TERMS AND CONDITIONS
Our Terms and Conditions
Terms used within these Terms and Conditions:
"We/Us" means Stags Vs Hens LTD or Stags Vs Hens Newcastle which is a trading name of Stags Vs Hens LTD
"You" means the person who has signed the Booking form and includes all the people on whose behalf you have signed
"Supplier" means the company or person that is holding or providing the event or any part of it
"the Event" means any accommodation, activity or function organised or advertised by us
"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 the company director.
2. Formation of Contract
No contract shall arise between you and us until we have received the deposit payable and we have sent to you written confirmation of our acceptance of your booking.
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 Stags vs Hens Ltd against any loss from individual failing to pay within your group. The lead name of the group is also responsible for ensuring that all group members are aware they are bound by our Terms and Conditions. It is understood that those booking via email or telephone agree to and accept our Terms and Conditions - written copies of which are available on request.
4. Payment & Deposits
Deposits are payable at the time of booking and the balance of payments are split into the following phases: A £50 non-refundable and non-transferable deposit is payable at time of booking by you to procure our services for you and your party. A second £50 non-refundable and non-transferable deposit per person within the party is due 14 days (Two weeks) after receipt of initial deposit. The final balance is to be paid no less than 35 days (Five weeks) before the date upon which your event is due to start. You can pay your final balance early, but these funds will be non-refundable and non-transferable. Failure to pay by this date may result in a late payment charge or partial loss of events. If you do not make your deposit payments by the due dates given, then you shall be deemed to have cancelled the event. Deposits are used by us to enter the contractual arrangements on your behalf and are non-refundable. Payments can be made with any major valid Credit Card or Debit Card.
5. Cancellation by Us
We may cancel the event or any part of it for the following reasons: If 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 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, or provide a refund to you of the cost to us of the event. Excepting the above we shall be under no further liability to you for cancellation of the event or any part of it.
6. Cancellation by You
If you choose to cancel the event once the booking has been made, you must contact us in writing at email@example.com and sent by the lead name of the group. You are not able to cancel part of your booking itinerary as the booking is taken as a whole for the group. Any cancelations more than 5 weeks prior to your arrangements will result in the total loss of all deposits, if you cancel with us within 5 weeks of the travel date then the cancellation fee is 100% of the total 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 an alternative event and if this is does not prove possible, a refund to you of the cost to us of the event.
If your booking includes accommodation, the named accommodation will remain confidential to Stags vs Hens Ltd and only be disclosed to you upon receipt of the secondary 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. The location of the accommodation we book is deemed centrally located at our discretion.
If you are unhappy with the location of the accommodation, we shall endeavour to move your booking to a more suitable accommodation, where possible, and you will be liable for any cancellation fees that apply to this move along with any increase in price for the new accommodation. In the event of overnight stays, you may be liable for a damage deposit to be paid directly upfront to the accommodation provider which will be the responsibility of the lead booker to organise, this will cover the accommodation provider in the event that there are any damages inflicted to the property by your group, without a damage deposit you may be refused entry to the accommodation and no refund will be due.
Breakfast is not included with accommodation bookings unless otherwise stated. The type of breakfast you will receive will be as stated on your itinerary. 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 cannot 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, which may be of a higher or lower standard, or make any other alterations to the event we shall inform you of the changes as soon as possible. If, in the view of Stags vs Hens Ltd, these changes are so substantial as to materially alter the event and you are unwilling to accept them then you may cancel the event and we will give a refund of the cost of the event to us. 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 may apply if the booking includes accommodation or an event which is number dependant.
