Terms and Conditions
It is important that you read these terms and conditions as they set out our obligations to you and your commitments to us when you book with us. These along with the information detailed in the booking confirmation letter forms the basis of our contract with you. These terms and conditions apply to all bookings whether you have read them or not and they apply to all members of the group on whose behalf the group leader has booked.
We understand and accept that every group leader understands and accepts our terms and conditions at point of booking whether the booking is made over the telephone, in person, in writing or via the Internet. It is the group leader's responsibility to ensure every member of his/her party is aware of and adheres to our terms and conditions and supplies all information to the group accurately. Our terms and conditions are available and easily accessible via our website. We also make them available to you via a link on the confirmation of booking. By paying your deposit you acknowledge that you agree to our terms.
The terms 'we', 'our' and 'us' means Bespoke Weekends. 'You' and 'group leader' refers to the person who has made the reservation and each member of the group on whose behalf the group contact has booked. ‘Supplier’ and 'provider' means the company or person that is holding or providing the event or any part of it. ‘in writing’ means by facsimile, email or letter. ‘price’ means the total cost of the event.
Contract and Agreement
No contract shall arise between you and us until:
1. You have chosen an event which is either advertised on our website or you have been given a quotation by email from us that meets with your approval.
2. We have received email confirmation of your intention to book along with non-refundable deposit or full payment if less than 5 weeks prior to event date.
3. We have sent you written confirmation of our acceptance of your booking via email.
Booking confirmations are sent to you by email within 48 hours of being received by us.
The group leader is responsible for full payment regarding any weekend or events booked. If there is a change in the group leader, we must be notified in writing.
All groups must pay a deposit to secure their booking. Your final balance is due 5 weeks before your arrival date but the exact date will be stated on your confirmation email. If you do not pay us within the time limits specified this may hinder our ability to provide the event and we have the right to treat all or part of the booking as cancelled and you will be liable for the cancellation charges due to us under this agreement.
Once you have placed a booking and we have confirmed your details in writing the details will not usually change, providing the arrangements and group size remain the same. Surcharges will apply where minimum numbers are not reached for an activity or event to proceed. In the event that an activity cannot take place due to a fall in numbers we reserve the right to cancel your event and refund all monies paid for that event, or offer alternative arrangements.
Payment of Amounts Due
You must pay a deposit of £100 per group at the time of booking. Our confirmation letter will indicate the total price of your weekend arrangements and the balance due. The balance must be paid no less than 5 weeks prior to your agreed arrival date. If you are booking within 5 weeks of the arrival date, you must pay the full cost of your weekend arrangements when you book. Payments can be made using a valid credit card (excluding American Express, Transax and Diners), or debit card, cheque or cash. We do not impose a percentage charge for the use of a debit card however, please note there is 2.5% surcharge when paying via credit card.
Uncleared cheques or cheques that are referred to drawer are subject to a £25 handling charge per occurrence.
Should the balance not be received by us in time, we will inform the group Leader that the payment is overdue. If we then do not receive payment within 3 days we will be entitled to treat you’re booking as cancelled by you and retain your deposit. If we do not cancel straightaway because you have promised to make a payment, you must in addition pay any cancellation charges depending on the date we reasonably treat you’re booking as cancelled.
On occasion we may be required to adhere to strict and specific instructions from our suppliers during key dates and events within the edinburgh calander, for example, International Rugby weekends. Any deposits for accommodation during these times will be 20% of the total cost and the balance must be paid 6 weeks prior to your arrival. Failure to do so will result in the cancellation of your booking and deposits will not be refunded.
If you have any special request, you must advise us in writing at the time of booking and we will do our utmost to pass any reasonable requests on to the relevant provider. You should obtain confirmation in writing from us that your request will be complied with (where it is possible for us to give this) if your request is important to you. Unless and until specifically confirmed, all special requests are subject to availability.
Should any additional charge not included in the total price stated on our confirmation letter become payable (for example costs relating to a special request made by you), a revised letter will be sent to you showing the extra charge.
