Booking Terms & Conditions
The following terms and conditions should be read carefully before making a booking. If you have any questions or queries, please get in touch and we’ll be happy to talk through them, you can email us at email@example.com or ring our UK Office on 0333 5773221.
BOOKING TERMS AND CONDITIONS V.3
Last updated on June 27th, 2022
The following Booking Terms and Conditions form an integral and substantive part of the booking agreement between the Company (Challenge Tri Camp ltd) and the Client. The Training Camp is hereinafter referred to as the “Camp”
An initial deposit of 30% of the total booking paid by bank transfer is required upon booking via our web site. Once we have received your deposit and booking form, we will confirm your booking with the hotel and in turn confirm your booking with the you. Once we receive your booking form you have 14 days to cancel your booking and we will return your deposit and cancel your booking. After 14 days from the date we send you your booking confirmation your deposit is non-refundable and non-transferable.
The total balance of the trip is to be paid 10 weeks prior to your arrival. Non-payment of the outstanding balance at 10 weeks will result in the loss of the deposit and the booking cancelled, if you have made interim payments before the 10 week deadline but fail to make the final payment at the 10 week deadline you will lose the total amount you have paid and your booking will be cancelled.
Flights, transport, transfers, bike hire and personal insurance of any kind and hotel tourism tax, and any meals/drinks outside of the half board hotel arrangement are not included in the price of any booking. The tourism tax is to be paid at the hotel reception normally on departure. To confirm the Company is not a Package Travel or a Linked Travel provider.
Cancellation and Changes by the Client
Cancellation must be in writing (e-mail is fine). We will contact you by email to confirm your requests. Sending request of cancellation by recorded delivery is advisable but please check before sending to which address is best. You will be liable to pay the balance of the monies in full if you do not notify the Company of your intention to cancel 10 weeks prior to your arrival date on Camp. Please note that if you have not made payment in line with our booking terms and conditions and you have not paid any outstanding balance due, and we are unable to contact you, your booking will be cancelled and the cancellation charges will come into effect as below. Should you wish to make any changes to your booking after it has been confirmed and reserved you are requested to advise us of your wishes.
Whilst we will endeavour to assist to the best of our ability, we cannot guarantee that we will be able to meet all requests. If by any chance additional expenses are incurred through situations outside of our hands i.e. delays, accident, strike, riots or acts of God, this term includes pandemics, and the like, the Company will not be held accountable.
Notifying us more than 10 weeks before departure – Loss of deposit, as per Payment paragraph all deposits are non-refundable after the 14-day grace period from booking.
Notifying us less than 10 weeks before departure – Loss of deposit and total balance*
*If you have not paid the total balance then The Company will seek to recover the outstanding balance together with any legal costs incurred during this process.
It is always best to contact us by phone or e-mail to discuss any items with your booking. Always use your unique booking reference number when contacting The Company.
Insurance and Documentation
It is the client’s responsibility and a precondition to his/her participation in the camp that he/she arrange for the benefit of adequate insurance coverage providing for personal protection against the potential risks of the Camp including coverage for personal injury, medical expenses, air ambulance, repatriation, and loss or damage to personal property. Additionally, it is highly recommended that the Client purchase trip cancellation and interruption insurance as part of their insurance no later than at the time of booking and paying the deposit fee in order to protect against cancellation, interruption, or curtailment of travel plans.
It is important that the client carefully read all Camp related documents that are sent by the Company as soon as those documents are received. Each Client is responsible for and undertakes to obtain a valid passport and all necessary visas and any other documentation as may be required for entry into the countries that the camp takes place.
You should, if applicable, be in possession of an up to date EHIC or GHIC card available from your local post office or online before travelling abroad. As we have left the European Union you must also make sure your travel insurance covers you for all medical expenses and cover as detailed fully above.
It is a condition of your booking that you have travel insurance that covers multi-sport activities including road cycling, running and swimming (both pool and open water) and that these documents with emergency telephone numbers are made available to the Company before your arrival on camp with us. It is your responsibility to provide this to us at least 14 days before you arrive on camp. To further confirm the policy must include emergency medical care, cover for personal injury, including cover for all activities, including water activities, loss or damage to your luggage, loss or damage to equipment hired or borrowed from us or third parties, repatriation, legal expenses cover and expenses associated with cancellation or curtailment of their booking for any reason what so ever.
Cancellation, Postponement or Changes by The Company
Whilst rare, it could at some stage be necessary to make minor or major alterations to the booking and other details both before and after bookings have been confirmed. Although most changes would be minor ones, we reserve the right to do so but will advise you of any issues arising from such changes. If it is necessary to make a significant change before arrival, we will advise you as soon as we can. We will then offer you the following options:
- Accepting the changed arrangements as notified to you.
- Purchasing an alternative camp using the value of our booking. If your new booking is more expensive you will be required to pay the difference at the time of booking, if the booking is cheaper we will refund you the difference. When this option is selected, this must be confirmed with us within 14 days of being notified of a significant change, and the alternative selected camp must be taken during the same calendar year.
If by any chance additional expenses are incurred by the client at any stage during or after booking with the Company, through situations outside of our control i.e. delays, accident, strike, riots, government advise, or acts of God, this term includes pandemics and the like, the Company will not be held accountable.
