Please read these pages carefully. This information together with information on our website and our written confirmation form the contract between you and us. They will help you make an informed choice, so you can book and travel with peace of mind. Please read the following before you book.
Accuracy of this web site
As far as we are aware, all information on this web site is correct at the time of publication. However, we will make continuous changes. There could be times when we may withdraw facilities or reduce the services provided. These changes are beyond our control but when we are told about any changes we will try to advise you before you leave. Whilst all efforts have been made to produce accurate information, we accept no liability for any losses resulting from incorrect information.
Hotels and Rooms
In general, you can check into your room between noon and 3pm and you should leave by 11am on your departure. Check-in should be undertaken no later than 1800 local time; any deviation from this is entirely at the risk of the client. The hotel reserves the right to re-sell the room if you do not comply with this requirement.
Some hotels have rooms specially designed for single people which may be smaller and in not such a good position. Other hotels provide at twin or double room for single people. It is the policy of hotels to charge a single supplement in both cases. Photographs of rooms are for general guidance only. The room you get may look nothing like the pictures. This is because city hotels are often old buildings and bedrooms come in all shapes, sizes and decoration. In general, rooms in city hotels are smaller than those found in other places and because city buildings are close to each other your view may be restricted.
Double beds may consist of two single beds pushed together which will be linked by a double sheet. Double beds can be smaller than English doubles, and double rooms may be smaller than twin rooms. If you ask for a double bed, we will pass on your request but these cannot be guaranteed. Three bedded rooms are often a twin room with an extra folding or pull-out bed, and it may be cramped. There are occasions, such as in Le Mans, France where each hotel offers different room facilities and / or room layouts and check-in times are limited.
For example, some Le Mans hotels
offer twin share accommodation which may be a large double bed with a bunk bed over the double.
If you have a special request, diet (in-flight or accommodation meals), where your room is, a particular facility at a hotel, a particular view or room type and soon, we cannot guarantee it. This is not part of your contract with us. Because we receive so many requests we cannot tell you before you leave for your holiday if your request can be met. However, we will do our best to pass them on.
We are not a specialist in travel for the disabled. Many destinations and hotels are not well equipped for disabled guests, so please let us know your specific needs before you book.
Approximately 14 days beforehand, we will send you your tour documentation. Please check flight timings, if applicable, as these may change/move. The airline may change schedules, routings, aircraft types and operating airlines at any time. If the change is more than 12 hours, we will let you know. Depending on the airline, if there is a technical, metrological or air-traffic control delay, you will be offered refreshments, a meal or overnight accommodation if appropriate, depending on the delay. We recommend that you check-in early if your seat has not been pre-assigned. If you do not check-in on time and miss your flight, we have no liability to you.
Dispatch / Royal Mail
We post all our UK hospitality packages and / or event tickets by Royal Mail Special Delivery. The basic mandatory cost for this is £9 per pack. Overseas packages are posted by courier service. The mandatory cost for this is £31 per pack. Upon being posted to the address given by the customer, all risk in the goods shall pass to the customer. On Site Events Ltd will not be liable for any loss, damage or cost arising from non-delivery and reserves the right to levy an additional charge for issuing replacement tickets and documents for those lost whether in the post or otherwise.
Foreign travel advice
The Foreign & Commonwealth Travel Advice Unit may have issued information about your destination. You should check this information on BBC2 (Ceefax) page 470 onwards or on the Internet under the address http://www.fco.gov.uk
Passport, visa & health
You need a standard 10 year British passport for all travel. This must be valid for at least six months beyond your planned return date. You may also need a visa. You must make sure you have kept to any health needs for the country you may be visiting. You must make sure that you hold the correct travel documents and have got the vaccinations you need. We cannot be held responsible for any illness, delays or costs including cancellation charges resulting from you not meeting these requirements.
Health, safety and security abroad
The safety standards and regulations which apply overseas are those of the country you visit. Often they do not reach the same levels as in the UK. Because of this general standards of safety, hygiene, fire precautions and so on, can be lower than those which we expect in the UK. The authorities in the country concerned may not have enough power or resources to monitor and enforce standards. So we must advise you to be careful when you are in unfamiliar buildings or surroundings. Please get to know your escape route in case of a fire. We take the safety of our customers very seriously.
