Booking Conditions

(effective 24th September 2018)

In order to avoid any misunderstanding when booking your tour, we have set out the terms and conditions under which we operate. In these booking conditions "we" or "us" mean Sports Tours Overseas Ltd also referred as STO Travel and "you" means the Tour Organiser who MUST be a member of the touring group. All tour correspondence must be conducted by the named Tour Organiser or an officially appointed representative in writing on his/her behalf.

FINANCIAL PROTECTION
The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under ABTOT Combined and The Package Travel and Linked Travel Arrangements Regulations 2018 for Sports Tours Overseas ABTOT number 5397, ATOL number 11485, and in the event of their insolvency, protection is provided for the following:
1.    Non-flight packages;
2.    Flight inclusive packages that commence outside of the EEA, which are sold to customers outside of the EEA; and.
3.    Flight inclusive packages, flight only and linked travel arrangements (LTAs ) sold as a principal under ABTOT Combined.
Full details of our bonding is detailed under section 17 of the booking conditions.

1 BOOKINGS AND PAYMENTS
We MUST receive a completed signed Booking Form for all touring groups together with deposit(s).
1.1. How to make a flight booking
1.1.1. Flight booking deposits will vary depending on the airline we use. At the time of booking we require a non-refundable deposit of the amount stated on your tour quote. The full balance of all flight tours must be received by us at least 10 weeks before the departure date unless subsequent arrangements have been confirmed in writing and or on your confirmation invoice. If an interim payment is required we will advise this on your confirmation invoice and at the time of booking.
1.2. How to make a non-flight booking
1.2.1 When making a non-flight booking we require a deposit of £500 per touring group. In addition, a separate interim payment of £40 per person is required within 6 weeks of us receiving your group deposit payment. Final balances must be received at least 8 weeks before the departure date unless subsequent arrangements have been confirmed to you at the time of booking and on your confirmation invoice.
1.2.2 In some cases a higher deposit and/or interim payment may be required to secure your tour. We will notify you prior to booking the amount and the date by which it is required.
1.3. Information relevant to all bookings
When you submit your Booking Form, you are confirming that:
1.3.1. You are over 18 years of age;
1.3.2. You have the authority to book on behalf of all members of the touring group (or the parents/guardians of all members of the touring group if any members of the touring group are under 18); and
1.3.3. All members of the group accept these terms and conditions and your position as Tour Organiser.1.4. Booking becomes binding
Your booking is accepted, and a legally binding agreement between you and us is formed only when we have processed the Confirmation Invoice. Please check all the arrangements made and notify us in writing of any discrepancies within 7 days of receipt.
1.5. Final arrangements and payments
1.5.1. You must make all payments as per the schedule outlined in your Confirmation Invoice. If we do not receive payments as per your schedule you will incur an administration charge of £25 per booking and we reserve the right to cancel your booking. If we DO have to cancel your booking, you will be liable for the costs of the tour booked in accordance with the cancellation procedure set out at condition 3.
1.5.2. You must supply us our completed A.P.I (Advanced Passenger Information) form detailing the full names, date of birth and passport numbers of the full touring group by the date specified by your STO Travel agent.
1.5.3. If you apply to add any members to your touring group less than 8 weeks before departure date, any such persons must be paid for in full (including insurance and any other add-ons), at the time of the application. However, we cannot guarantee that you will be able to add additional members to your touring group.

2.    CHANGES BY YOU
2.1. Request for changes
The price of your tour is based on the number of people in your touring group on the signed Booking Form. Any alterations in numbers, including name changes & reductions or increases in numbers must be made in writing, by email or via www.stotavel.co.uk under 'my itinerary' secure dedicated login section. Although we will make every reasonable effort to fulfil your requests we cannot guarantee this service. If you are substituting or adding members to the group, the additional members must confirm that they agree to be bound by these terms and conditions and pay any relevant fees associated with the request as detailed on your confirmation invoice.
2.2. Flight bookings criteria
2.2.1. Airlines, whose fares are in some cases non-refundable, may consider a name or other change to an existing booking to be a cancellation and re-booking, with up to or in excess of 100% of the price being the cancellation fee.
2.2.2. Upon issuing a name change there may be a surcharge as the price of the package will be dependent on the availability and pricing of the seat on the flight at the time of the change to the booking.
2.2.3. Name changes cannot be guaranteed and are wholly dependent on the contracted airlines' booking conditions.
2.2.4. You will be liable for all additional costs incurred as a result of the proposed alteration to your touring group. We will inform you of all associated costs at the time of your request and prior to you making any commitment on behalf of your touring group, following which you can decide whether or not you wish to proceed with the change(s). If you choose not to proceed with the change(s), the original price will remain payable.
2.3. Non-flight bookings
2.3.1 Following receipt of your list detailing the names of the touring group you can apply to make name changes in accordance with Condition 2.1 up to 14 days prior to departure with no extra charge.
2.3.2 Within the period of 14 days prior to departure you will be liable for a £20 administration fee as a result of your application to make any accepted amendments to your booking. In these cases, we will inform you of any additional costs prior to you making any commitment on behalf of your group.
2.3.3 Any name change requests cannot be completed until you have updated your A.P.I list with all the required information.
2.3.4 We cannot guarantee that our sub-contractors (e.g. airlines) will accept any alterations.

