Clear Cut Weekends Terms and Conditions
Our aim is to be as professional, efficient and courteous as possible with both our customers, and suppliers. In these terms and conditions “we”, “our” and “us” means Clear Cut Weekends “you” means the person making the reservation, and “group” includes all people travelling with you. Where you complete and sign a booking form or make a telephone booking on behalf of all group members, it is assumed that you are the lead contact for your group and that all correspondence or conversations will take place between you and us. You will be deemed to have the authority to enter into a contract with us on behalf of your group. These conditions shall form the basis of the agreement for your trip away and shall apply to the exclusion of any other terms and conditions whether put forward by you, your group or a third party or whether implied by law (insofar as the exclusion of the same is lawful). No alteration to these conditions shall be effective unless expressly agreed to in writing by a partner of Clear Cut Weekends.
The provisions of these conditions are severable and distinct from one another and, if at any time any of the provisions is or becomes invalid, illegal or unenforceable, the validity, legality or enforceability of the other provisions shall not in any way be affected or impaired. The headings in these conditions are for convenience only and do not affect the interpretation of the agreement
Our Website & Brochure
The descriptions and illustrations on any of our literature or our websites, including www.clearcutweekends.co.uk, and any other websites that we may operate from time to time (“Websites”) or any third parties working as our representatives are given as approximate representations only and given in good faith.
We make no representations about the accuracy, reliability, completeness or timeliness of the Websites or about the results to be obtained from using our Websites. We do not warrant that the Websites will operate error-free or that this Website and its server are free of computer viruses and other harmful material. If your use of the Website results in the need for servicing or replacing equipment or data, we are not responsible for those costs.
The Websites and Brochure are provided on an “as is” basis without any warranties of any kind. To the fullest extent permitted by law, we disclaim all warranties, including the warranty of merchantability, non-infringement of third parties’ rights, and the warranty of fitness for particular purpose. We make no warranties about the accuracy, reliability, completeness or timeliness of the services, software text, graphics and links.
Our Websites contain links to third party websites. These links are provided solely as a convenience to you and not as an endorsement by us of the contents on such third party websites. We are not responsible for the content of linked third party sites and do not make any representations regarding the content or accuracy of materials on such third party websites. If you decide to access linked third party websites, you do so at your own risk.
All images, graphics and descriptions are for reference only and may not accurately represent your chosen activity. The prices on our website should be treated as a guideline. You should contact us to get an accurate price and to check availability before booking.
Booking with Clear Cut Weekends
All bookings made by post should be made by using the booking form enclosed in the customers personalised quote. A booking can be made over the phone or online using a debit or credit card. It is understood that those persons booking by telephone accept these terms and conditions. In all cases it is assumed that the person initiating the booking is responsible for making all members of the party aware of these conditions. You accept that the Lead Contact has the authority to deal with us on your behalf. If for any reason there is a change in the Lead Contact, you should notify us in writing immediately. The Lead Contact is liable for payment of the amounts due and therefore is responsible for collecting all monies and making payments to us by the due date. The Lead Contact must be authorised to make the booking on the basis of these Booking Conditions by all persons on the booking. All members of your group must be at least 18 years old.
Unless informed at the time of booking Clear Cut Weekends cannot be liable for any conflicts of timing with any activities you have booked independently of us.
Clear Cut Weekends require a minimum of 4 people for any of our advertised packages. Should there be less people in your group you may still book however payment for 4 places will still be required. Some activities require a minimum number of participants to run. You will be notified if any activities you wish to book have this requirement. If your group numbers drop below this minimum number you will still be required to pay for the minimum number of participants.
Insurance & Participation
Clear Cut Weekends recommend you take out travel insurance that holds the correct cover for you and your group’s participation in the itinerary. You should ensure that any insurance policy covers personal accident, medical and emergency evacuation, loss of monies and participation in your chosen activity or dangerous sport. If you decide not to take out travel insurance suitable for your arrangements independently, you hereby agree to indemnify us against any claim of 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.
Participation in activities that are not booked as part of the itinerary or has been booked independently of the reservation will not be the responsibility of Clear Cut Weekends and we shall not be liable.
