, security, fuel and other associated costs. Our prices are affected by these, as well as exchange rates, suppliers ’costs and economic trends. The prices shown are based on current charges and costs but they may go up or down; we reserve the right to alter the price of any holiday in our brochures, introduce supplements or correct pricing errors, and will notify you of the current price prior to any booking - please call us or visit our website for the most up-to-date prices. The price of your holiday as shown on your final invoice will not be increased unless you amend your booking. However, we reserve the right not to be legally bound in the case of incorrect pricing and acknowledgement of such an error does not mean acceptance of it. Robert Davies Sports Travel has a price promise guarantee (excluding any selected loyalty rewards we might offer to past travellers from time to time) and does not include optional ad-hoc services and selected special offer products. This applies as long as the discounted holiday is the same package offered under the same terms of sale (which means the full terms that apply to your holiday contract, including your cabin grade and whether your cabin is allocated at the time of booking or at embarkation). In calculating any possible saving due, we’ll take into consideration all offers and discounts that were applied at the time of booking and compare the overall price that you’ve been charged with the current price. For cruises, we may pass on the value of the saving in the form of a higher grade cabin, on-board credit or other value added benefit.
Optional ad-hoc services
We provide you with the option to specifically request extras which are in addition to or adaptions of our standard packages. Prices for extensions, extra accommodation, upgrades and domestic flights (‘ad-hoc ’services) can vary depending on when you book. Please note that adding an ad-hoc service may result in additional charges to our standard packages due to changes in flight dates, changes to our standard allocated accommodation periods and additional costs passed to us from third party suppliers. You will be notified of the total price of your holiday prior to booking and any increase to your deposit.
Unless specified otherwise - when you make your booking you are required to pay the deposit amount as requested. This amount varies depending on the tour, but is usually £150 for short haul, and £1500 for long haul tours.. Please note some specialist tours will require additional deposit levels. These will be advised at the time of booking. The balance of the price of your travel arrangements must be paid at least 90 days before your departure date, or as advised at the time of booking and stated on our confirmation invoice. If the deposit and/or balance are not paid in time, we reserve the right to cancel your travel arrangements. If the balance is not paid in time, we shall retain your deposit. Refunds: If you are entitled to any refunds relating to your booking, this will go to the lead passenger who made the booking, usually by the same payment method that was used to pay us. In the case of card payment, refund(s) will be made to the appropriate card account(s). Any fees incurred when making a payment will not be refunded unless we cause the cancellation. No refund is available after your departure date if you take part of the holiday only, or vary or extend the holiday arrangements
Once a contract exists between us, you may wish to change your travel arrangements. For example, your chosen dates of travel, accommodation etc. and we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be from the person who made the booking. You will be asked to pay an administration charge of £50 per person and any further cost we may incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should therefore contact us as soon as possible.
(i) Certain travel arrangements (e.g. Apex tickets) cannot be changed after a reservation has been made and any alteration request will incur a 100% cancellation charge of that element of your travel arrangements.
(ii) Transfers to the airport, seaport or any other place of departure within the UK, where included in the price of your holiday, are a free-of-charge service.
Transferring your booking: If you are genuinely prevented from taking the holiday, you may transfer your booking to another suitable person who is able to comply with these conditions, which will still apply, providing this is not done within 6 weeks of departure. Both you and the person you are transferring to shall be responsible for paying all costs incurred by us in arranging the transfer, plus any charges imposed upon us.
(iii) If we are forced, through circumstances beyond our control to change your accommodation, we will advise you at the earliest opportunity. In these rare cases we will offer an alternative of equivalent or higher grade as available
You, or any member of your party, may cancel your travel arrangements at any time. Verbal notification from the person who made the booking or your travel agent on your behalf must be made and the cancellation will be effective from the date it is received 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 on the next page, or as advised by your sales consultant. It should be noted that any additional deposit paid for confirmation of a holiday addition, flight upgrade, match tickets, or certain tailor-made packages will be included in the scale of cancellation charges detailed at the foot of the following page, or as advised by your sales consultant. Should cancellation occur before your balance due date, the cancellation charge will, therefore, be loss of deposit plus this additional payment.
(i) If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
(ii) If one person sharing a twin/double or triple room or cabin should cancel, the remaining participants would then be required to pay the relevant single supplement or forfeit the triple reductio
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor, and we will advise you or your travel agent of them at the earliest possible date.
‘Minor Change ’means that there has been a small change to your holiday. Examples of minor changes include a change in airline carriers; closure of hotel facilities for improvement; flights becoming indirect; building works; change to advertised amenities; change to itineraries; change to included and optional excursions and entertainment.
