Updated 30/12/2022
1. Your Key Rights under the Package Travel and Linked Travel Arrangements Regulations 2018
1.1. Travellers will receive all essential information about the package before concluding the package
travel contract.
1.2. There is always at least one trader who is liable for the proper performance of all the travel
services included in the contract.
1.3. Travellers are given an emergency number or details of a contact point where they can get in
touch with the organiser or travel agent.
1.4. Travellers may transfer the package to another person, on reasonable notice and possibly
subject to additional costs.
1.5. The price of the package may only be increased if specific costs rise (for instance fuel prices),
and if expressly provided for in the contract, and in any event not later than 20 days before the
start of the package. If the price increase exceeds 8% of the price of the package, the traveller
may terminate the contract. If the organiser reserves the right to a price increase, the traveller
has a right to a price reduction if there is a decrease in the relevant costs.
1.6. Travellers may terminate the contract without paying any termination fee and get a full refund
of any payments if any of the essential elements of the package, other than the price, are
changed significantly. If before the start of the package the trader responsible for the package
cancels the package, travellers are entitled to a refund and compensation where appropriate.
1.7. Travellers may terminate the contract without paying any termination fee before the start of the
package in the event of exceptional circumstances, for instance if there are serious security
problems at the destination which are likely to affect the package
1.8. Additionally, travellers may at any time before the start of the package terminate the contract in
return for an appropriate and justifiable termination fee.
1.9. If, after the start of the package, significant elements of the package cannot be provided as
agreed, suitable alternative arrangements will have to be offered to the traveller at no extra
cost. Travellers may terminate the contract without paying any termination fee, where services
are not performed in accordance with the contract and this substantially affects the
performance of the package and the organiser fails to remedy the problem.
1.10.Travellers are also entitled to a price reduction or compensation for damages or both where the
travel services are not performed or are improperly performed.
1.11.The organiser has to provide assistance if the traveller is in difficulty.
1.12.If the organiser or the retailer becomes insolvent, payments will be refunded. If the organiser or,
where applicable, the retailer becomes insolvent after the start of the package and if transport
is included in the package, repatriation of the travellers is secured. We have taken out
insolvency protection with [ ]. Travellers may contact this entity or, where
applicable, the competent authority (contact details, including name, geographical address,
email and telephone number) if services are denied because of our insolvency.
1.13. The Package Travel Regulations 2018 can be found on: The Package Travel and Linked Travel
Arrangements Regulations 2018 (legislation.gov.uk)
2. Introduction
2.1. These Terms and Conditions only apply where you have booked a “package” as defined in the
Package Travel and Linked Travel Arrangements Regulations 2018 (the “Regulations”).
2.2. For the purposes of the Regulations a package arises where are least two out of the four
following components are offered at an inclusive price:-
2.2.1. Carriage of passengers
2.2.2. Accommodation
2.2.3. Motor Vehicle Hire
2.2.4. Any other tourist service
2.3. Your contract is with [COMPANY NAME], a company registered in Scotland (Company Number:
[NUMBER]), whose registered office is at [REGISTERED OFFICE ADDRESS].
2.4. [If you have not booked a package, for example a day event, please refer to the Terms and
Conditions for non-package bookings: [LINK] ]. If you are uncertain whether your booking
constitutes as a package, please contact us to confirm.
2.5. These Terms and Conditions set out our obligations to you and your commitments to us when
you book Arrangements with us. These together with the information contained in the booking
confirmation, our website terms and conditions of use, and any other written information we
brought to your attention before we confirmed your booking is the basis of our contract with
you. It is important that you read through these Terms and Conditions before you book. It is
important to understand that these Terms and Conditions apply for all package bookings with us
whether you have chosen to read them or not and are applicable for all members of your group.
By making a booking, you agree to be bound by all of it.
3. Definitions
“Arrangements” means any service, activity, facility, accommodation, vehicle hire, reservation (as
applicable) provided, made or booked by us as part of your booking.
"Organiser" means the person who makes the booking on your group’s behalf and who will be our
point of contact (and any substitute for that person).