Making Payments to Clear Cut Weekends
If the booking is made more than 35 days prior to the date of departure as shown on the booking form a deposit payment(s) and a final balance payment are required. If the booking is made less than 35 days before the date of departure as shown on your booking form then payment must be made in 1 instalment or following a payment schedule agreed at the time of booking. With bookings made less than 35 days before the date of departure the group size cannot be reduced.
If group members do make individual payments they are not entering into individual contracts with us, and you, the group leader are still responsible for making them aware of our terms & conditions and ensuring that the final balance is received no later than 35 days before departure.
Deposit & Confirmation - In order to book, a deposit of £20.00 per person is payable. The initial deposit payment should be made by the date specified in the written quotation referred to as the “Book By Date” or “Quote Expiry Date”. Some parts of the weekend may require full payment to be made with the deposit in order for us to book them on your behalf. If this is the case you will be notified in advance. Monies paid for these activities are non-refundable. These activities may include, but are not limited to; show tickets, transport and theme parks.
The deposit can be paid in 2 instalments. The initial deposit of £60.00 (3 people’s deposits) should be paid on or before the “Book By Date”. The final deposit becomes due 21 days from the date of the initial deposit. At the time your final deposit is due we will require an updated group size. If you cancel your booking between paying your initial deposit and your final deposit all monies are non-refundable. Once you have confirmed your group size and the final deposit is paid our normal cancellation policies apply. If after paying your initial deposit we do not hear from you we will make one attempt to phone and email you, if we are unable to reach you and have not received the final deposit we may have to suspend your booking.
No matter when your final deposit is due the final balance must in all cases be received no later than 35 days before your trip.
Final Balance - The final balance should be paid by you, the customer, no later than 35 days prior to the trip commencing.
Upon paying your final balance, you should notify Clear Cut Weekends of any alterations in the number of people attending your weekend break. If the number of people has decreased we will calculate the final balance by deducting the deposit payment from the total package price given the number of confirmed people attending the break has not dropped by more than 25%. (See cancellations)
If Clear Cut Weekends are not notified at least 35 days before your weekend break of any alterations to numbers, we can not guarantee that some additional charges may occur. Please note that at which ever point the customer decides to pay the final balance this is taken as a confirmation of final numbers and should the customer wish to add more people to the booking after this point a handling fee of £20 per person added may apply if it is indeed possible to add extra people at all.
Payment Methods - We accept payments in the following ways
By cheque, made payable to “Clear Cut Weekends”. Clear Cut Weekends will accept cheques from individual group members, but they must be gathered together by the lead contact and posted to us in 1 envelope along with the remittance advice form sent to you with the booking confirmation. Clear Cut Weekends can not be held responsible for cheques not being received by the given date and reserves the right to change the price, change the details or cancel the required package should payment be late.
By credit card, we accept all major credit and debit cards with the exception of American Express and do not charge for this service.
By bank transfer by Internet or telephone – our bank details can be provided upon request but at least 5 working days should be allowed for payments to reach us, and all bank charges and fees must be paid by you or the person arranging the transfer. If full payment is not received by the date specified by us, then we reserve the right to cancel your reservation and cancellation charges may apply (See below)
Part Payments - Part payments or individual payments made over the telephone will carry a supplemental fee of up to £2.50 per transaction and will be charged to the card holder. Part payments or individual payments made online, by cheque or by bank transfer carry no supplemental fee. The group leader is still ultimately responsible for ensuring all monies are paid on time as per the binding agreement once a deposit has been received.
All cancellations must be notified to us in writing immediately. If you cancel the whole booking before the final payment is due, your deposit will not be refunded. However, provided you notify us of your cancellation before your final payment is due, your deposit may be transferred to another mutually agreed date within 12 calendar months of the original booking date. Should you cancel your whole booking or part of the booking after you have paid for the break in full a 100% cancellation fee will apply. This also applies if you should decide to pay for the trip in full earlier than 35 days before the booking date.
Should your group numbers decrease and we are advised of the amendment at least 35 days prior to your visit, and the final payment has not been made, we will where possible not charge you for the reduction in the groups size subject to the group numbers not reducing by more than 25% of the confirmed numbers given at the time of booking. Deposits paid for such members not making the visit will under these circumstances not be lost if as stated, 35 days notice has been given of their intended absence and the final balance has not yet been paid. The deposits received for those missing members will be credited and taken into account when calculating the final balance due for the group.
