frequently asked questions

As a tour operator we have to have terms and conditions, these protect us aswell as yourselves. If we didn't have them we wouldn't be acting professionally, so it's important and beneficial all round. It should give you confidence in our professionalism and also your protection (eg we have clear and honourable duties to you).

The following terms and conditions are pretty standard. Read them all thoroughly, but in particular you should be aware of (1) cancellation charges apply, so only book for definites and (2) you've got your own responsibilities in keeping sober at the right times (eg no booze before activities), arriving and departing on time and acting properly (ie don't abuse or mistreat the hospitality - otherwise programmes will be automatically cancelled). Other than that they are as you might expect and written in plain English so have a read through.

For anything you book with us, you'll need to agree to the following terms and conditions, all bookings are bound by these.

Company away days - Agreement Terms & Conditions
Interpretation in these conditions:
"Company away days" - StagWeb Limited of The Old Brewery, Bradford-on-Avon, Wiltshire BA15 1NF.
"Client" - the person that has signed the booking form on behalf of the Party. References to and the obligations of the Client apply to all members of the Party.
"Party" - only those persons included on the Client booking form - including the "Client".
"Supplier" - the recognised contracted party used to fulfil an activity or service of the Program.
"Agenda" - a list of suggested activities, accommodation, and or other associated services, together with relevant pricing details.
"Program" - the activities and or entertainment and or accommodation as detailed in the suggested list of events that are included by the Client in the booking form and subsequently confirmed in the Booking Confirmation.
"Contract" - the agreed Program as detailed in the Booking Form Confirmation.
Company away days reserves the right, at any time before a contract as hereinafter defined is accepted or deemed to be accepted by the Client, to withdraw or change these conditions.
The conditions herein are accepted by the Client to the exclusion of any previous terms and conditions, written or otherwise.

1. Making a Booking

1. Upon request Company away days will supply to the Client an Agenda.
2. The Client must sign and return a booking form and pay a deposit to confirm their commitment to pay for the intended Program
3. The Contract is made when Company away days confirms the Booking Confirmation with details of the agreed Program
4. The Client must check carefully to ensure that Booking Confirmation matches what was booked.
5. In the case of e-mail or similar media where client signatures are not available, the Client accepts that e-mail is a satisfactory communication and commitment to progress confirmation of the Program.

2. Pricing

1. The price of your Program is as detailed in the Booking Confirmation. Company away days reserves the right to change the price of the Program at any time prior to the issuing of the Booking Confirmation.
2. All monies referred to are in pounds sterling and exclusive of VAT unless otherwise stated.
3. Holiday insurance is not included in the price of the Program unless otherwise stated.
4. Suppliers of the services and activities of the Program may require the Client or members of the Party to leave a credit card imprint on checking in, or alternatively to provide a breakage/damage/security/behaviour deposit. These amounts are refunded locally if there is no damage, breakage or misbehaviour or justifiable reason to retain deposit.
5. Unless otherwise stated on the agenda the payment does not include the cost of drinks, food, admission, transfers, parking charges, porterage charges, fees, contributions and / or any other items that are not referred to on the Booking Confirmation. (vi) Credit Card payments to Company away days will carry a 2.5% processing surcharge. Debit Card payments carry a £1 processing surcharge.

3. Payment

1. The price of the Program and the basis on which it is calculated is contained in the Booking Confirmation.
2. The Client accepts responsibility for paying for all members of the Party.
3. The Deposit (which is non transferable) as detailed in the Agenda is payable on booking, the remaining payment to be made 6 weeks prior to the commencement of the Program or by such date as is specified in the Booking Confirmation.
4. In the case of Bookings made less than 4 weeks prior to the commencement of the Program the full amount is payable upon booking.
5. Failure to make payment on the due dates will entitle Company away days to cancel the contract without penalty and to treat such failure as a cancellation by the Client in which case cancellation charges will apply from the date the payment became due.
6. Company away days reserves the right not to provide the Program or any part thereof until it has requested and received sufficient funds from the Client to pay Suppliers. Company away days will not be liable for any matters arising out of delay in payment by the Client.