"You", "your" and “party” in these booking terms means all persons (or any of them including the
Organiser) named on the booking (and persons added or substituted at a later date).
"We", "us" and "our" means YourStagDone.
The suppliers whose services make up your Arrangements make those supplies in accordance
with their own terms and conditions which will also form part of your agreement with us. Some of
those terms and conditions may limit or exclude the supplier's liability to you, usually in
accordance with applicable International Conventions. Copies of the relevant parts of these terms
and conditions are available on request from us or the supplier concerned.
4. Key terms
4.1. The key terms of our agreement:-
4.1.1. You will enter into a binding contract with us when we confirm to you that your
Arrangements are booked in a confirmation email. If you then cancel your
Arrangements, you will be required to pay any applicable cancellation charges in
accordance with clause 9.
4.1.2. You can make changes to your confirmed Arrangements in certain circumstances by
providing sufficient notice. Please see clause 8 for further details.
4.1.3. We may make changes to and/or cancel your confirmed Arrangements. Please see
clause 9 for further details.
4.1.4. Some of our Arrangements may involve physical exertion and/or risk.
4.1.5. We are not responsible if your confirmed Arrangements are performed negligently but
there are some limits on and exceptions to this, and you must always report any
dissatisfaction to us as soon as you can in accordance with clause 18.
4.1.6. We will not be liable for booking errors which are attributable to you.
4.2. We take no responsibility for any loss or injury incurred by you or any party members taking
part in agreed Arrangements.
5. Accuracy of Information
5.1. All website descriptions are made in good faith and every care is taken to ensure their accuracy.
However, errors may occasionally occur. We cannot accept any liability for any errors or
omissions except where these have arisen due to our negligence.
5.2. We endeavour to ensure accuracy of all the information and prices in our quotes to you.
However, occasionally, changes and errors do arise and we reserve the right to correct them in
such circumstances. Please note that the price may change as a result of suppliers of services or
other relevant matters pertinent to your Arrangements which may be out of our control. We will
advise you in writing of any increase in charges payable which must be paid in full prior to the
Arrangement commencement date.
5.3. Prior to booking, prices given on quotes and those made verbally are subject to availability and
subject to change at any time. We make every attempt to ensure that all prices given are
accurate at the time of enquiry. You will be given the current price of your Arrangements at the
time you wish to book before your contract is confirmed.
6. The Organiser
You accept that the Organiser is responsible for your booking and that the Organiser has the
authority to deal with us on your behalf. We can only accept bookings if the Organiser is a
minimum of 18 years old and we will assume that every member of your group is over 18 years of
age. If for any reason there is a change in the Organiser, you should notify us in writing
immediately. The Organiser assumes all responsibility to settle the balance of the invoice for a
confirmed booking before the final balance due date.
7. Making a Booking
The agreement between you and us only comes into existence once your booking has been
formally confirmed in writing via email by us. Upon confirmation of your booking we will ask the
Organiser to make a non-refundable, non-transferable deposit or full payment as applicable to
secure the booking, which upon payment, a binding contract between you and us will come into
existence. The Organiser is responsible for the booking and for ensuring that all monies due for a
booking are collected and paid on time by the members of the group and that everyone within
the group is aware of these Terms and Conditions. Please check all details on the itinerary
immediately on receipt of your confirmation email. It may not be possible to make changes to
your Arrangements later so you should notify us of any inaccuracies as soon as possible after
confirmation. It may harm your rights if you don’t.
8. Payments
8.1. An initial deposit is payable on confirmation of booking by the Organiser. Party members then
have up to 14 days to pay the deposit to confirm their place on the booking unless specified in
writing. The deposit is non-transferable and non-refundable unless agreed by us. If the deposit
(or balance) has not been paid by the deposit due date (or balance due date) we reserve the
right to cancel the booking.
8.2. A request to add further group members after 14 days of booking must come from the
Organiser and must be made in writing. The addition of group members is subject to availability
and will incur an administration charge and payment in full for the Arrangements from the
additional group member. Please be aware we will make every effort to accommodate your
request.