We also reserve the right in any circumstances to cancel your travel arrangements. For example, if the minimum number of clients required to operate a tour is not reached, then we may cancel it. We will not cancel your travel arrangements after the balance due date, except for reasons of force majeure or failure by you to pay the final balance. If we are unable to provide the booked travel arrangements, you can either have a full refund of all monies paid, or accept an offer of alternative comparable travel arrangements, if available (we will refund any price difference if the alternative is of lower value). Please note that we do not have any responsibility or liability for any consequential loss you may incur from arrangements you have made with any other party or parties.
If we make a major change to your holiday, we will inform you as soon as reasonably possible if there is time before your departure.
You will have the choice of either accepting the change of arrangements, accepting an offer of alternative travel arrangements which shall be of equal or superior quality, if available, or cancelling your booked holiday and receiving a full refund of all monies paid plus compensation. In all cases, except where the
major change arises due to reasons of force majeure, we will also pay compensation as detailed in the table on the next page or as advised by your sales consultant.
‘Major Change ’means that there has been a significant change of resort or holiday duration, where your stay is for 3 nights or more; a change of accommodation to that of a lower category for 3 nights or more; a change in departure date. Please note that these are examples only and there may be other changes which are considered major.
Force majeure - This means that we will not pay you compensation if we have to cancel or change your travel arrangements in any way due to unusual and unforeseeable circumstances beyond our control the consequences of which could not have been avoided even if all due care had been exercised which includes: but not limited to: war, threat of war, riots, civil strife, terrorist activity, Government action or restraint, industrial disputes, natural or nuclear disasters, fire, low or high water levels, adverse weather conditions including hurricanes, epidemics, pandemics, health risks, unavoidable technical problems with transport, damage and accidents from machinery or engines, closed or congested airports
We are proud of our high reputation for customer satisfaction and strive to reach amicable settlement of the small number of complaints we receive. If you have a problem or cause for dissatisfaction, please inform the relevant supplier, for example the hotel, the cruise line, the transportation company and our tour manager or local representative (if applicable). This allows us the opportunity to put things right on the spot. If we are unable to solve any issues, you must confirm your complaint in writing to the persons set out above. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to us giving your booking reference giving your booking reference and all other relevant information. This will assist us to quickly identify your concerns and speed up our response to you.
If you fail to follow this procedure we will have been deprived of the opportunity to investigate and rectify your complaint and this may affect your rights under this contract. You can also access the European Commission Online Dispute (ODR) Resolution platform at http://ec.europa.eu/consumers/odr/. This ODR platform is a means of registering your complaint with us; it will not determine how your complaint should be resolved.
We are responsible for the proper performance of the contract. We will not be liable for any failure or improper performance where reasonable care and skill has been exercised or where such failure or improper performance is:
(a) attributable to you or any member of your party;
(b) attributable to a third party unconnected with the provision of your holiday and is unforeseeable or unavoidable;
(c) due to an event which Robert Davies Sports Travel or our suppliers, even with all due care, could not foresee or forestall
In all cases, except where death or personal injury results, the liability of Robert Davies Sports Travel and any company within the Group (its employees, agents and subcontractors) is limited to twice the price of your holiday. Our liability for any damages (including in the event of death or personal injury) arising from non-performance or improper performance of the contract will also be limited to the limit imposed by;
(a) the company that provides transportation for your holiday; and
(b) any relevant international convention; which we hereby incorporate into this contract for the benefit of us. Copies of the transport company’s terms and conditions or the international conventions can be provided on request. Under EU law, in the event of denied boarding, cancellation or delay to your flight after you have checked in, you may be entitled to compensation from your airline. If you are unhappy with your airline’s response you may complain to the Civil Aviation Authority (Telephone 020 7453 6888 or visit www.caa.co.uk/passengers). Any entitlement to compensation from RDST shall be offset by any payment made to you by your airline or third party. You agree to assign to RDST any rights that you may have against a third party or person which have caused or contributed to our legal liability to you or which result in us
incurring costs on your behalf. You agree that you will provide us, or our insurers, with all reasonable assistance to pursue a claim against any third party or person.
Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your holiday may involve. Sometimes these standards will be lower than those which would be expected in the UK. The suppliers of the services and facilities included in your holiday should comply with local standards where they are provided.
Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of two times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to the following:
a) You agree that any transport company’s (or other supplier’s) own ‘Conditions of Carriage’ will apply to you on any journey by road, rail, sea or air. When arranging this transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage'. You acknowledge that all of these terms and conditions form part of your contract with us as well as with the transport company. You can ask us or the travel agent booking your holiday to provide you with a copy of any of the conditions applicable to your journey. The airline's terms and conditions are available on request. We will tell you the identity of the air carrier when you book with us and if it is not known at that time or subsequently changes, we will inform you as soon as possible and no later than at check-in for your flight; and
b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions.
Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details will be publicised at EU airports and available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us is set out in these booking conditions. If any payments to you are due from us, any payment made to you by the airline or any other service provider will be deducted.
