CLEAR CUT WEEKENDS TERMS AND CONDITIONS (Hen Parties & Weekends)
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, make a telephone booking or book online 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
1) OUR WEBSITE, BROCHURE AND LITERATURE
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 package 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.
2) THE GROUP LEADER
Definition: The person whose name appears on the quote is the Group Leader. This person’s name will also appear as the lead name within the Customer Account Area at www.clearcutweekends.co.uk and is appointed as lead contact. These Terms and Conditions relate to the Group Leader and as such the contract is between you and us. The Group Leader is responsible for relaying information relating to their booking to individual group members.
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.
Should you wish to change the name and contact of the Group Leader after the initial booking has been made you must notify us in writing. In addition, the person who intends to take over the role should also email us to accept responsibility for the booking and acknowledge these terms and conditions. In this circumstance there may be a fee to cover the time taken to administer this change.
If group members 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.
3) GROUP MEMBERS
Individual group members are not entering into a contract with Clear Cut Weekends. The initial deposit of £30 per person is non-refundable and non-transferable. Payments made by group members are contributions to the booking as a whole. Individual member names are used on our booking system to enable the group leader to administer the booking and do not imply any form of individual contract between a group member and Clear Cut Weekends. Clear Cut Weekends only require that the total balance for the number of people attending is received by the due date, and it is the responsibility of the group leader to ensure that this happens. It is the group leader’s responsibility to make the group members aware of these terms and conditions.
4) PACKAGE BOOKING PROCESS AND PAYMENTS
4A) Quotes: In order to make a booking, you must first receive a quote or where necessary multiple quotes. A quote summarises a proposed package and lists the activities included along with accommodation where required and the total price per person. A quote includes an “expiry date” or “book by date” and this is the date we require a deposit by in order to guarantee pricing and availability.
4B) Making a Booking & Deposits: The deposit is £30 per person. To secure your booking a minimum payment of £30 is required which is also the group leader’s deposit. We then require the remaining £30 per person deposits for each group member within 21 days which can be paid in one go or by each group member. It is the group leader’s responsibility to make sure deposits for those people wishing to attend the trip are paid within the stated timeframe. At the time the remaining deposits become due, we require an update from the group leader with regards to group size and where outstanding deposits are due the group leader should arrange payment. The group leader can reduce the group size at this stage however any deposits already received for non-attendees are non-refundable and non-transferrable and cannot be used towards other group members’ places. If the group leader does not contact us at this stage with an update and if monies for the booked group size are not paid on time we reserve the right to cancel the booking and claim further costs.
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 and non-transferrable. These activities may include, but are not limited to; show tickets, transport and theme parks.
4C) Part Payments: Part payments are accepted from the group leader and individual group members. Should a group member’s place be cancelled after making a part payment towards the trip the funds are non refundable and non transferable.
4D) Final Numbers and Final Balance: Amendments to the group size and the final balance are due no later than 35 days before the planned event (36 days for 1 night stays that are part of 2 night bookings). The Group Leader is responsible for making sure both final numbers are submitted and the balance is paid on time. If we are not notified of a decrease in your group’s size on or before this date, payment in full will be due for all group members based on the numbers booked at that time. If you wish to increase your group size at this junction we shall endeavour to do so once availability and pricing has been checked. Should you wish to alter your booking by adding more people to the group after the final balance has been paid a handling fee will apply if it is indeed possible to add extra people at all. Amendments to bookings should be made in writing by email or post.
4E) Last Minute Bookings: If you are making a new booking and the departure date is less than 35 days away this is considered a Last Minute Booking. If you are making a Last Minute Booking, this section supersedes sections 4A, 4B, 4C and 4D.
If you are making a Last Minute Booking 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 under any circumstances and payment in full will be expected for the numbers confirmed when the booking was made.
4F) Payment Methods: We accept payment in the following ways:
i) By Cheque: We accept cheques made payable to “Clear Cut Weekends” and these should be posted to the address stated on our letter head and website. 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.
ii) By Credit Card: We accept all major credit and debit cards with the exception of American Express and do not charge for this service. Card payments can be made over the telephone during office hours or online via the Customer Account Area 24 hours a day.
iii) By Bank Transfer: Our bank details can be provided upon request but at least 5 working days should be allowed for payments to reach us. 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. You, the Group Leader, are responsible for emailing us notification of a payment made in this way in order for us to be aware of the payment.
5) CANCELLATIONS MADE BY YOU
5A) Individual Group Member Cancellations: It is the Group Leader’s responsibility to notify us if any group member wishes to cancel their place. Any alterations to the group size should be made at least 35 days in advance of the booking date in writing by email or post. If your booking is less than 35 days away and you wish to cancel a place or places, payment in full is still required. Any payments (whether they are deposits or part payments) made are non-refundable and non-transferable and cannot be used against the total cost of the booking.