8.3. There may be circumstances where your itinerary or the party size changes after all group
members have paid the balance. This could give rise to an extra cost or refund
(“reconciliation”). If this extra cost or refund is applicable we will notify you by email and invite
you to pay the “reconciliation” fee or provide details for a refund
8.4. The final balance for the Arrangements must be settled 6 weeks prior to the Arrangements
commencement date unless specified in writing. The Organiser can elect to pay for the whole
group at any stage prior to the final payment date.
8.5. No documents or tickets relevant to the booking will be dispatched until the booking has been
fully paid. Your booking may be cancelled if full payment is not received by the due date and any
payments will be deemed non-refundable.
9. Changes to your Booking
9.1. By You
9.1.1. All changes must be requested in writing by the Organiser. We will make every effort to
accommodate your changes but may not always be able to do so. If you make any
changes directly with the supplier and this incurs charges to us then you agree to pay our
costs. Where we are unable to assist with making a requested change, and you do not
wish to proceed with the original booking we will treat this as a cancellation by you. We
will assume that after the 14 day deposit date that the group size is confirmed. The
Organiser is responsible for ensuring the group members settle their final balance by the
final payment date. Adding additional group members after the final payment date will
incur a charge per person and full payment of the Arrangements and is subject to
availability.
9.1.2. If any member of your party is prevented from travelling, that person(s) may transfer their
place to someone else (introduced by you and satisfying all the conditions applicable to
the Arrangements, including an agreement to these booking conditions) providing we are
notified in writing not less than seven days before departure and meet all costs and
charges incurred by us and/or incurred or imposed by us or any of our suppliers. Both you
and the person to whom you would like to transfer your Arrangements shall be jointly and
severally liable for the payment of any balance due and for any additional fees, charges or
other costs arising from the transfer. If you are unable to find a replacement, cancellation
charges as set out below will apply in order to cover our estimated costs. Otherwise, no
refunds will be given for passengers not travelling or for unused services.
9.2. By Us
9.2.1.Changes to the price
9.2.1.1. We reserve the right to change the price of the Arrangements if the change is a
consequence of one of the following reasons:
9.2.1.1.1. Increase in transport costs due to changes in fuel prices or other
power sources.
9.2.1.1.2. Changes in taxes or fees on travel services imposed by third parties
not involved in performance of the package, e.g. tourist taxes.
9.2.1.1.3. Exchange rates relevant to the package.
Should the same factor lead to a reduction in price for the Arrangements, the
difference will be refunded to the Organiser.
9.2.1.2. We will notify the Organiser of any prices changes at least 20 days before the
start of the package and will provide an appropriate justification for the change.
Price increases over 8% of the original price are considered a significant change
to the main characteristics of the package. Please see clause 8.2.2 below.
9.2.2. Changes to the main characteristics of a package
9.2.2.1. Insignificant changes made to your Arrangements, such as timings, will be
communicated on a case-by-case basis.
9.2.2.2. If we have to make a significant change to your Arrangements at any time we
will inform you as soon as possible and provide the Organiser with the option to
terminate the contract without paying a termination fee.
9.2.2.3. If the Organiser fails to respond to the option to terminate within 7 days, we will
send one further notice. If the Organiser still fails to respond within 14 days, the
contract will terminate and we will refund all payments within 14 days of the
contract being terminated.
9.2.2.4. We reserve the right at any time to cancel or change any Arrangements made,
and to substitute alternative arrangements. Should alternative arrangements be
made at a reduced cost, the difference will be refunded to the client. Should the
alternative arrangements be at an increased cost, we will seek confirmation
from you before securing the alternative arrangement. If we do not receive a
response, your contract will be dealt with under the terms of clause 9.2.2.3
above.
10. Cancellation
10.1.By You
10.1.1. Cancellation of a booking can only be accepted if made in writing by the Organiser
and will only be considered cancelled when written notice is received.