4. Alterations or Changes to the Program by Company away days

1. The Program is based on current schedules and service details and consequently may require minor changes to be made. Wherever possible Company away days will notify the Client of any such changes before commencement of the Program. A minor change will be deemed to be any change which, taking into account the information given by the Client to Company away days at the time of booking, Company away days or Supplier could not reasonably expect it to have a significant effect on the confirmed Program. In the event of minor changes no compensation is payable or do such changes entitle the Client to cancel the Program or request an alternative Program
2. In the event that there are significant changes to or cancellation of the Program prior to the commencement date of the Program, Company away days will as soon as is reasonably practical notify the Client. In these circumstances the Client may accept the change and a refund of the difference in price between the price of the Program purchased and that of the substitute Program. In the case where the changed Program is inferior to the one booked, the Client may cancel the Program and receive a full refund (which will be in full and final settlement of all claims including loss of enjoyment). Company away days where possible will offer an alternative Program (from the range of services offered by Company away days).
3. Significant changes to the Program will include the following: · A change of accommodation to that of a significantly lower standard for the whole or a major part of the Program · The cancellation of an activity or service forming part of the Program· A change to the price contained in the Booking Confirmation.
4. In the event of changes to the Program after it has been agreed, Company away days will provide the Client with an alternative of the same or higher standard in the same or a similar area. The Client will have no right to cancel the Program if Company away days have offered the client a suitable alternative.
5. In the event of loss or damage suffered by the Party or changes to or cancellation of the whole or part of the Program due to reasons of unusual or unforeseeable circumstances beyond Company away days's or the Suppliers' control compensation will NOT be payable. By way of example because of safety risks, adverse weather conditions, war, riots, civil strife or terrorist activity, industrial disputes, natural or nuclear disasters, fire, flood, shortage of water, epidemics, health scares, technical problems with transport or equipment, airport closures, and similar events beyond our control.
6. No compensation is payable if the Program is cancelled in whole or part due to an insufficient number of people required to make available the activity or service forming part of the program.
7. Cancellation or changes may be made when safety conditions are, in Company away days's or its Suppliers' discretion, compromised. If cancellations occur in such circumstances Company away days or it's Suppliers will make every effort to reschedule in line with Client requirements, provided the Client is not at fault.

5. Alterations or Changes made by the Client

1. If the Client wishes to make any alteration to the Program or wishes to cancel the Program, The Client must notify Company away days in writing as soon as is reasonably practical;
2. The cancellation charges set below apply if the Program Is cancelled by the Client but cancellation will only be effective from the date that written notification of cancellation is received by Company away days.
3. If the Client wants to change the Program or the numbers or members of the Party after the Booking Confirmation has been issued then there is an administration fee of £25.00 (per change) payable together with any charges or costs imposed by the Suppliers. In the event of certain major changes to the Program or the numbers of the Party or the dates of the planned Program, this request may be treated as a cancellation of the initial booking and the booking of a new Program. In such cases cancellation charges may be incurred. Company away days will advise the Client upon receiving request to make amendments if this is the case.
4. If the Client arrives at any part of the confirmed Program with additional guests without prior written notice, the new guests will not be covered by Company away days, and the previously confirmed booking will be treated as a cancellation. Unless otherwise agreed in writing additional guests may also be charged at full premium rates directly by Suppliers with an additional £25 administration fee per guest.
5. Cancellation charges. Number of days prior to commencement of the Program Amount Payable - More than 42 days Deposit only: 29 to 42 days: 50% (of total): 22 to 28 days 75% (of total): Less than 21 days 100% (of total). (vi) We strongly recommend that Clients provide accurate details and insure against cancellation where possible.

Hotels - late arrival or no show:

6. in the case of non-arrival at confirmed accommodation if the Client arrives later than 22.00 hours* on the day of arrival, unless prior written notice has been given by the Client directly to the hotel, the hotel is entitled to assume the Client will not arrive and treat the booking as a cancellation (including any subsequent reservations), standard cancellation terms will apply.
7. in the case of non-arrival on the first night of the package, the hotel is automatically entitled to assume the remainder of booking has been cancelled, standard cancellation terms will apply. Please note Company away days will not be responsible for sourcing alternate arrangements. Company away days will not be responsible for any Client's failure to successfully contact the accommodation.

Daytime or evening programmes - late arrival or no show:

8. in the case of late arrival if the Client arrives later than 15-30 minutes* from the start of any confirmed programme time forming part of the agreed itinerary, unless prior written notice has been given the Supplier is entitled to assume the Client will not arrive and treat the booking as a cancellation (including any subsequent / associated programmes), standard cancellation terms will apply. (x) in the case of non-arrival the Supplier is automatically entitled to assume the complete booking has been cancelled, standard cancellation terms will apply. Please note Company away days will not be responsible for sourcing alternate arrangements. Company away days will not be responsible for any Client's failure to successfully contact the Supplier.

