TERMS AND CONDITIONS:

It is important that you read the following booking conditions before you book. It is also important to understand that these conditions apply for all bookings whether you have chosen to read them or not, and are applicable for all members of your group. These conditions are available and freely accessible on our website. We also draw your attention to terms and conditions at point of booking verbally, via email and within our communications to you either in full or abbreviated or with directions and hyperlinks directing you to access them. By paying the non-refundable deposit you acknowledge that you understand our booking terms apply and agree to these terms. The booking conditions are binding when your booking is accepted and confirmed in writing via email, letter or fax to either yourself or your agent.

1. YOUR CONTRACT WITH US
To secure a booking, we, or our agents, require a non refundable deposit as notified at time of booking. All bookings are made and accepted as a group booking and the person placing the booking is deemed “Group Leader”. The Group Leader is bound by these terms and assumes all responsibility to settle the balance of the invoice before the due date. We reserve the right to decline a booking at our discretion. The group leader is required to complete a booking form either written or online.

2. PAYMENTS
The Group Leader is responsible to ensure all monies due are collected and paid on time and that everyone within the group is aware of our terms and conditions. Payment can be made in two ways:

(a) Group Payment: An initial deposit of 25% can be made to secure a booking, followed by one payment for the entire group before the due date, made by the Group Leader only. If the commencement date of the booking is within 30 days, full payment must be made at time of booking.

2.1 Balance payments are due no less than 28 days prior to commencement of the arrangements booked. Your booking may be cancelled if full payment is not received by the due date, in which case deposit and part payments will be forfeited. A charge of £20 will be made for any balances paid after the due date. We will not be liable for any changes that may have to be made as a subsequence of late payments if, at our discretion, we agree to operate the tour or itinerary should payments be late. Late payments may adversely affect the arrangements of the tour or itinerary, and in such cases we will not be held responsible.

2.2 Under all circumstances; all deposits, part payments, insurance premiums, treatments, theatre or show tickets, administration charges, service fees and prepaid flights or transfers are non refundable and non transferable.

2.3 Payments are accepted by credit or debit card

2.3.1 Cheques are only accepted if the group leader is making one payment on behalf of the entire group. Individual cheque payments are not accepted.

2.431.1 We may cancel the reservation if a promised cheque is not received or does not clear upon presentation. In the event of non-clearance of a cheque you will pay a charge of £25 to cover administration and bank charges.

 3. ITINERARIES
By utilising our wealth of professional experience, itineraries and itinerary timings are planned to provide the best and most hassle free experience possible according to the availability of the services at the time of booking. By entering this contract the client agrees and accepts that our itinerary recommendations and planning, including venues, timings and durations are final once a travel pack is issued, and no requests to alter or amend timings can be accepted once the balance has been paid. Whilst we will endeavor to accommodate any specific requests with regards timings and dates prior to the travel pack being issued or final invoice being settled, these cannot be guaranteed if they differ from our original itinerary, and requests cannot be accepted within 28 days prior to the commencement of your arrangements. We are not responsible for the smooth running of your itinerary if you do not adhere to our planned timings and dates or our and our representatives instructions whether written or verbal.

4. CHANGES
4.1 Changes by You
All changes must be requested directly with Ice Cube or our approved Agents and not with suppliers. If you make changes directly with suppliers, you may incur costs from both the supplier and from Ice Cube, and in such circumstances you agree to pay our costs and indemnify us against any costs raised by our suppliers.

4.1.1 Changes to the original booking must be confirmed in writing by the Group Leader and must be accompanied by an administration fee of £20 per amendment in addition to the cost of any extra services required.

4.1.2 A change of departure date or destination or itinerary that is different to that originally booked must be requested in writing by the Group Leader and must be accompanied with an administration fee of £40, plus any additional costs of services or cancellation charges.

4.1.2.1 This type of change cannot be made within 14 days of commencement of your booked arrangements. All requested changes are subject to availability and if the change is not possible, the booking will not be changed and will be treated as being facilitated by ourselves within these terms.