3.    CANCELLATION
3.1.    By you
3.1.1.    Cancellations must be sent in writing by the Tour Organiser and will only be effective upon the date we receive it.
3.1.2.    You will receive a Cancellation Invoice from us within 7 days of receipt of your cancellation notice. This will confirm the cost of cancellation, comprising all losses and costs sustained by us as a result of your cancellation, which will be minimised and is based on the following MAXIMUM rates:
More than 56 days –Deposit & interim payments.
14    to 56 days – 75% of tour cost.
Less than 14 days – 100% of tour cost.
3.2.    By us
We reserve the right to cancel a booking where:
3.2.1.    a deliberate false statement has been made by you; or
3.2.2.    persons other than registered members of the touring group are found to occupy accommodation or transport.
3.3.    Effect of Cancellation
3.3.1.    In the event of a cancellation, we will endeavour to resell the package. However, our tours are specialised and you acknowledge that it may, therefore, not be possible for us to do so.
3.3.2.    Where you or us cancel under Condition 3.2, if the cost of cancellation is greater than the sums you have already paid to us, we will require payment within 14 days of the date of the invoice which we will render to you.
3.3.3.    If we cancel for any reason other than under Condition 3.2, the provisions of Condition 4.2 shall apply.

4.    CHANGES BY US
4.1. Most tour arrangements are made many months in advance and, although infrequently, occasionally we may have to make a change. This could be a MAJOR change (Scheduled Transport altered by more than 12 hours; significant principal resort or accommodation material alteration, change of UK airport except change of London airports), or a MINOR change, which will not materially affect your tour.
4.2. For a MAJOR change you will be notified of such change and then have 7 days to choose between the options of:
4.2.1. Agreeing to a substitute tour (which will be of equivalent quality) if we are able to offer one at no additional cost to you;
4.2.2. Agreeing to a substitute tour (of lower quality) if we are able to offer one together with a refund of the difference, or
4.2.3 Agreeing to a substitute tour (of higher quality) if we were able to offer one and you agree to the changed cost of the package.
4.2.4 Cancelling the tour and receiving a refund of the full price.

5.    FLIGHT TIMINGS
The flight timings on your Confirmation Invoice are determined by the timings supplied to us by the contracted airline and can be subject to alteration by the various foreign and UK Airport Scheduling Committees or for operational reasons. Clients are advised to confirm their departure and return times 24 hours in advance with the relevant airline or airport to avoid any disappointment. As soon as we are notified of any changes, we will inform the Tour Organiser.

6.    PRICE GUARANTEES
6.1.    Surcharges
We confirm that up to 30 days before departure date the price of your tour will not be subject to surcharges except for:
6.1.1.    Variations in transport costs, including but not limited to the cost of fuel; and
6.1.2.    Variations in dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports.
6.1.3.    Variations in currency exchange rates where the currency rate has devalued by more than 5% from date of booking.
Within 30 days of your departure date the price of your tour will not be subject to any such surcharges.
6.2.    Reduction
If the surcharges set out at Condition 6.1 are varied downward then the price of your tour will be reduced accordingly and any refund due paid to you or credited against the outstanding sum due to us by you in relation to your tour or otherwise.
6.3.    Variations of less than 2% of the price of the tour
If the surcharges set out at Condition 6.1 mean that the cost of your tour goes up, we will absorb and you will not be charged for any increase equal to up to 2% of your tour price. You will only have to pay any increase over and above that 2% of the tour price
6.4. Variations in excess of 10% of the price of the tour
If the surcharges set out at Condition 6.1 mean that your tour price will increase by more than 10%, you will be entitled to cancel the tour and obtain a full refund less any charges or costs incurred by us in accordance with the cancellation provisions set out at Condition 3 above. Cancellation must be in writing and received by us within 7 days of notification of the increase in the tour price.