Some of our restaurant providers require pre ordering before you arrive at the venue and it is your responsibility to complete the pre order and return it by the date specified. Failure to do so may result in your menu being selected for you. We will always endeavour to accommodate party members with special dietary requirements but cannot guarantee an alternative will be arranged. Our suppliers reserve the right to change or alter any set menus without notice. Bespoke Weekends are not liable for any food allergies.
You must make our suppliers and us aware of any medical circumstances that may affect your safety or health whilst participating in any activities.
All prices and other information advised to you are subject to availability. Prices quoted to you at the time of your enquiry are correct to the best of our knowledge at that time. It is possible that prices may change before you actually book the Arrangements. We reserve the right to make changes to and correct errors in prices at any time before your Arrangements are confirmed.
Monies paid to us are held in a separate account (trust) until after you have participated with your arrangements. Bespoke Weekends complies with the Package Travel Regulations and all client money is protected.
Alterations or cancellation by you
If you wish to change your booking in any way we will try to comply with your requests but we cannot guarantee that changes can always be made. Where we can assist with your changes, we will not charge an amendment fee. You will be charged for any extra costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers.
Where any cancellation reduces the number of full paying party members below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and send you a new confirmation letter.
If you wish to cancel all or any part of your booking, you should advise us immediately by email. Charges are based on the estimated expenses and losses we may incur should we be unable to withdraw from our obligations with our suppliers
If you cancel the whole event for any reason you must pay us a cancellation fee. The amount of the cancellation fee is calculated according to the date on which we receive written notice of your wish to cancel. We strongly recommend that you take out independent holiday insurance to cover any cancellations.
If you cancel more than 5 weeks before the event date your cancellation fee equals your £100 deposit. If you cancel less than 5 weeks before your event date your cancellation fee is 100% of the total event price. You will also be liable for 100% of the cost of any pre paid tickets or vouchers we have purchased on your behalf. Pre paid tickets and vouchers are non refundable and non transferable.
Alterations or cancellation by us
If it is necessary to make a small alternation to your event, this will not be considered a genuine reason for you to cancel or change the event and you will not be entitled to any compensation.
If a significant change to your event is required we shall inform you immediately and if possible we will offer alternative accommodation, activity or event to the same value or allow you to choose an alternative package and refund the difference in cost to you immediately if you have already paid for your weekend in full.
If you are not willing to accept these changes, we will consider the booking to be cancelled and you will receive a full refund of the monies you have paid to us minus the initial booking deposit.
When entering into a booking with us and accepting our terms and conditions you accept that it may prove necessary or advisable to vary or modify your itinerary or its contents due to prevailing local conditions.
Wherever possible we will always try and accommodate reduction in numbers incurring no cost to the group. However should the numbers attending be insufficient to run all or part of the event we reserve the right to charge the group for the minimum numbers required for the event.
We will aim to notify you of any changes as soon as possible. Under no circumstance are we obliged to cancel or refund any element of a weekend cancelled due to war and, threat of war, riots, terrorist activity, industrial disputes, natural disasters, fire, airport closures (delayed flights), bad weather conditions and similar events beyond our control.
We want you to enjoy yourselves as much as possible and understand the fact you have booked a fun weekend. However, as a Bespoke Weekends client you are expected to behave in a safe and courteous manner at all times.
You also agree to ensure that all members of the party act at all times in a safe responsible manner and comply with all safety procedures.
You must ensure you arrive on time for all events as failure to keep to the timetables may result in either discontinuation of the event or cancellation of the event. Your group must obey all instructions given to you by activity leaders and dress appropriately for your activities and observe and obey all laws, requests, and conditions of use and other requirements of any supplier. You must also agree to use safety equipment as instructed. You must not tamper with or abuse it.
You are not permitted to arrive at any accommodation or activity suppliers under the influence of alcohol or drugs under any circumstances. Many events and activities require a high level of concentration and the use of alcohol or drugs or being under the influence of alcohol or drugs whilst participating in such events is strictly forbidden. Bespoke Weekends will not be liable for any refusal of entry or participation in an activity if your group fails to conduct yourselves as detailed in this clause and we will not be liable for any refund, compensation or any costs that may be incurred by you.