4.1.2.2 If we are unable to make the requested change, the administration fee will still be chargeable to compensate for our time spent ascertaining the details and availability of the request. We reserve the right to apply the cancellation charges as set out for the original itinerary.

4.1.3 Whilst every reasonable effort will be made to accommodate changes and additional requests their availability cannot be guaranteed.

4.2 Group Size Amendments
We are experts in organising groups and group itineraries and we fully understand that people drop out after saying they will attend. Once you have paid your deposit and / or subsequent part payments, we must have a confirmation of group size within 14 days of booking, providing you are not within 14 days of the balance due date. Any amendment of group size during this period will not incur cancellation charges in addition to point 2.3.

4.2.1 We will assume you have confirmed the group size 14 days after booking if you have not informed us in writing of any changes of group size within that period, and these terms shall relate to the group size confirmed to us at that stage.

4.2.2 Any additional people to the booking shall be facilitated, subject to availability and costs applicable at the time of booking. If the costs have increased between time of original booking and adding extra people, you are liable to pay for the updated available charge.

4.2.3 The addition of extra people, when available, will not incur our amendment charge, however all other related charges, and subsequent changes will be applicable to the additional persons.
 

4.3 Changes by us
While Ice Cube will use its best endeavours to operate all the tours and arrangements as advertised and booked, by entering this contract the client accepts that it may prove necessary or advisable to vary or modify an itinerary or its contents due to prevailing local conditions. Ice Cube reserves the right at any time to cancel or change any of the facilities, services or prices, including and not limited to, accommodation, activities, restaurants, entertainment venues, transfers and to substitute alternative arrangements of comparable monetary value without compensation and accepts no liability for loss of enjoyment as a result of these changes.

4.3.1 If we cannot provide an experience or activity due to inclement weather conditions, we will provide you with a credit voucher exchangeable within six months, but we will not give you a refund.

4.3.2 If a major change is known to us, you will be told at the time of booking. If a major change becomes necessary after time of booking, we will endeavour to inform you as soon as reasonably possible if there is time prior to commencement of your arrangements providing you have given us all the necessary contact details we require.

4.3.3 The definition of a major change will depend on the individual itinerary and circumstances. Usually a major change is when we have to change a destination or dates to ensure the itinerary proceeds. When a major change is made, you will have the choice of accepting the change of arrangements or purchasing alternative available arrangements from us. Depending on the circumstances and timing of the major change, you may receive compensation as detailed and limited to within clause 4.4

4.4 Compensation
For itineraries that consist of at least 2 nights accommodation and a daytime pursuit:

Provided a major change is not because of force majeure and providing the balance has been paid in accordance to our terms and conditions; compensation will be limited to and paid as follows:

Period of Notification prior to commencement:           Compensation per group

More than 21 days                                                    Nil
20 – 7 days                                                              £150
7 Days to commencement date                                 £250

For itineraries consisting less than the minimum requirement to constitute an operated package as above, zero compensation will be due.
Force majeure is war or threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flight or rail transport by airline or rail operator, the alteration of flight paths, aircraft type or any other event that is beyond the reasonable control of Ice Cube.

5. SUBSTITUTION OF CLIENT
If any member of your party confirmed after 14 days after booking is prevented from participating or travelling because of the death, injury or serious illness of that person, close relative or friend, redundancy or jury service it may be possible to transfer the booking to another suitable person provided that written notice is given at least 21 days prior to departure. Our administration fee will be waived in such circumstances if evidence can be provided, however any costs imposed by our suppliers will be passed on.

 6. CANCELLATION
No employee of Ice Cube other than a Director has the authority to vary or omit any of these terms or promise any discount or refund.