Changes to the Challenge Tri Camp Itinerary once you have arrived on camp
Whilst rare, it could be that your camp has to be cut short due to events outside of the Company’s control. Should this happen then your camp will be regarded as delivered and a refund will not be offered. If by any chance additional expenses are incurred through situations outside of our control i.e. delays, accident, strike, riots, government advise, or acts of God this term includes pandemics and the like the Company will not be held accountable.
Guest Coaches On Camp
Occasionally the Company will advertise a training camp with a ‘Guest Coach’. If the ‘Guest Coach’ is unable to join us on camp for that week, whatever the reason, the Company will continue to run the camp, and this will not be considered as a ‘significant change’ as described in the paragraph Cancellation, Postponement or Changes by Challenge Tri Camp above. If an athlete wants to cancel their camp because the guest coach will not be on camp, the cancellation will be subject to the Company’s standard cancellation terms: Cancellation and Changes by the Client as above.
Price Adjustments and Personal Expenses
The quoted price is based on tariffs, fees, and costs in effect at the time the client purchases the camp. Though highly unlikely, the Company reserves the right to increase the quoted price after booking if inflation, costs of fuel, labour or materials, hotel and supplier costs, currency exchange rates, tariffs, and government fees change. The client agrees to and will pay for any price increase.
Medical and Related Services
The Company assumes no responsibility for any medical care provided to the Client. The Client agrees that any medical or other personal services rendered to the Client by, or at the insistence of the Company or its representatives, is not an admission of the responsibility or liability of the Company or its representatives, and entails no responsibility of the Company or its representatives to provide, or to continue to provide any such services. The Client releases and indemnifies the Company, and its officers, employees and agents, from any and all claims for damages arising as a result of any accident or injury that may occur on the Camp. The Client agrees to assume all the costs of medical care and related transportation that are provided to them by the Company.
Physical Condition, Safety and Health
The Client confirms that he/she is capable of riding upwards of 80 km per day for consecutive days and is able to swim 400 meters continually and acknowledges that the Company is relying on such confirmation and is not required to make any further inquiries whatsoever in respect thereof. The Client agrees that the bicycle and equipment to be used by the Client on the Camp will be in good condition and that he/she will wear a safety certified bicycle helmet at all times while cycling on the Camp. Failure to wear a helmet will result in the Client being removed from the Camp.
The Client must make the Company aware of any physical or mental conditions which may require professional attention during the camp or may require the use of special equipment, or which may prevent the client from participating in the camp. If the Company believes that certain physical or mental conditions would put the Client at risk during the Camp, or may put other Clients on the Camp at risk, or would violate health and safety rules of a Camp jurisdiction, the Company may refuse to allow the Client to participate in the Camp. If the Client fails to disclose pertinent information prior to joining the Camp, or the Client’s health condition prevents him or her from travel or entry to a country, the Client may not be allowed to participate in the Camp, or the Client may be removed from the Camp once it has started. In such event, the Client will forfeit the total cost of the camp and the Company shall have no liability.
The Client confirms that he/she is now and will be at the time of the commencement of the Camp in good physical health, generally, and specifically free of any communicable disease (such as Covid-19). The Client will be required to provide an updated health declaration and waiver (including related to the Covid-19 pandemic) prior to the start of the Camp. The Client agrees to comply with all health and hygiene protocols implemented by the company and/or required by any jurisdiction in the specific area.
Your accommodation will be available to you from 14.30 on the day of arrival, unless you have contacted us to arrange an earlier check-in time at the time of booking.
Please vacate your room by 11:00 on the day of departure.
Conditions of carriage
The Company does not organise flights, ferries, airport transfers or train travel. The Company has no part in the contract between you and the airline, ferry, transfer provider car hire or train company. The Company is not a Package Travel or a Linked Travel provider.
Any damage to the accommodation or property of the Company or any third party by the client whether accidental or deliberate must be paid in full at the time of the damage.
Road Transportation and Cycling on The Road
The Company does not accept responsibility for loss, damage or injury whilst using road transportation to or from camp. The Company does not accept any responsibility for your road cycling equipment including your bikes and any road side or bike garage repairs are the sole responsibility of the client. This includes any delay due to mechanical breakdown or traffic related incidents. Any costs incurred for collection and return to the hotel or a bike shop will be the responsibility of the client.
You should recognise the inherent risks in the activities you will be participating in and agree to accept complete responsibility for any injury, damage or loss caused by you or to you as a result of participation in those activities. You will be requested to sign a disclaimer when booking or on arrival at the hotel, which outlines your acceptance of the risks as part of participation in the activities on Camp. This does not remove our legal duty of care but is simply used to highlight your acceptance of the risks inherent in the activities in which you are participating. We will also highlight these in our Induction Meeting and through a waiver we ask you to sign on your arrival day.
Bicycle Protection Endorsement
As you are partaking in cycling activities it is our responsibility to inform you that protective headgear can vary from destination to destination and therefore if hiring headgear we cannot guarantee that it will be provided or will be to the same standard as those available in the UK. We strongly advise you to use your own head gear or purchase head gear that is BSEN 1078 complaint. This is stated in our Terms and Conditions and from the date the requirement has been issued (September 14th 2016) is our policy to follow – no limitations and exclusions. All helmets worn must match these safety standards. You must wear a helmet whilst cycling with us.