7.    DAMAGE, DELAYS, DISRUPTION OR LOSS
7.1. There is no guarantee that flights, ferry crossings, coaches, trains or any other transport will depart at the specified time. During any delay, we will use our reasonable endeavours to arrange for the sub-contractor to provide appropriate meals, but we will not guarantee or make such provision ourselves.
7.2. Abandonment of the tour by members of the touring group because of delays, that adversely affect the purpose of the tour, will be regarded as cancellation by you.
7.3. The tour organiser must ensure that all members of the touring group are available for departures as specified in the itinerary. We cannot accept responsibility for missed departures or be liable for any claims made on this basis.
7.4. In the unlikely event of delay due to contracted transport mechanical failure, please follow the procedures as detailed on your Sports & Travel Insurance policy.

8.    TOUR ITINERARY
8.1. To the best of our knowledge and belief, all information given is accurate at the time of publication. We do not own or control the provision of amenities, attractions and facilities, and they are therefore subject to change or cancellation without notice. In the event that such alteration or cancellation is a MAJOR change, the remedies set out at Condition 4.2 will be available to you.
8.2. Sporting fixture arrangements are made in good faith. In the event of late changes or cancellations due to circumstances beyond our control (e.g. pitch safety, weather, etc.) we will endeavour to make suitable alternative arrangements as soon as practically possible although we cannot guarantee this.

9.    SUB-CONTRACTORS' CONDITIONS
9.1. We do not own the accommodation, sporting or transport services provided for your tour and therefore all contracts made on your behalf are subject to the conditions imposed by the sub-contractor. Where relevant, these will be detailed on your final itinerary.
9.2. Some hotels or accommodation providers may require a deposit on arrival, to cover any possible damage. This is a private arrangement between the Tour Organiser and the sub-contractor over which we have no control. It is however our policy to use hotels that understand the needs and culture of sporting groups and therefore do not generally require any form of deposit or bond. We will always take notice of your booking form preferences but accommodation will be the most appropriate for your needs.
9.2.1 by agreeing to our terms and conditions you provide us consent to provide any relevant data from the A.P.I list to our subcontractors for the purpose of your tour booking.

10.    BEHAVIOUR AND COMPLAINTS
10.1.    Behaviour
Your safety and that of fellow passengers/guests is of prime importance. Our sub-contractors have codes of conduct concerning reasonable behaviour. If any member of the touring group is disruptive, dangerous, in breach of any applicable local laws, or unfit to travel due to alcohol, drugs or otherwise, this may result in the return home of the offender or at worst the entire touring group. In these circumstances you will be responsible for all losses and costs incurred by us and whilst we will endeavour to minimise our costs and losses we cannot guarantee that you will receive a refund of all or any of the price of the tour.
10.2.    Complaints
We hope that you will be pleased with your tour. However, if you have any cause for complaint that cannot be reasonably dealt with at the time, please let us know in writing, within 14 days of your return, to enable us to investigate. You will also be sent an online tour questionnaire for completion, to help us give you continued satisfaction. If we cannot resolve matters to your satisfaction, you are advised to refer the matter to an independent arbitrator of your choice.

11.    HEALTH, SAFETY AND MEDICAL ISSUES
11.1. Availability of facilities
Sub-contractors and resorts have a legal obligation to adhere to and enforce applicable legislation. If any member of the touring group has a medical problem or disability that may affect tour arrangements and requires special facilities, you must give us written details when booking. We can then assess suitability for that person and for the other members.
11.2. Special requirements
Special requests, e.g. dietary requirements, should be made at the time of booking. We cannot guarantee that any requests will be fulfilled; neither can we accept bookings that are conditional upon such requests.
11.3. Reporting of accidents
Any accident or injury that occurs on tour should be reported to us in writing within 7 days of your return, even if you do not make an insurance claim. This helps us to monitor safety standards and improve our services to you.