6.1 Cancellation by you
Once your booking has been confirmed cancellations can only be accepted in writing from the group leader. Providing payment has been made according to these terms, we will refund to you the final invoice amount less the cancellation charges as detailed below. Cancellation charges will apply based on the date we receive written notification of cancellation of the whole booking. You are not able to cancel part of your original booking itinerary:

 Period of Notification prior to commencement:           Cancellation Charge

More than 31 days                                                     Loss of Deposits as informed in clause 2.3
30 – 21 days                                                              clause 2.3 plus 70% of the balance of total invoice
20 – 14 days                                                              clause 2.3 plus 90% of the balance of total invoice
Less than 14 days to commencement date                  clause 2.3 plus 100% of the balance of total invoice

6.1.1 No refunds will be made or credit notes issued if you or any group members choose to leave your tour or arrangements early or choose not to participate or utilise any of the included services.

6.2 Cancellation by us
Weekends Uncovered reserves the right to cancel any itinerary and tour, (before commencement of the arrangements), due to force majeure, health concerns, war or threat of war, civil unrest, acts of terrorism, strikes, industrial disputes or any other reason outside the control of Ice Cube that we in our absolute discretion may determine.

6.2.1 In such circumstances you will be informed of the cancellation and a full refund of monies paid to us will be compensated, or credit will be issued and this will be the extent of our liability.

6.2.2 We will not cancel any booking, except for reasons of force majeure, less than 21 days prior to commencement of the arrangements, tour or itinerary, providing full payment has been received in accordance with these terms.

6.2.3 If an itinerary is not able to proceed, we will establish alternative elements as a preferable substitute to cancellation to a like for like or greater value and it is agreed that you will accept this when offered. In the unlikely event that we are unable to make alternative arrangements and do have to cancel your booking within 21 days of commencement, we will offer a full refund or credit note of monies paid plus compensation as outlined in clause 4.4. This shall be the limit of our liability.

7. PRICES & PRICE CHANGES
Our prices include any discounts, incentives, administration and service fees that we may pass on to you and you are liable to pay our prices as agreed at point of sale and subsequently for any changes.

7.1 By booking you agree to pay the prices quoted at time of booking and these prices will not increase providing there have been no changes to your reservation, except in circumstances where there are variations in the following costs which we will pass on to you: transport costs, including costs of fuel, government action (including taxes, surcharges, fees) major fluctuation in exchange rates.

7.2 Prices displayed in brochures, communications, websites and advertisements are all available and may be subject to limited availability, date restrictions or conditions and qualification in addition to these terms, notified to at point of sale or from time to time according to said promotion or restrictions.

8. TRAVEL INSURANCE
Travel Insurance is required for every group member traveling on itineraries organised by Weekends Uncovered. You may provide your own insurance that holds the correct cover for your and your group’s participation in the itinerary. You should ensure that any insurance policy covers personal accident, medical and emergency evacuation, loss of monies and participation in your chosen activity or dangerous sport.

Alternatively you may effect cover from insurance that we provide at the rates explained to you at time of booking. Full benefits are detailed in the master policy and you have 7 days cooling period after purchasing insurance to return the policy and only in this circumstance can you receive a refund of premium if you have good grounds to declare the policy is not suitable for its purpose.

9. PARTICIPATION
If you decide not to take out travel insurance suitable for your arrangements independently, you hereby agree to indemnify us against any claim of loss or injury, and you and your group members participate entirely at your own risk.

9.1 If you do not effect insurance cover, Ice Cube may cancel your participation at our discretion and no refunds will be due. If we decide not to cancel your reservation, it is on the agreed basis that we shall not be liable for your participation in the itinerary and you participate entirely at your own risk.

9.2 Certain activity providers may insist you sign an insurance indemnity and waiver form; therefore you participate at your own risk, and we shall not be liable for your participation.

9.3 Participation in activities that are not booked as part of the itinerary or has been booked independently of the reservation will not be the responsibility of Ice Cube and we shall not be liable.

11. YOUR RESPONSIBILITY
11.1 Reasonable Behaviour

The best policy is to enjoy your arrangements without causing distress, annoyance or damage to third parties. Traveling in a group may require some compromise to accommodate the different desires and abilities of group members and other groups and third parties. By booking with Ice Cube, the Group Leader agrees to accept responsibility for each of your group members and undertake to conduct yourselves in a manner conducive to positive dynamics. If you or a group member acts in a manner that threatens or disrupts the safety or enjoyment of others and third parties, we or our suppliers or representatives or agents may, at our discretion cancel your reservation without notice and from immediate effect. You may be required to vacate accommodation without notice. No refunds will be given.