In the event of a cancellation after final balances have been paid by individual group members or, part payments have been received, all monies are non- refundable should the group leader cancel the booking. If the cancellation is made 35 days or more before the booking date all part payments may be transferred, as a whole, to another mutually agreed date within 12 calendar months of the original booking date.
Only on receipt of full payment will your detailed package be forwarded to you by email. This package will give full details of your hotel, daytime activities, evening venues along with a schedule of times for entry and attendance, where applicable. We would ask that you check this carefully. If there are any discrepancies, you must contact us immediately.
We also ask that you follow the times as closely as possible. Clear Cut Weekends cannot be held responsible for your group not receiving their full itinerary if you run late. This is especially important with any daytime activities, shows or restaurant reservations. If you arrive late for an activity you may not be able to participate or the experience may be shortened at the discretion of the supplier. The bar entries on your itinerary (if included) do not infer payment has been made. Clear Cut Weekends notify the venues in advance of your arrival at roughly the time specified. Clear Cut Weekends will accept no responsibility if you are not admitted on the night for whatever reason as group entry is solely at the discretion of the venues.
Where “VIP Entry” into a venue is stated, this means you and your group should not have to pay an entry fee to the venue. Clear Cut Weekends will pay in advance for your entry where required by the venue. In some cases but not all, queue jump is included. Where a meal is included within a package, Clear Cut Weekends are not responsible for paying the service charge and this should be paid for on the evening to the restaurant by the group. In most cases your meal is included however your quote should be referred to for clarification of this. You should refer to your quotation with reference to how many courses are included and if drinks come as part of the package. Clear Cut Weekends cannot guarantee event timings when you pay your deposit, therefore we do advise you not to book things such as transport, or other activities until we have confirmed your full package details and timings in writing. Parking expenses and travel costs are not included within your package unless quoted for and booked separately.
Communication and Correspondence
In the first instance and based on your internet or telephone enquiry a written quotation will be emailed to you and where a postal address is provided also posted out to you. These terms and conditions will be made available to the customer at this stage. Once a booking is made with Clear Cut Weekends the majority of communication will be by email. Clear Cut Weekends are not responsible for emails being filtered into a junk folder or the customer not receiving the email. As standard, your final package will be emailed to you. Postal copies can be requested however carry a supplemental charge. Postal packages may vary in content. In most cases a map will be included within your emailed or posted final package. Maps are a guide only and Clear Cut Weekends are not responsible should these be inaccurate in any way.
Alterations Made by You
All alterations should be made directly with Clear Cut Weekends. We will always try to accommodate any reasonable requests for changes to your planned break. It is very difficult to make changes to planned activities within 35 days of your intended break. We would therefore ask you to bear this in mind when planning your weekend and various activities. Should you wish to alter your booking by adding more people to the group after the final balance has been paid a £20 per person handling fee may apply if it is indeed possible to add extra people at all.
Alterations Made by Us
Those using the facilities of our suppliers automatically agree to be bound by their reasonable conditions. For example regarding safety and cancellations. Activities may be cancelled for various reasons for example weather conditions, (if this is applicable to the activity chosen) which could affect customers safety. We reserve the right to make alterations to activities, accommodation (including allocation of room type) or any other arrangements, at any time where necessary due to any circumstances beyond our control. We will inform you of any such changes as soon as it is reasonably possible. Should it be necessary to make arrangements for an alternative activity at a lower cost value, you will be entitled to payment of the net difference between the original cost of the activity and the cost of the alternative arranged.
In the event of part of your booking being cancelled, for example the last minute cancellation of a show or scheduled activity, we shall inform you as soon as possible. In such circumstances Clear Cut Weekends will offer suitable alternatives including a refund for this part of your package. It will not be possible to offer a full refund of your package for this type of alteration.
In any event, we shall not be liable for any delays or any failure to perform any of our obligations under these conditions, or any third party obligations, caused by any factor beyond our reasonable control (`force majeure’), including but not limited to acts of terrorism, industrial disputes, natural disasters, poor weather conditions and the declaration of war.