Note: this entire clause does not apply to any separate contracts that you may enter into for excursions or activities whilst on holiday for which liability rests with the excursion provider and not us.
If, after the departure date, a significant proportion of the holiday cannot be provided, where possible we will make alternative holiday arrangements for you and, where appropriate, refund any difference in price
(i) 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.
(ii) You are responsible for the behaviour of yourself and your party. We reserve the right to refuse your booking or to remove you or a member of your party from any tour or holiday, if your demeanour or behaviour, or that of a member of your party, is disruptive, dangerous or annoying to other people. No refund or payment of any costs incurred by you will be made by us under these circumstances.
(iii) You are responsible for the carriage and care of your luggage throughout your holiday except for such times as it may be in the hands of an airline; where in such circumstances the airlines specific terms and conditions relating to the carriage of baggage will apply. Please ensure that your luggage is loaded on to all transport and be careful to take the correct luggage with you when you leave any mode of transport.
(iv) You must comply with the terms and conditions of the third party suppliers of any transport or accommodation element of your holiday. Failure by you to observe such terms and conditions which are incorporated into this contract and available upon request may affect any compensation or liability we may have towards you.
(v) The British and Foreign Commonwealth Office Travel Advice Unit provides up-to-date advice and safety information for British nationals travelling abroad. Please visit fco.gov.uk/travel.
Please advise us at the time of booking if you or any member of your party has reduced mobility, requires a specially adapted cabin or would require assistance in an emergency, or as soon as possible before departure should there be a change in circumstances. This is essential for travel by sea or inland waterways, as a risk assessment may need to be carried out prior to your departure. If you do not inform us of such a condition we will not be liable if an airline or cruise line refuses to accept you or any member of your party as a passenger. In the same respect, for land based holidays we need to be made aware of any special requirements that may affect your holiday as our representatives will only be able to provide support in an emergency.
Under European law, if you are disabled or have difficulty moving around, you can receive assistance when you fly. This free service is available to anyone with mobility problems, for example, because of your disability, age or a temporary injury. To take full advantage of the service you need to book at least 48 hours in advance of your flight. Please contact us as soon as possible prior to your departur
Excursions or other tours that you may choose to book or pay for through an independent third party do not form part of your contract with us. We act as a booking agent only for any optional arrangements booked overseas through its resort staff and your contract is with the supplier of the arrangements. We do not accept any liability for any loss or damage you may suffer.
Actual seat numbers booked by us cannot be guaranteed as there may be changes for airline operational, safety or security reasons. However, the airline will where possible re-accommodate your seats together and match your seating preferences. Where this is not possible then we will refund any applicable seating charges paid to us for the flights effected
You are responsible for ensuring that any existing medical conditions or disabilities which may require assistance are declared to us before you book your holiday for you and your party or, if newly diagnosed, immediately after diagnosis but no later than 48 hours before departure. This is essential for all bookings. For travel by sea or inland waterways a risk assessment may need to be carried out to confirm if your carriage is possible prior to your departure. If you do not inform us of such a condition we will not be liable if an airline or cruise line refuses to accept you or any member of your party as a passenger. We can only accept your booking upon the clear understanding that we cannot be liable if you do not inform us of such a condition and an airline refuses to accept you or any member of your party as a passenger.
For air travel, you are subject to the terms and conditions of your airline, who have their own policies. Please let us know if you are pregnant or become pregnant prior to departure.
We are not allowed by the regulatory authorities to recommend or sell travel insurance. Kindly contact a reputable and reliable insurance company or broker.
You must be adequately insured for all holidays outside mainland Britain to cover all contingencies such as medical expenses, repatriation and baggage cover. We advise that you arrange adequate insurance cover as soon as possible. For your peace of mind, please ensure that your policy includes cancellation cover for the total cost of your holiday and that you are adequately insured for all your needs, including medical emergencies. Please also make sure your Insurance is valid from the time of booking until your return from holiday.
Should you while on holiday choose to take part in any activity (e.g. hang gliding, hot air ballooning, white-water rafting, etc.) which can be deemed as being of a hazardous nature, it is essential to ensure that cover
is provided under the terms of your travel insurance. The organisers of some adventure activities that you may choose to take part in whilst on holiday may request you to sign a waiver of their liability for risks involved. We must draw your attention to the fact that by signing such a document you may well lose any rights to claim for damages in respect of death, injury, or loss of or damage to property even if negligence on the part of the activity organiser is proven to have occurred.
Tour managers and local representatives are instructed not to act as agents in booking any alternative activities other than those approved by us. Any assistance they may offer at your request does not imply they have acted as an agent or that these activities have been approved and are offered for sale by the company.