10.1.2. You may cancel any Arrangements prior to their commencement in the event that:
10.1.2.1. circumstances amounting to unavoidable and extraordinary circumstances
are occurring at the place where your Arrangements are due to be
performed or its immediate vicinity;
10.1.2.2. those circumstances make it impossible to travel safely to the travel
destination; and
10.1.2.3. the performance of your Arrangements will be significantly affected by
those unavoidable and extraordinary circumstances
10.1.3. In this event, you will receive a refund without undue delay of any payments made
but this is the maximum extent of our liability and we regret we cannot pay you
compensation or meet any other expenses or losses you may incur as a result.
10.1.4. In the event of a cancellation not pertaining to the above reasons, you will have to
pay the applicable cancellation charges up to the maximum shown below:-
10.1.4.1. If more than 42 days before the date of your Arrangements, the amount
you must pay to us or the supplier(s) is the deposit plus any cancellation
fees notified by the supplier(s).
10.1.4.2. If less than 42 days before the date of your Arrangements, we are entitled
to charge an appropriate and justifiable cancellation charge is up to a
maximum of 100% of the total cost of the Arrangements.
10.1.5. If any of your group members decide not to attend/are unable to attend or require to
depart early from Arrangements that they have paid for, no refund will be made.
10.2.By Us
10.2.1. We reserve the right to cancel any booking (before commencement of the
Arrangements), if:
10.2.1.1. the minimum number of participants is not reached; or
10.2.1.2. we are prevented from performing the contract due to unavoidable and
extraordinary circumstances, that we, in our absolute discretion, may
determine.
10.2.2. We will notify the Organiser as soon as possible of any termination and you shall receive
a full refund.
11. Changes and Cancellations after departure
If we become unable to provide a significant proportion of your Arrangements after you have
departed, we will try to offer you suitable alternative arrangements of, where possible,
equivalent or higher quality than those specified in the contract. If the alternative arrangements
we make are of a lower quality than those you originally booked, we will make a price reduction.
You may reject the proposed alternative arrangements only if they are not comparable to what
we originally promised to provide or if the price reduction we offer is inadequate.
12. Weather Conditions
Unfortunately, there is always the eventuality that you may be unable to take part in weather
dependent activities due to poor weather. If this occurs, you will not be entitled to change or
cancel your Arrangements without paying our normal charges. We will assist you to find
alternative activities or Arrangements but please bear in mind that these may only be available at
an additional charge to you. We regret that we cannot meet any other expenses or losses you
may incur as a result of any change or cancellation.
13. Insurance
It is a condition of our agreement that you are covered by adequate insurance for your
Arrangements. Such insurance as a minimum 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 including any
hazardous activities. Many policies do not cover such activities so you must check the small print
before purchasing and if in doubt, check with the insurers that you will be covered. You must also
ensure that your insurance covers participation in any hazardous activities which do not form
part of your Arrangements. If you choose to participate without adequate insurance cover, we
will not be liable for any of your losses arising, in respect of which insurance cover would
otherwise have been available.
14. Hazardous activities and liability
14.1.Some of the Arrangements we offer are by their nature inherently dangerous and on the day of
the event some suppliers may require you to sign a disclaimer or acknowledgement of the risks
involved (copies are available on request). By participating in these events, you assume the
inherent risks involved. We cannot be responsible for any injury or loss suffered by you other
than as expressly set out in these Terms and Conditions. You must ensure you have personal
travel insurance which covers such activities and events.
14.2.Some of the events or activities you may book may require a good level of fitness, strength and
endurance. It is your responsibility to ensure that you and all party members have the
appropriate level of fitness. We will give you general information about whether your
arrangements are suitable for persons with reduced mobility but many events are not
recommended for those with any disability, illness or infirmity. If you have an existing medical
condition, allergies or disability which may affect your Arrangements you must let us know the
details before you make your booking. If, in our reasonable opinion, your chosen Arrangements
are not suitable for you taking into account your medical condition or disability or you are not
being accompanied by someone who can provide all the assistance you may reasonably require
where it is reasonable for us to require this, we will advise the applicable supplier(s) who can
instruct us to refuse to accept the booking. We do not accept any responsibility if suppliers do
not meet the requirements of your disability. If we find out after you have made the booking
that you have an existing medical condition or disability and you are not being accompanied by
someone who can provide all the assistance you may reasonably require as referred to above
and you have failed to give us this information at the time of booking, we may cancel your
booking and impose the cancellation charges set out above.