Transport - late arrival or no show:

9. in the case of late arrival / readiness for transport services if the Client arrives later than 15 minutes* from the collection time as per the agreed itinerary (or is not at the agreed collection point), unless prior written notice has been confirmed the transport Supplier is entitled to assume the Client will not arrive and treat the booking as a cancellation (including any subsequent programmes), standard cancellation terms will apply.
10. in the case of non-arrival the Supplier is automatically entitled to assume the complete booking, including any subsequent journeys, has been cancelled, standard cancellation terms will apply. note Company away days will not be responsible for sourcing alternate arrangements. Company away days will not be responsible for any Clients failure to successfully contact the driver / transport services.

* standard allowance, times may vary as detailed in advance

6. Company away days's Responsibility

1. Company away days will use all reasonable care in the selection and use of Suppliers of services and activities forming part of the agreed Program.
2. Company away days accepts responsibility for claims by the Client where Company away days and/or Suppliers fail to provide the proper performance of the services forming part of the Program. The liability shall be limited to the net cost of the element of the Program found to be deficient.
3. In the case of a confirmed Program to which the provisions of the Package Travel, Package Holidays, and Package Tour Regulations 1992 ("Package Regulations") do not apply Company away days will accept liability for personal injury claims arising as a direct result of the proven negligence of its direct staff (providing they were acting in the course of their direct employment).
4. In cases where the Package Regulations apply to the confirmed Program Company away days accepts liability for the proven negligence of its staff and Suppliers (whilst in the course of their direct employment or contract) in providing the services or activities that form part of the confirmed Program.
5. Company away days does not accept liability in the following circumstances: · If the Client or any member of the Party are at fault, which will include any losses or damage attributable to or resulting from a failure on the part of any Party member to abide by these terms and conditions. · If the failure is the fault of someone else not connected with providing services, which make up the agreed Program · Any unusual or unexpected circumstances beyond the control of Company away days or it's Suppliers even if they had used all due care:· Any event, which Company away days or its Supplier even with all due care, could not foresee or forestall; · Any instance of inappropriate behaviour, including but not limited to insobriety, violent conduct, the breaking of rules and regulations and discourtesy.
6. Any travel, activities, accommodation and other services are carried out subject to the Supplier's conditions of carriage, supply or contract which will be notified to the Client if they depart significantly from standard industry practice or upon the Client's request. If any Supplier can exclude or limit liability under any international convention or foreign law Company away days will rely on that exclusion or limitation.
7. Where the cause of loss, damage or injury is due to Company away days's Suppliers, subcontractors, servants and/or agents, Company away days's acceptance of liability is subject to assignment to it of the claimant's rights against the former and to the claimants co-operating with Company away days in any legal action it may take to enforce any right of subrogation or by way of any third party proceedings.
8. Company away days will offer such help as is reasonable in the circumstances to the Party if any member suffers difficulties whilst participating in the Program.

7. Client Responsibilities (including all confirmed members of the Party)

1. To ensure that all members of the Party are informed about these terms and conditions and the booking/Program details.
2. To take full responsibility for clientside administration and be responsible for the accuracy of information supplied.
3. The Client must inform Company away days in writing of any special requests (for example, special facilities for disabled people, dietary requirements, allergies, medical conditions) which it or any of the Party have so that Company away days is able to make arrangements, as far as reasonably possible, to cater for them.
4. Some of the activities provided by Company away days as part of Program require an element of physical activity on the part of the Party. The Client will ensure that all members of the Party are physically able to take part in the Program, suffer no disabilities or conditions that may impair, restrict or endanger their involvement or that of other members of the Party's involvement in the Program If the Client has any doubts or concerns regarding any member of the Party's participation in the Program these issues must be raised in writing at the time of booking, (for example asthma, high blood pressure, heart conditions, vertigo).
5. To review and recommend insurance and health insurances to all members of the party. It is important to note that certain activities contained within the Program may be excluded from the terms of certain travel, medical and life insurances. It is therefore the responsibility of the Client to ensure that adequate insurance cover is provided for the Party to cover likely eventualities whilst partaking in the Program
6. To agree and progress with all payment timetables as set out above and in the Booking Confirmation. (vii). To ensure that all members of the Party comply with all activity/element timetables of the Program. Failure to keep to the timetables may result in either discontinuation of the event/activity or cancellation of the Program in either event Company away days will not be liable for any refund, compensation or any other costs that may be incurred.
7. To ensure that all members of the Party act at all times in a safe, responsible and courteous manner, comply with all safety procedures (for the avoidance of doubt this includes an appropriate level of sobriety), listen and be present at all safety and information briefings relevant to the Program's activities, make supervisors or any person in authority immediately aware of any equipment or site deficiencies or concerns, dress and/or equip themselves suitably for any event or activity as advised by Company away days and or its Suppliers (failing which as is deemed appropriate or suitable in the circumstances), and observe and obey all laws, requests (including the signing of any disclaimer) and conditions of use of any Supplier, including accommodation and entertainment venues.