11.1.1 You must adhere to any on site conditions of use instructions given by suppliers of or representatives of Ice Cube and a breach may result in immediate cancellation of all or part of the reservation without notice and no refund will be due.

11.1.2 In the case of overnight stays you must deposit with the hotel management a valid credit card authority to cover extra costs or breakages or damage attributable to your group, and you may be refused entry to the accommodation without it and no refund will be due.

11.1.3 To facilitate this it is a condition that the group leader must sign and return to us our “Accidental Damage Form” prior to commencement of your arrangements which will be forwarded to the Accommodation upon request. The form will not be used and will be destroyed within 14 days of satisfactory departure.

11.1.4 Some properties may impose a behavioral bond in the form of cash. We recommend you gain a receipt if this is the case.

11.1.5 At the sole discretion of the accommodation managements; you may not be permitted to stay at the accommodation if you do not either sign the Accidental Booking Form or deposit the required bond, and no refund will be due.

11.1.6 We are not responsible for the handling of security deposits or behavioral bond and any transaction is limited between you and the accommodation provider.

11.2 Health

You must notify us of any medical conditions of any group member that may affect their participation. At the discretion of ourselves or our representatives, suppliers or agents who determine that you or a group member(s) are not fit to participate in any part of the itinerary due to poor, inadequate or deteriorating health and fitness or excessive alcohol or drug consumption, that part of the itinerary will be cancelled and no refunds will be due.

11.3 Complaints

Although the quality of our arrangements is high, sometimes things may go wrong. Should you have a complaint about any aspect of your travel arrangements, please ensure you raise the issue immediately and in a polite fashion to the supplier concerned. Any issue should be resolved at that time. If the problem is not solved to a reasonable and satisfactory solution, you must forward your complaint with supporting evidence to us within 7 days of returning. We will then investigate on your behalf. Failure to raise issues with us within this time frame will adversely affect our ability to investigate with the aim to resolve any issues. We are not able to investigate problems unless they have been raised directly with the service provider at the time. We will reply to your complaint within 28 days.

11.4 Travel Advice

You understand, and accept, that the standards of conditions and services in the destinations, countries or regions to be visited on one of our booked itineraries including but not limited to; medical facilities, accommodation, transportation and communications, may possibly be lower than those you would expect at home. You acknowledge that this can increase your personal risk and you accept this risk.

12. OUR RESPONSIBILITIES
12.1 Should services booked not be provided we will pay no refund or compensation if there has been no fault on the part of Weekends Uncovered or its suppliers and the reason for the failure in the arrangements was the clients fault, the actions of a third party unconnected with the arrangements or could not have been foreseen or avoided by Ice Cube or its suppliers even if all due care had been exercised.

12.2 Where the client suffers death or personal injury; as a result of an activity forming a part of itinerary arrangements booked with Ice Cube, we do not accept liability if there is no fault of Ice Cube’s or our suppliers part or the cause was the clients fault, the actions of a third party unconnected with the arrangements or could not have been foreseen or avoided by Ice Cube or our suppliers, representatives or agents even if all due care had been exercised.

13. PRESENTATION
In preparing the details of any facilities to be presented in our brochures, publicity material, websites and other forms of communication to display our products and services;

13.1 we have relied upon information provided by our suppliers. All photographic and pictorial references are purely representative of the facilities and products and will be accepted as such. Whilst we believe any representations to be true we cannot accept liability for any false representation or breach of implied warranties of any kind as to the facilities on offer and we shall not accept liability for any loss arising from any cause save to the extent that we have been in breach of these terms and conditions. In any event our liability will be limited to the amount of the total cost of the reservation less any insurance premiums.

14. AGREEMENT
This is the sole contractual agreement between you and us and may not be varied save by concurrence of both of us and confirmed in writing by a Director of Weekends Uncovered. This agreement is governed by English Law and shall be subject to the jurisdiction of the English Courts.