12. PASSPORT / VISA REQUIREMENTS
You are responsible for ensuring you and your group have the necessary passports, visas, ESTAS and any other required documentation. All members of your group will need a full 10-year passport to travel overseas, valid for at least 6 months prior to travel [and with a minimum of 6 months until expiry from the date of your return]. Passport applications should be made well in advance of departure, and children under 16 should have their own individual passport. If a member of the touring group changes their name after booking but before travel, we MUST be informed, as all documentation has to be accurate. You will be liable for any losses or costs incurred as a result of such change(s). You may have tour members who are not British nationals and hold foreign passports. If this is the case, or if your tour is to a non-EC country, visas may be required. We cannot assist with this facility and you should allow several weeks for the application process via the relevant Embassy.

13. SPORTS & TRAVEL INSURANCE
13.1.    Requirement for insurance
You must have Sports & Travel Insurance for all group members and that the policy covers at least the package offered by us. A Summary of Cover is enclosed with your quotation and further copies are available on request. You must either take our insurance or arrange a policy for your group giving equivalent or better cover. If you take our insurance, cover will be applied to your booking upon receipt of your premium and completed A.P.I. If you arrange your own cover, full details -including policy number and insurer - MUST be given at the time of booking. If you cannot supply proof we will arrange cover for your group at the rates listed and add the charges to your invoice.
13.2.    European Health Insurance Card
If you are travelling within the European Union is your responsibility to ensure that all UK passport holding members of the touring group obtain a European Health Insurance Card. Visit www.postoffice.co.uk for further information.

14. DATA PROTECTION POLICY
In order to process your booking and to ensure that your travel arrangements run smoothly we may need to use the personal information that you provide to us, such as names, addresses and any special needs or dietary requirements etc. We will take responsibility for ensuring that proper security measures are in place to protect your information. However, we may have to pass your information on to relevant sub-contractors in the best interests of your group. The information may also be provided to security or credit checking companies, public authorities (such as Customs or Immigration) or as required by law. When your tour is outside of the European Union controls on data protection may not be as strong as the legal requirements in the UK. We will not pass your information on to any person who is not responsible for any part of your travel arrangements. This applies to all information you have supplied to us including details of any disability or dietary/religious requirements. Your data controller is Sports Tours Overseas Ltd and you are entitled to a copy of your information held by us.
Our privacy policy document explains how we, STO Travel, collect and use your personal information. In it we explain the types of information we collect, how we collect it, what we use it for and who we may share your personal information with. We also let you know what rights you have over your information.

15.    JURISDICTION
Your contract with us and any matters arising from it is governed by and construed in accordance with English law, and is subject to the exclusive jurisdiction of the courts of England and Wales.

16.USE OF PHOTOS AND COMMENTS
By agreeing to these terms and conditions you acknowledge that we (STO Travel) or our suppliers may use any photo(s)/image(s)/ Video(s) we or someone on our behalf take of you and may use any comments (written or verbal) you make in relation to your tour for promotional and marketing purposes by means of website, brochure. Social media or any other relevant without obtaining your further specific permission or making any payment to you. Such use may include mentioning your name, age, town / city / area of residence and the club you play for.

17. BONDING AND FINANCIAL PROTECTION
ABTOT Combined cover provides for a refund in the event you have not yet travelled or repatriation if you are abroad.  Please note that bookings made outside the EEA are only protected by ABTOT when purchased directly with Sports Tours Overseas Ltd.

In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here:  https://www.legislation.gov.uk/uksi/2018/634/contents/made
When you buy an ATOL protected flight or flight inclusive holiday from us, you will receive an ATOL Certificate.  This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
The price of our ATOL-protected flight inclusive Packages includes the amount of £2.50 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices.

We, or the suppliers identified on your ATOL Certificate or holiday itinerary, will provide you with the services listed on the ATOL Certificate or itinerary (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 or supplier 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 or supplier 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 or supplier. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder or supplier, in which case you will be entitled to make a claim under the ABTOT Combined scheme. If we, or the suppliers identified on your ATOL certificate or holiday itinerary, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder, alternative supplier or otherwise) for reasons of insolvency, ABTOT Limited may make a payment to (or confer a benefit on) you under the ABTOT Combined scheme. You agree that in return for such a payment or benefit you assign absolutely to ABTOT Limited 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 ABTOT Combined scheme.

For further information visit the ATOL website at http://www.atol.org.uk or the ABTOT website at www.ABTOT.com

Changes to these bookings may be made at any time by a Sports Tours Overseas Ltd Director.