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 directly with us, and these changes shall not be deemed accepted until we have confirmed in writing to you. You may amend group numbers up until five weeks prior to the date upon which your event is due to start, including (but not limited to) changes to the number of persons participating, arrival / departure dates and in the event of a date change a newly requested travel date should be no longer than 6 months from the original travel date and limited to 1 change per booking. All date changes are subject to an administration charge and may result in a difference in price due to supply and demand. Any changes made within five weeks of travel may be subject to an administration charge of £100.00 and will be dependent on the situation and if we are able to honour the change. 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, some suppliers we work with may have a dress policy and we will endeavour to inform you of any conditions the supplier may have however Stags vs Hens Ltd cannot be held liable in the event that the supplier refuses entry to the event or activity in the event you do not meet the desired requirements. It is your responsibility upon receiving the details of the booking to meet the expectations of the suppliers. It is also your responsibility to take out the adequate level of personal insurance that will cover you against any loss, injury or death whilst participating on any activities within your itinerary, if you do not take out an adequate level of insurance then Stags vs Hens Ltd reserve the right to cancel your participation at our discretion and no refunds will
be issued. However, if we allow your participation then you accept that Stags vs Hens will not be held liable against any Loss, injury or death incurred and that you accept to participate at your own risk. 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 are responsible for your own 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; If a problem is encountered prior to travel, we will attempt, wherever possible, to re-schedule the event instead of cancelling. If this is impractical or would materially change the agreed event, we will offer a refund to you of the cost to us of the event. Should any services that are booked through Stags vs Hens Ltd not be provided and it is proven that we or our suppliers are not at fault then Stags vs Hens Ltd shall not be held liable for any refunds or compensation. All the photographs and illustrations we use on our website and in literature we send you are for marketing purposes and may not entirely 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.
(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.
16. Promotions and Offers
Where offered one FREE place shall be allocated to both Hen & Stag parties as long as each booking meets the minimum of 12 guests paying the full per person package price over a 2-night minimum stay including accommodation. Where offered a FREE “Geordie Bar crawl” or FREE “Night life Pass/s” will be allocated to each person in your party as long as the booking meets the minimum requirements of a 2-night stay with accommodation. In the event that the Stag and Hen both book a package deal with us (2 nights minimum including accommodation and activities) we shall offer a £50.00 voucher per party (£100 total) that can be used against your booking, this holds no monetary value.
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.
18. Extraordinary and unavoidable circumstances
Except where otherwise expressly stated in these booking conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by unavoidable and extraordinary circumstances which we or the supplier(s) of the service(s) in question could not avoid even taking all reasonable measures. To avoid any loss of funds through extraordinary and unavoidable circumstances we recommend taking out personal Travel Insurance. These events can include, but are not limited to war, threat of war, civil strife terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our or the supplier(s) control. Advice from the Foreign Office to avoid or leave a particular country may constitute unavoidable and extraordinary circumstances.
19. Changes to these Terms and Conditions
We may need to make changes to these Terms and Conditions at any time. 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.
Any photography used by us is for illustrative purposes only and does not necessarily feature the venue or equipment you will be using.
It is the responsibility that the lead name/booker ensures everyone in the party has sufficient insurance to cover them whilst travelling. As a minimum Insurance must cover your losses sustained as a result of cancellation, medical issues and repatriation in the event of accident or illness. You must ensure that the policy you purchase is suitable for your confirmed arrangements with us including hazardous activities. If you choose to participate without an adequate level of insurance, then it is agreed that Stags vs Hens Ltd will not be held liable for your participation and therefore for any losses or for any injury arising. You and your group will participate at your own risk.
It is the responsibility of the Lead name/booker to disclose any prior existing medical condition or dietary requirements of everyone in the party, if an incident were to occur then Stags vs Hens Ltd accept no responsibility unless otherwise stated. Our local suppliers and Stags vs Hens Ltd hold the right to refuse any individual participation in an activity where we feel you may be at risk of injury, under the influence of alcohol, drugs or the consumption of any other substances and no compensation or refunds will be due by us.
23. Covid-19 (Corona Virus Disease 2019)
Only In the event that the suppliers used to fulfil your booking can not operate in safe conditions or under rules set out by the UK Government you will be entitled to transfer your entire booking free of charge to any date within 12 months or entitled to a refund of the full cost of your arrangements. In the event that a party member becomes ill or decides to cancel unless we state otherwise, you will be subject to our normal cancelations policy as per section 6 of these terms and conditions, we encourage all members of your party to take out personal insurances that will cover you in the event of ill health as per section 22 of these terms. Whilst we take every precaution with regards to preserving the health, safety and wellbeing for all of our customers, Stags vs Hens Ltd cannot be held responsible in the event of illness, death or any loss to you due to Covid-19 whilst on your travels, it will be your responsibility to making sure you have adequate insurance protection to cover you on your arrangements with us.