8. Behaviour
Company away days by itself or its Suppliers may end or cancel the Program, with no liability of reimbursement, if the behaviour of the Party or that of any person associated with the Party is likely in the opinion of Company away days or its suppliers to cause distress, damage, danger to or to annoy other customers, or other members of the Party, employees, property or anyone else. If the party is found to be behaving in a way that results in affecting the standard performance of our suppliers and enjoyment by other guests, groups may be required to leave the premises - if this is the case groups will immediately forfeit all costs and any right to compensation, whether or not the program has been completed, and be liable for any compensation sought by our suppliers. If groups behave in such a way that results in the suppliers relationship with Company away days being terminated, clients will be pursued for compensation by Company away days. If the Party is prevented from traveling because any person in authority thinks any member of the Party appears to be unfit to travel or likely to cause discomfort to or disturb other passengers, Company away days will not be liable to complete the Program arrangements, and will not be liable for any refund, compensation or any other costs incurred by the Party. Company away days cannot accept liability for the behaviour of others in your accommodation and/or taking part in any activity and/or event, associated and or in the same environment forming part of the Program, or if any facilities or services are removed as a result of their action. In some instances groups may be required to sign agreement forms and or provide a damage and or behaviour deposit. If any occurrence of damage is obvious groups will be pursued for recovery for the full amount of damage reimbursement, associated costs and any expenses incurred, including time and administration, in pursuing this recovery.

9. Insurance & Disclaimers
Company away days considers it essential that all members of the Party have adequate insurance. Details of the travel insurance provided by Company away days can be seen on Company away days's website or are available on request. Please note that is the Client's responsibility to ensure that cover matches the Party's requirements. Company away days want to arrange accident cover for you when you attend an activity based Program. If the Client decides not to purchase such cover, they must take out alternative cover that provides equivalent or better cover to the policy that Company away days offer. If the Client arranges alternative insurance cover or neglects Company away days's own insurance Company away days are entitled to assume that the Client is fully covered and their alternative policy covers all the activities and events within the Program. If the Client is arranging its own insurance it is bound to provide details (insurer and policy number) on the Booking Form or otherwise in writing. In the event that the Client fails to provide the details of alternative insurance then Company away days may add the appropriate premiums for the personal travel insurance that Company away days offers to the Booking Confirmation.

10. International Travel, Passport, Visa and Health Formalities

1. Information on health is contained in the Department of Health leaflet T6 (Health Advice for Travelers) available form the local Department of Health office and most Post Offices. For European Programs the client should obtain a completed and issued form E111 (details in leaflet T6 referred to above) prior to departure.
2. It is the responsibility of the Client to ensure that all the members of the Party are in possession of necessary travel and health documents (including inoculations and medicine if necessary eg ventolin) before departure. All costs incurred in obtaining such documentation and or applications must be paid by the Client.
3. Company away days will not be held responsible in the event of the Client and or any member of the Party contravening any international and or customs laws and regulations. We recommend that all visitors to foreign destinations familiarise themselves with protocol and culture.
4. If Company away days or its Suppliers suffer as a result of any member of the Party failing to have the correct travel documents, the Client is liable to pay such fine.
5. The Client is advised to check the information and contact details contained on the Company away days website under the headings Health, Safety & Emergency, and Tickets, Passports & Visas.

11. Complaints

1. If there are any complaints about the Program these must be communicated immediately to Company away days or its Suppliers who will try to resolve the problem to avoid it spoiling the Program. Any failure to so report such complaints immediately will be deemed to be a failure on the part of the Party to mitigate its losses and Company away days will not consider itself liable for those complaints.
2. If Company away days or its Suppliers are unable to sort out the problem then a written report must be submitted, specifying any perceived failure at the place where the Program is supplied.
3. If the matter is still not resolved after completion of the Program then the Client must write to Company away days within 28 days of completion of the Program giving full details.

12. General

1. If any of these terms or conditions are unenforceable for any reason, but would be enforceable if some of its wording were deleted or amended, it shall apply with such deletions or amendments as are necessary to make it enforceable.
2. No amendment or variation to the contract or conditions shall be effective unless in writing and signed by or on behalf of both parties.
3. Any contract between the Client and Company away days shall be construed in accordance with English law and is subject to the exclusive jurisdiction of English Courts.

In respect of any timely alterations to the above please check on booking that the above guide details the latest terms & conditions.

We want you to be safe, informed, well covered and aware of ours and your responsibilities when it comes to group travel - if anything is unclear or you would like to talk through insurance please contact us on 0845 130 5225.

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