If the Foreign Office advises that you should not visit a particular country, we will tell you and try to arrange another tour for you. Crimes against people and property are a fact of life throughout the world and you have the same responsibility for your safety as you do at home. In some places the local police may not be very co-operative or interested when you report theft or need insurance confirmation so take great care of your property.
These conditions and other information on our website form the contract between you and us. When you contact us to book your tour, you appoint us to act as your agent to get you a flight, ground package and / or and other services. When we have done so, and you have confirmed the booking and paid the deposit, we will accept responsibility for providing your tour from that point onwards. You must take out our travel insurance or arrange your own policy which has the same or better cover or we will not take your booking. Any money you pay to us for air travel under these booking conditions is protected under Air Travel Organisers Licence 6181. We act as authorized agents of Scott's Travel of Southgate. Your contract will be governed by English Law and any disputes will be dealt with in the courts of England and Wales.
We are On Site Events Ltd, and our registered office is Windover House, St Ann Street, Salisbury, SP1 2DR (registration number 05066204) For your added security and peace of mind, On Site Events maintains a trust acount where the client's money (paid in advance) is kept until the client's return after satisfactory conclusion of the travel / tour. The trust account is administered by independent trustees and run through a dedicated account at HSBC Bank Plc, The Town, Enfield, Middlesex.
A. Bookings and payments
If you book through a third party, any advice given to you by the agent, which is not based on advice given by us, is his or her responsibility. We do not accept liability if you receive incorrect advice in these circumstances. Even if you book with a third party the contract for your tour is with us and not with him or her. We recommend that before you book your tour, you or your agent contact our reservations department either by phone or e-mail to check the most up-to-date information to do with the tour you have chosen. You must pay a minimum deposit of £150 for each person, or the full cost of the tour if you book within eight weeks of departure. Special terms are applicable for high value tours. All major personal credit cards are accepted though a minimum service charge of 1% will be applied on all balances. For commercial credit cards, a minimum service charge of 2% will be applied on all balances.
On receipt of your payment, a confirmation invoice outlining the itinerary will be sent by return.
A contract will exist as soon as we issue our confirmation invoice. The person who completes a booking by telephone, by e-mail or by post is the 'lead name'. He or she must be over 18 years of age and is responsible for payment of the total booking price and subsequent cancellation or amendment charges that may be payable. He or she also agrees to provide accurate and full information to the remainder of the travelling party in relation to the booking, including any changes thereto and confirms that all the other members of the party, including any that may be added at a later date, agree to be bound by these conditions, and all other information in the relevant websites (as applicable).
The remainder of the tour cost must be paid no later than eight weeks before you leave. If we do not receive the deposit or balance by the due date, we can treat the booking as cancelled by you and ask you to pay cancellation charges as described in section B of these conditions. We do not usually send reminders for money we are owed.
We can often accept late bookings (subject to availability and enough time to process your payment, tickets and other documentation) If we need to request extra / alternative space, which may incur additional costs, we may charge an administration fee of up to £20. If we need to send your travel documents to you by express post, there is an extra charge of £9.00
Prices are based on the following currency exchange rates: GB £1 = EURO 1.15 and known costs on that date. We can increase or reduce website prices at any time before you book. However, once your booking is confirmed, the price of your holiday is fully guaranteed and will not change.
In return for this commitment, we will not refund you for exchange rate movements or cost adjustments that would otherwise reduce the holiday price. If the UK Government or another regulatory organization introduces a charge to increased financial protection against financial failure, we can pass on the cost of this to you.
When we do offer a Price Match Promise, we are happy to consider matching any hotel and travel package price providing the conditions of the sale are the same. The Price Match promise logo will appear on our website in relation to applicable events.
In order for us to consider a price match, the competitor's package must be identical as that offered by On Site Events. For example, the same hotel, same category / type of room, same length of stay and same cross channel crossing routes / times. The competitor's package must be advertised on their website. On Site Events reserves the right to refuse any requests that are not seen as acceptable to our company.
B. Changes or cancellations by you
If you ask to change your booking after confirmation (for example, transferring to a different hotel, ferry, tour or airport) you must write or phone, and we will try to meet your requests wherever possible. If you add people to your booking, they are added on the understanding that they have also accepted these
booking conditions. If we can change your tour, we will issue a revised holiday invoice to confirm this and any increased costs as a result of the change.