14.3.In respect to activities arranged by us as part of your travel arrangements, we act only as
booking agent. We therefore exclude all liability for any aspect of the activity arrangements and,
in particular, liability for any loss, personal injury or death. Where activities are indicated as
being available it is not intended that this should be taken as a recommendation to take part.
We neither own nor operate these facilities and therefore cannot and do not provide
assurances that they are maintained or operated with customers safety in mind. Every effort is
made to ensure your safety and we take every effort to ensure our suppliers sites adhere to the
relevant health and safety legislation and have adequate insurance.
14.4.YourStagDone is inclusive and will not restrict participation of any party member based on age,
race, gender or disability. Should you or any party member require special accommodations
these must be requested upon booking.
15. Behaviour
15.1.You are expected to respect your environment and other people around you. All suppliers and
hotels have every right to terminate, without notice, your stay or activity under threat of
vandalism, violence or any other behaviour deemed inappropriate by them. In such cases, all
insurances will be invalidated and you will not have any entitlement to a refund of any kind
whatsoever. We accept no liability for any accident or misadventure that occurs while any of
your group is under the influence of alcohol or drugs, this also includes services terminated by
suppliers. Please also be aware that some hotels may require a behaviour 'bond' to be placed
on hold with a credit card or cash, upon check in. We will do our utmost to give you prior notice
where this might happen, but in some cases this may not be possible.
15.2.In the event of such termination our responsibilities to you will cease and you will be required
to leave your accommodation or other service immediately. We will have no further obligations
to you and will not meet any expenses, costs or losses incurred as a result. You may also be
required to pay for loss and/or damage caused by your actions directly to the applicable
supplier prior to departure from the service. If you fail to do so, you will be responsible for
meeting any claims and costs subsequently made against us as a result.
16. Itineraries
16.1.Our itineraries are designed for you to achieve maximum enjoyment from your Arrangements.
We will not be held responsible should you fail to follow our advice or adhere to our planned
timings. You agree to ensure that all members of the party comply with all timetables of the
events. Failure to keep to the timetables may result in either discontinuation of the event or
cancellation of the said event. We will not be liable for any refund, compensation or any costs
that may be incurred by you.
16.2.It is your responsibility to ensure that you have adequate time and suitable transport to get
between your chosen activities unless prior arrangements have been agreed with us.
16.3.Please note on occasion certain activities will not confirm the venue until around 1 week prior
to the Arrangements taking place and as a result your itinerary may be sent without the location
and will be amended nearer to the date of the Arrangements taking place.
17. Our Responsibilities
17.1. We have a duty to select the suppliers of the Arrangements making up your booking with us
using reasonable skill and care.
17.2. During your package, we will provide appropriate assistance as promptly as possible. This
includes providing information on aspects such a health services, local authorities and consular
assistance as well as practical help, for instance with regard to distance communications and
finding alternative travel arrangements. We reserve the right to charge a reasonable fee for
such assistance if the difficulty if caused intentionally by you or by your negligence.
17.3. It is a condition of our acceptance of the responsibility above that you inform us and the
supplier(s) concerned without undue delay of the lack of conformity you perceive; and allow us
a reasonable period in which to remedy it.
17.4.We will not be responsible, make a price reduction or pay you compensation for any lack of
conformity injury, illness, death, loss, damage, expense, cost or other claim of any description if
it results from:
17.4.1. the act(s) and/or omission(s) of the person(s) affected;
17.4.2. the act(s) and/or omission(s) of a third party unconnected with the provision of your
Arrangements and which were unforeseeable or unavoidable; or
17.4.3. unavoidable and extraordinary circumstances.