Any personal data that you provide will be held securely and for the purpose you have provided it, in accordance with the Data Protection Act 1998. We may need to disclose personal data to a third party including countries outside the European Economic Area (EEA) for the purpose of providing your holiday. In addition, your data may be disclosed to regulatory bodies or public authorities such as customs or immigration for the purposes of monitoring and/or enforcing compliance with any regulatory rules/codes; and it may be used for marketing, offering renewals, research and statistical purposes and crime prevention.
By providing us with your personal data and contact details, you consent to the use of that data and to you being contacted by us or any company within our Group by post, telephone, e-mail SMS or other electronic means, to inform you about any products and services which it considers may be of interest to you unless you have stated otherwise. Where you provide information about another person, we accept it on the basis that you have their permission to give us access to their personal data (including any sensitive personal data) and that you have told them who we are and what we will use their data for, as set out above.
You can contact the Data Protection Officer in writing at any time to suppress contact for some or all products or for the right to access and If necessary rectify information held about you. EU Banned Carriers List: In accordance with Regulation (EC) No.2111/2005 we are required to draw your attention to the Community list of air carriers subject to an operating ban within the Community. The list is available at www.air-ban.europa.eu
Should you wish to cancel your booking, we will require notification by e mail or in writing. CANCELLATIONS CANNOT BE ACCEPTED BY TELEPHONE, NOR FROM ANYONE OTHER THAN THE PARTY LEADER.
Cancellation charges will be levied in accordance with the scale set out below, and will be a minimum of loss of deposit.
SHORT HAUL TOURS
Duration before which cancellation received Charge
Over 70 days Loss of deposit
56 - 70 days 60% of total cost
Within 56 days 100% of total cost
LONG HAUL TOURS
Duration before which cancellation received Charge
Over 180 days Loss of deposit(min £1500pp)
180 - 84 days 50% of total cost
Within 84 days 100% of total cost
If we are able to offer match tickets, we will advise this on our website or on your confirmation. Match tickets are obtained through agents and may NOT be at face value .Full payment is required at the time of confirmation. We cannot confirm where the tickets are located until they are received, approximately 1 week before the game. We will endeavour to obtain tickets close together but cannot guarantee as they are allocated by a 3rd party. Tickets are non refundable after being paid. If we are unable to obtain tickets we will advise at the earliest opportunity. However Tickets do not form a part of the package, and the inability to offer tickets does not entitle a refund of travel costs
Please note Robert Davies Sports Travel cannot be responsible for refunds of money due to cancellation of the match as a result of inclement weather, terrorism, disease, foot and mouth, pandemics, coronavirus or events beyond our control. The match does not form a legal part of the package offered. We also cannot be responsible if decisions are taken to play games to limited numbers of spectators or behind closed doors, as a result of the above events beyond our control, if the travel package is still able to be offered or is in progress.
19. - TOUR CHANGES -
Should a booked tour be postponed, then the tour would be automatically moved to the new dates. Should a tour be cancelled due to FCO advice preventing travel to a particular country, then the deposit paid would be refundable less an administration fee in line with ATOL guidelines and UK package travel regulations. Should a tour be cancelled by the relevant rugby authorities due to events beyond our control, then no refunds would be due if travel was still possible, as our tours would still go ahead. Any claims would then need to be forwarded to your relevant travel insurance provider.
The carriage of golf clubs or other large items is subject to approval and charges from the airlines. Please ensure we are advised at least 3 months prior to departure.
If we are supplying charter flights with your product choice you will be advised of final times approximately 2 to 3 weeks prior to departure. Scheduled flight times can change and it is your responsibility to ensure that your contact details are registered with the airlines should they wish to contact you near to departure.
We are not responsible for flight delays due to inclement weather, strikes, technical problems etc. We operate with fully licenced airlines and rules regarding compensation etc are governed by the laws of the country where your flight commences.
These will be issued 7/10 days before departure subject to all payments on booking being completed and a full list of names and passport details received. The tickets will show your confirmed timings. Lost tickets will be subject to a reissue (where agreed by the airline) charge of £50.
It is the responsibility of each client to ensure they have the required entry visas required for their tour. Details of these can be found on the Foreign & Commonwealth Office web sites. For more information, please visit the government websites at www.gov.uk/travelaware and www.gov.uk/foreign-travel-advice for your destination country. Certain areas of Africa require specific vaccinations. Some areas require anti-malaria medication. We are not health professionals. You should contact your GP for further advice.
Please call Robert Davies Sports Travel on 01656 773779 or e mail firstname.lastname@example.org to confirm your booking. You will need to forward a booking form with a non refundable £150 pp deposit for short haul or as advised at time of booking for long haul tours, usually £1500pp..(full amount 10 /12 weeks before departure or as advised). Please supply a full list of passengers travelling at the time of booking. Names must be exactly as shown on passport as airlines will charge for any incorrect names. Please indicate your preferred flight times on your booking form. We will endeavour to accommodate your request but cannot guarantee flight times.