Cost of changes
If we receive notice more than eight weeks before you leave, and we can make the change, we will do our utmost to make the requested changes and if we are able to do so, amendment charges will be applied. When the change is only to the name of the passenger, the charge will be a minimum of £30 per changed name. With other changes, charges vary according to the type of travel arrangements but the amount charged shall be no less than £30 per person per amended component of the tour.
If you make changes within eight weeks of departure, you will have to pay cancellation charges as set out below except when you need to change a party member if a person is prevented from taking the tour. In this situation, that person may transfer their place on the booking to someone else as long as you let us know at least 28 days before you leave. You will have to pay £30 for each person. Other than in this situation, the new arrangements made within eight weeks of you leaving will mean you have an entirely new booking.
If you make name or date changes involving scheduled service airlines we would normally treat this as full cancellation. You will then have to pay any cost of cancellation and rebooking flight seats on scheduled service airlines. If the number of people travelling changes, we will charge you a new price on the basis of the new size of your party. Any increase in price as a result of cancellation (for example, if only one person stays in a room) will be shown on the new invoice.
Cost of cancellations
- More than 56 days (8weeks) prior to departure: Loss of Deposit
- 56 to 43 days prior to departure: 50% of the full tour price
- 42 to 29 days prior to departure: 75% of the full tour price
- Less than 29 days prior to departure: the full tour price
If you or any member of your party need to cancel your booking, or part of it, once it has been confirmed, the person listed as the lead name on the booking must do this in writing. The charges you must pay are shown above and are worked out from the date we receive your written notification. We cannot refund any amendment fees or insurance premiums. The total tour price does not include insurance premiums and amendment charges. You may make a claim against your insurance policy if your cancellation is covered by the policy you have taken out.
In the event of a part cancellation, cost of cancellation of each component shall be the same percentage as if the entire tour were being cancelled.
Extras to the tour price, such as event tickets and hospitality will always incur a 100% cancellation charge.
C. Changes or cancellations by us
It is unlikely that we will have to change your tour. However, we can make changes to and correct errors in both the website and tour details before and after you have booked your tour.
Significant changes we make
If we need to change the contract significantly, we will tell you or your agent as soon as possible if there is time before your departure. A significant change is one that we make to your tour arrangements before you leave that involves changing:
- your UK departure airport (except between any of the airports serving London)
- your booked accommodation is reduced, measured by the official government star rating
- your departure time or length of tour by more than 12 hours (except in the case of cutting short your holiday in the section on Circumstances outside our control).
You will have the choice of:
- accepting the changed arrangements notified to you
- buying another tour from us and paying or receiving a refund for any price difference; or
- cancelling your tour and receiving a full refund of all the money you paid us.
You must let us know your decision within 10 days. We regret we cannot be responsible for any losses or expenses you suffer.
Details in the tour itinerary produced at the time of booking are for information purposes only – accurate details will be shown on the joining instructions which are included with the travel documentation.
Circumstances outside our control
We do not accept any liability if our performance is prevented or affected by an event beyond our control which we or our suppliers could not expect or avoid even with all due care: -
- war or threat of war
- riots, hostilities or political unrest
- terrorist activity
- industrial disputes
- natural or nuclear disasters
- bad weather conditions
- technical problems to transport
- airports or ports being closed or full
- cancellation or changes of schedules by scheduled service airlines
- insolvency of any tour supplier or any similar event.
Cancellation by us
In circumstances outside our control, it may be necessary for us to cancel your booking. In such circumstances, we will notify you of the cancellation as soon as possible. Following such cancellation, we may refund you all or part of the monies paid. In other circumstances, such as insufficient demand, it may be necessary to cancel your booking. In such circumstances, we will notify you of the cancellation as soon as possible. We will then offer you a similar tour, if one is available, or we will refund all monies you paid to us except any insurance premiums.
We accept responsibility if the services we provide are poor or not of a reasonable standard. We also accept responsibility for the acts of our employees, agents, suppliers and subcontractors as long as they were at the time carrying out work we authorised. This does not apply if you die, are injured, become ill or if any of the events set out in the paragraph on Circumstances outside our control happen.