17.5.We will not be responsible, make a price reduction or pay compensation:
17.5.1. for services or facilities which do not form part of our agreement or where they are not
arranged by us. For example, any excursion you book while away, or any service or
facility which your hotel or any other supplier agrees to provide for you; or
17.5.2. for any damage, loss or expense or other sum(s) of any description which on the basis of
the information given to us by you concerning your Arrangements prior to them being
confirmed, we could not have foreseen you would suffer or incur if we breached our
contract with you.
16.6 We have taken out insolvency protection with [NAME OF PROVIDER/ PROVIDERS], [CONTACT
DETAILS FOR PROVDER] for packages that don’t include flights. You may contact these entities
or, where applicable, the competent authority if services are denied because of our insolvency.
18. Covid-19
18.1.You acknowledge that you are choosing to travel at a time where you may be exposed to the
COVID-19 virus and that you must comply with all advice and guidance issued by relevant
governments, public and health authorities. You also acknowledge that some or all of the
activities or facilities described in your booking may be changed to accommodate the advice
and guidance in place at the time of travel. We will take all reasonable steps to ensure your
safety and suppliers may require you to follow additional safety protocols on your trip. However,
it is also your own responsibility to acquaint yourself with all relevant travel and participation
information, including applicable health risks, and the nature of your Arrangements. If these
issues impact your Arrangements, we will provide you with such reasonable assistance as we
are able to in the circumstances, however, we will not be responsible for meeting any costs
incurred by you or for refunding or compensating you or meeting other associated costs you
incur in connection with the same.
18.2.If you notify us before travelling, and we (or the relevant supplier) conclude that you are no
longer able to travel because of the COVID-19 risk, then your booking will be treated as being
cancelled by you and dealt with under clause 9.
18.3.The measures set out above are a necessary part of keeping you, other travellers, employees
and the public safe. You are making your booking in full knowledge that such measures are likely
to be a part of your event and do not amount to significant changes to your booking, nor do
they amount to a lack of conformity. We shall have no liability to you for any refunds,
compensation, losses, costs, expenses or damages you incur in connection with the matters
described above or if you are unable to travel or make use of all or part of your booking because
of these matters.
19. Complaints
If you have a complaint regarding any aspect of the Arrangements, you must communicate your
complaint to the supplier of the service concerned at the earliest opportunity and also contact us
to let us know of your complaint. If you do not inform the supplier of the service as well as us as
soon as possible, at least within 48 hours of the complaint occurring, we will not be responsible
for the complaint. If the complaint has not been dealt with to your satisfaction before your return
home, then you must make a complaint to us in writing no less than 7 days after your return
from your event. You will receive a reply within 28 days of us receiving your complaint in writing.
If you do not comply with the complaints procedure, we will not be responsible for your
complaint.
20. General
20.1. Data Protection
20.1.1. Information about you and members of your party, including your names, contact
details and any special needs, disabilities or dietary requirements is collected by us
when you request information or make a booking with us. We will ensure that all
such data is stored securely and in accordance with UK data protection legislation.
We may disclose this information to our service providers (who may be located
outside the UK/EEA) for the purpose of providing you with your Arrangements. Only
information necessary for this purpose will be disclosed to them. Where email
addresses have been provided for your group, we will send them transactional
communications, such as payment reminders and receipts. We will contact you, as
group leader for the booking, with any necessary information relating to your
booking, via email, phone and SMS.
20.1.2. Please refer to our Customer Privacy Notice for a full explanation of how we will
handle your data, including clear details about your rights in relation to this data,
under the General Data Protection Regulation (GDPR).
20.2.Jurisdiction/Governing Law
20.2.1. We both agree that any dispute, claim or other matter of any description (and
whether involving personal injury or not) which arises out of or in connection with
your booking must be brought in the Courts of Scotland only. We both also agree
that Scots law (and no other) will apply to your contract. If this provision is not
acceptable to you, you must tell us at the time of booking.
+44(0)7989 670349