5B) Cancellation of an Entire Group Booking: It is the Group Leader’s responsibility to notify us in writing if they wish to cancel an entire booking. In this instance, all monies paid are non-refundable and non-transferable. If your booking is less than 35 days away and you wish to cancel, full funds for the number of people booked will be required regardless of whether the trip will be taking place or not.
5C) Cancelling Part of Your Booking: Should you wish to cancel part of your booking such as one activity we shall endeavour to meet your request and recalculate the cost of your package however we reserve the right to request payment in full for all activities regardless of your intention to attend or not. If your booking is less than 35 days away we are unable to make any alterations or cancellations to the events agreed as per your quote.
6) A-Z Single Activity Purchases
Definition: A-Z single activity purchases are activities booked via our A-Z Directory and shopping cart system. Single activity purchases can consist of multiple activities in one booking. Purchases made in this way differ because they are booked directly via the website without a quotation first being sent. Single Activity purchases are subject to our normal terms and conditions but have the following differences:
6a)Booking Process: Bookings are made directly via the website without a quotation first being sent.
6b)Payments: Providing the booking is more than 5 weeks in the future a deposit can be paid. The deposit is per person per activity and in all cases is non-refundable and non-transferable. The deposit is due at the time you make the booking. The deposit amount can vary per activity and the amount is shown during the booking process. The Final balance is due 5 weeks prior to the date of the earliest activity in your booking. If the booking is to take place in less than 5 weeks the full non-refundable and non-transferable payment is due. We do not accept group member part payments for Single Activity Purchases.
6c) Amendments: Amendments to your booking need to be made by email or telephone. If you wish to decrease your group size any monies paid will be non-refundable and non-transferable at all stages of the booking process
7A) Group Size: 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/suppliers require a different minimum number of participants to run events. 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 or in some cases the event will not take place and alternatives may be offered.
7B) Age: We require all those participating in a package booked with Clear Cut Weekends to be aged 18 years and above. Some activities and suppliers may have their own age restrictions of which you will be notified in advance of your booking with us.
8) YOUR ITINERARY AND PACKAGE DETAILS
A full itinerary of your package will be emailed to you after your final balance has been paid. 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 ask that you follow the times stated within your itinerary as closely as possible; Clear Cut Weekends cannot be held responsible for your group running 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. Your final package should include the activities and events detailed with your quote(s) and any changes made during the booking process.
Clear Cut Weekends are not liable for any conflicts of timings with any activities you have booked independently of us.
Clear Cut Weekends cannot be held responsible for heavy traffic, road works, public gatherings or any other event that makes you run late for your activities.
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 are not included within your package unless quoted for and booked separately.
9) COMMUNICATION AND CORRESPONDENCE
In the first instance and based on your internet or telephone enquiry a written quotation will be emailed 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 they 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.
10) PACKAGE ALTERATIONS
This section relates to the content of your booked package to include accommodation, activities, reservations and any other event that has been booked as part of our agreement.
10A) Alterations Made By You
Should you wish to make any alterations to your package a request should be made directly with Clear Cut Weekends and not the individual suppliers involved in the weekend. We will always try to accommodate any reasonable requests for changes to your planned break however it may not always be possible.
10B) Alterations Made By Us and On Behalf of Suppliers
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.
Those using the facilities of our suppliers automatically agree to be bound by their reasonable conditions regarding cancellations. 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 we will offer suitable alternatives including if necessary 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.
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 your trip we reserve the right to do so with reasonable notice.
11) FORCE MAJEURE
We shall not be held 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.
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. Room examples include doubles, twins, triples, quads etc for multiple occupancy. 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.
13) THE CONTRACT
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 or made a direct booking via our A-Z Directory and shopping cart system. They are referred to as the Group Leader. Refer to Section 2, The Group Leader for clarification of this.
14) 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. Those using the facilities of our suppliers automatically agree to be bound by their reasonable conditions 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.
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. We are not responsible for any damage, injury, death or loss you may incur whilst carrying out activities we have booked on your behalf and in the event of any such unfortunate circumstance the dispute is between you and the supplier (for example but not exclusively the activity site, restaurant, club, bar, hotel, instructor). You must ensure you have personal travel insurance which covers such activities and events as advised in section 15.
16) 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, injury or death, 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.
17) YOUR CONDUCT
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 most 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.
18) TELEPHONE CALLS
Inbound and outbound phone conversations may be recorded in order to monitor quality and performance.
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. Failure to contact Clear Cut Weekends while you are on your trip using our emergency telephone number to report any incident or cause for complaint will severely limit our ability to resolve any issues on your return.
20) PRICE MATCH
Our price match promise is based on all parts of our quote matching exactly the parts of a weekend quoted by a competitor including (but not limited to) the star rating and type of accommodation, activity options, menus available, date of travel, and numbers in group.
Any dispute between us will be governed by the non exclusive law and jurisdiction of the English or Welsh Courts.
Last Updated December 2017