We accept responsibility if you or any member of your party dies, is injured or becomes ill because we do not perform any part of the contract with you unless: -
- it was the fault of the person who died, was injured or became ill;
- somebody else was at fault which we could not have expected or avoided; or
- an event happens which either we or the supplier of the services could not have expected or avoided.
It is a condition of this agreement that you tell us about any claim according to the procedure set out in clause D. If we pay you, you must give us or our insurers any rights you may have to take action against anyone else. You must also give us and our insurers any help we need.
For air, rail, road and sea carriers and hoteliers our liability is limited as if we were carriers or hoteliers within the appropriate international conventions. The most we will have to pay you for claims is the most we would have to pay if we were a carrier or hotelier. For all claims which result from international travel, we can only pay compensation if the carrier would have to pay compensation if you made a claim against them in the same situation. In all cases except for personal injury, illness or death, the most we will pay is the full holiday price for the people affected, a refund of any expenses directly connected with your claim and a daily amount of £50 for each person. This applies when everything has gone wrong and you have had no enjoyment from your holiday. In any other situation we will only pay you part of this amount, taking into account all relevant circumstances.
If there are circumstances outside our control, we may have to change or end your holiday after you leave, but before the scheduled end of your trip. This is extremely unlikely, but if it does happen, we will not pay you any compensation or any other expenses you have to pay because of our action. For loss or damage to luggage or personal possessions (including money) our liability is limited to £35 for each person, because we assume you have got enough travel insurance.
Conditions of carriage
Transport by aircraft, rail, ship or coach will depend on the conditions of carriage of the relevant carrier. These conditions of carriage may limit or exclude the carrier's liability to you under international law (such as the Warsaw Convention).
We can sort out problems on the spot if we know about them. If you want to complain, please do the following:
- Tell our representative or local agent and the relevant service supplier immediately so that we can take action.
- If the problem cannot be sorted out, the person listed as the lead name on the booking form should get a customer relations report form and return it to our representative, local agent or service supplier. Then the person listed as the lead name on the booking form must write (quoting the booking reference and giving full details) to: Customer Relations, On Site Events Ltd, PO Box 2260, Fordingbridge, SP6 9AH or via email at firstname.lastname@example.org
- All complaints must be made within 28 days of your return home.
E. Your Responsibilities
Passport & Visa Requirements
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Emassies and / or Consulates. We do not accept any repsonsibility if you cannot travel because you have not complied with any passport, vis or immigartion requirements.
If in our opinion or the opinion of any airline pilot, accommodation manager or other person in authority you are behaving in a way which will cause or be likely to cause danger, distress or annoy others or damage property, your holiday arrangements may be ended. If this happens, we will not pay you anything.
As part of our Booking Conditions,
a contract will exist as soon as we issue our confirmation invoice. If we provide a confirmation invoice which includes a track lap or parade lap (where you use your own vehicle) it is implicit that all participants on the booking will be undertaking these activities entirely at their own risk. All track sessions will have a pace car and under no circumstances can the pace car be overtaken.
For your own protection, you and all members of your party must have equivalent insurance to our own for the full period of your tour. At the time of booking, you must either purchase the travel insurance we offer, or give us the details of your alternative policy (insurance company name, contact number/policy number).
If you cannot give us these details straight away, you must provide them within seven days of booking. If you fail to do so, you agree that we may debit your credit card with the relevant premium(s) for our insurance. We regret we cannot accept your booking, if you do not agree to take out insurance as set out above. Please note, it is your responsibility to ensure the insurance you purchase is suitable and adequate for your particular needs.
All information published on the www.onsite-events.com website is protected by copyright and is the sole property of On Site Events Ltd unless mentioned otherwise. It is intended solely for the private use of the individual reader and may not under any circumstances be retransmitted in any form, repackaged in any way or resold through any media, without the prior written permission of On Site Events Ltd. On Site Events Ltd strives to ensure that the information it supplies is correct, but does not accept any liability for error or omission.
As far as we are aware, all photos used on this site have been obtained with permission and credit has been given where requested. If you see any images for which you believe proper permission has not been given, please contact the webmaster with full details. Any disputed images will be removed from the site until the matter has been resolved.