You also agree to compensate our contractors or us for any damage or loss of revenue caused by you in the course of an event and damage incurred by any of the participants of an activity or event will be charged directly to the lead person. This will include any intentional damage or damage arising from unreasonable behaviour to suppliers' equipment, machinery, furnishings (including hotels) and public areas within the facilities booked by you. The management of our suppliers have the right to refuse ongoing services or entry to their premises to any individual whose behaviour is in their sole opinion inappropriate.
Some accommodation, event and entertainment suppliers insist on a behavioural bond to be deposited by the group on arrival. Management may refuse your group entry without this bond and Bespoke Weekends will not be liable for your arrangements if this clause is not adhered to, or if the management refuses entry.
If you have a complaint regarding any part of your booking you must notify us in writing. If a complaint arises during your weekend you must telephone your event manager on the emergency contact number supplied immediately. If you fail to call and report any such incidents or issues we will not consider ourselves to be liable for those complaints. All concerns must be forwarded in writing to us within 7 days after your event. We will acknowledge receipt of your correspondence and we will respond to all complaints in written format within 28 days.
You are advised to take out adequate and appropriate personal insurance for your protection. Such insurance should cover the cost of cancellation by you and/or any member of your party and the cost of assistance in the event of illness or accident. 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 decide not to take out travel insurance suitable for your arrangements independently, you hereby agree to indemnify us against any claim or loss or injury, and you and your group members participate entirely at your own risk.
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.
Health and Safety
It is your responsibility to ensure that your and your group has the appropriate level of fitness to participate in any events or activities you have booked. Many events are not recommended for those with any disability, illness or infirmity. If you or any member of your group have an existing medical conditions, allergies or disabilities which may affect your arrangements you must let us know the details before you make your booking. If in our reasonable opinion, your chosen activity or events are not suitable for that person/persons, taking into account medical condition or disability or they are not being accompanied by someone who can provide all the assistance you may reasonably require we can refuse to accept the booking. If we find out after you have made the booking that you or a group member have an existing medical condition or disability and are not being accompanied by someone who can provide all the assistance you may reasonably require we reserve the right to cancel the booking and impose the cancellation charges where in our reasonable opinion, the confirmed arrangements are not suitable. Please note that some of the activities and events we feature are inherently dangerous and by booking these you accept the inherent risks.
Many events and activities require a high level of concentration and the use of alcohol or drugs is strictly forbidden and if you or any member of your party have, at the discretion of our suppliers, been using drink or drugs, they reserve the right to cancel your participation forthwith, and no refunds will be paid.
Many outdoor activities and events are dependent upon weather conditions to ensure the safety of all participants. Where any event has to be cancelled due to poor weather, we will do our best to ensure you are advised in advance. If this is not possible you may be advised upon arrival. In either case we will re-schedule the activity or event for another date, and no refund will be payable. 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.
Except where otherwise expressly stated in these Booking Conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by Force Majeure. Additionally we cannot accept liability or pay any compensation where you suffer any damage, injury, expense or loss of any description as a result of Force Majeure.
We accept responsibility for ensuring that the order that you book with us are supplied as described and that the services we are contractually obliged to provide are to a reasonable standard. If any part of your package is not provided as promised, our suppliers/providers will be responsible for paying you appropriate compensation if it is deemed acceptable following investigation. We accept responsibility for the acts and/or omissions of our employees and providers except where they lead to death, injury or illness.
We do not accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees or agents, together with our suppliers, providers and sub-contractors, servants and/or agents of the same whilst acting within the scope of, or in the course of their employment in the provision of your booking.
All photographs and illustrations on our website are purely representative of the products & events we offer and will be accepted as such.
We also reserve the right to discontinue any special offers without notice.
We believe our Terms and Conditions to be fair. We reserve the right to make amendments and improvements to these terms and conditions without notice. For the full and latest version of our terms and conditions please visit our website.