If due to circumstances beyond our control it becomes necessary to substitute an alternative standard of accommodation or make any other alterations to the event that differ from the quoted package we shall inform you of the changes as soon as possible. If the changes are substantial and you are unwilling to accept them you may cancel the entire event by notifying us of your intentions in writing. Management will then review the case and if it is deemed that the changes were substantial enough to warrant the cancellation, a part or full refund may be issued.
Any venues quoted prior to receipt of your final package may be subject to change, and where these changes do not constitute major change as described above, Clear Cut Weekends accept no liability. These small changes can include but are not limited to, a different (but similar standard) hotel, nightclub, activity centre or restaurant.
If, due to circumstances beyond our control it becomes necessary to revise the price of you trip after you have paid your deposit but before the final balance is due we reserve the right to do so with reasonable notice.
The standard of accommodation booked for your weekend will be based on your original written quotation. We do not make a distinction between types of breakfast, only that breakfast is provided. We will endeavour to book the rooms of your choice if you have a preference, however, we cannot guarantee which room types will be available upon booking the hotel and at no time will the types of room allocated form part of the contract between you and us. Your hotel will be located with convenient access to the location you have chosen. From time to time hotels may close certain services due to reasons out of our control such as but not limited to staffing, refurbishment or malfunction. Clear Cut Weekends will not be responsible if an advertised service within your hotel is not available on your weekend. However, if the service in question was added to your original quotation at a price then we will of course reimburse you for this part of your weekend.
The contract set out in these terms and conditions will be between Clear Cut Weekends and with the person who has received a written quotation. Where a quote has been received and a different person pays the deposit, the contract will remain in the name of the person who received the written quotation. In some cases, the person who makes the initial deposit payment may request the booking to be changed in to their name as opposed to the person in receipt of the original quote; in this instance the contract will be placed in the payee’s name and written confirmation will be sent to the new group leader. In all cases, it will be established at the time of booking who has entered into the contract and a formal email or letter will be issued confirming this.
Health & Safety
We put a lot of effort into ensuring that our suppliers adhere to strict safety standards and are covered by the appropriate risk assessments and insurance. In return you and your group undertake to comply with all instructions relating to your trip received from us or any of our suppliers from time to time and to take such other steps sufficient to ensure, so far as is reasonably practicable, that your trip will at all times be safe and without risk to health. As a result, you may be asked to sign disclaimer forms prior to commencement of some of your activities. Also some of the activities have age, height, weight or other special restrictions. If you feel that any of your party or group may fail to meet these then you must let us know at the time of booking your trip. Some events and suppliers will not permit those persons who are pregnant to take part for safety reasons. For example, most of the dancing instructors will not allow those people who are pregnant to take part. Many beauty therapists will also restrict the type of treatment available to you if indeed they will carry out a treatment at all.
We ask you to respect all venues your group visit. By signing our booking form or making a booking over the telephone you agree to do this. If you or a member of your party commit any illegal act during your break, or if in the opinion of the suppliers involved, it appears that your behaviour is detrimental to the safety and welfare of fellow members of your group or other guests, or considered antisocial as a whole, you may be asked to leave without any right to a refund. We have built a good business relationship with all our suppliers and neither they or Clear Cut Weekends will tolerate any criminal damage or antisocial behaviour. Breach of this could lead to prosecution. In some cases a hotel may require the deposit of a credit card upon check-in to be authorised and ultimately debited if necessary or cash to cover the cost of any damage caused by any group member. Clear Cut Weekends are not responsible for the handling of security deposits or behavioural bonds and any transaction is limited between you and the accommodation provider.
Inbound and outbound phone conversations maybe recorded in order to monitor quality and performance.
Some activities contain an element of risk, these include but not exclusively shooting sports of all kinds, motor sports, water sports and air sports. Clear Cut Weekends shall accept no responsibility whatsoever for any injuries or loss incurred by the client or its guests, associates or agents during the event. By booking through Clear Cut Weekends you understand that on your behalf Clear Cut Weekends will book activities that may contain an element of risk.
Any complaints should be directed in the first instance to the supplier concerned. If this is not possible, you should contact us and between the parties involved we will endeavour to put matters right straight away. Failing this you should inform us in writing within 14 days after the date of your break . We will endeavour to reply to your complaints within 28 days.
Any dispute between us will be governed by the non exclusive law and jurisdiction of the English or Scottish Courts.
Updated 1st October 2012