VIP Travel - Terms & Conditions
You enter into a booking with us when we issue our confirmation email, which you will receive after completing your purchase.
You can make changes to your booking in certain circumstances, changes to bookings can incur an administration fee, depending how close to departure date. If you decide to cancel your booking, please see below “if you cancel your trip” for information on conditions of refunding.
We can change and cancel your booking, we are responsible to you for providing your holiday but there are legal limits.
Adequate and valid travel insurance is compulsory for all our travellers and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance. We recommend you take out insurance as soon as your booking is confirmed.
Terms and Conditions
A booking will exist as soon as we issue our confirmation email (the “Booking Confirmation”). This booking is made on the terms of these booking conditions. The person making the booking (the “lead name”) must be 18 years old or over and when you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions.
Whether you book alone or as a group, we will only deal with the lead name in all subsequent correspondence, including changes, amendments and cancellations. The lead name is responsible for ensuring the accuracy of the personal details or any other information supplied in respect of yourself and any other person travelling on the booking and for passing on any information regarding the booking or any changes made in relation thereto, to all persons travelling on such booking, including but not limited to information on schedule changes or copies of booking confirmations.
When you receive the Booking Confirmation please check the details carefully and inform us immediately if anything is incorrect. Names on travel documents must exactly match those in your passports. Unless we are responsible for the mistake, we will not accept liability if an airline or other supplier refuses boarding because the name(s) shown in your passport differ from those on your ticket. If there is an obvious error on the Confirmation Invoice, we reserve the right to correct it as soon as we become aware of it, but will do this within 7 days of issuing the Confirmation Invoice or, if your departure is within 7 days, no later than 24 hours before you go.Travel documents will be available to either collect at the Stadium at least 7 days before departure, or if requested, you can arrange to collect at the airport check-in desk.
Your personal safety is of paramount importance to us and therefore it is imperative that you advise us at the time of booking of any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip. This should include, but not be limited to, any special dietary requirements (including, for example, allergies) and any reduced mobility affecting you or members of your booking. Please contact us by email at firstname.lastname@example.org discuss any such requirements.
All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time. In the unlikely event of an administrative error leading to an incorrect price being displayed, we reserve the right to correct it (including after a booking has been confirmed). The price of your holiday will include APD for an economy seat.
When the price per person is dependent on the number of people in the accommodation and the number of people changes, the price will be recalculated based on the new party size. Any increase in price payable is not a cancellation charge. A separate cancellation charge will be levied in respect of bookings cancelled. A new Booking Confirmation will be issued as appropriate on which the cancellation charge will be shown.
Paying for Your Holiday and Insurance
When you make your booking, you must pay a per person for the VIP package, in full, unless otherwise stated.
Adequate and valid travel insurance for your chosen itinerary is compulsory for all travellers and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance. We recommend you take out insurance as soon as your booking is confirmed. You are strongly advised to insure yourself against any possible risk that may occur and in particular to ensure that you have sufficient insurance in respect of dependent relatives and force majeure events including, but not limited to, cancellations caused by global pandemics and medical cover regarding the same. You are required to carry proof of insurance with you.
If You Cancel Your Trip
You may cancel your trip at any time. Written notification from the lead name must be sent to email@example.com. As we pre-pay for all travel arrangements, if you cancel between 84 and 28 days prior to departure, we will part refund your accommodation and match ticket/s costs, if you cancel less than 28 days before departure, we are unable to offer a refund.
For the purposes of these terms and conditions “unavoidable and extraordinary circumstances” include but are not limited to: war, threat of war, airport closures, airspace closures (as well as other air traffic management decisions which may give rise to long or overnight delays or cancellations of one or more flights), the inability of airline(s) to operate flights as a result of the United Kingdom’s decision to leave the European Union (including the loss or restriction of air traffic or transit rights or the right of airline(s) to enter any airspace), epidemic, significant risks to human health such as the outbreak of a serious disease at the travel destination, natural or nuclear disaster, serious security problems such as terrorist activity, civil unrest or events arising out of political instability, industrial dispute or strikes, bad weather (actual or threatened), UK Foreign, Commonwealth & Development Office advising against travel to a particular destination and significant building work taking place outside of your accommodation (such as resort development). For the avoidance of doubt, Covid-19 and the decisions made as a result of the same by governments and authorities continues to be an unavoidable and/or extraordinary circumstance.
If You Change Your Booking
If, after our confirmation invoice has been issued, you wish to change your travel arrangements, we will do our utmost to make these changes, but it may not always be possible, depending on departure date and availability.
You can transfer your booking to another person, know to Exeter Rugby Club, as a VIP sponsor, who satisfies all the conditions that apply to this booking, by giving us notice in writing at least14 days before departure provided that the new lead passenger accepts the transfer and these booking conditions.
If we cancel your booking
We reserve the right to cancel your booking. We will not cancel less than 2 weeks before your departure date, except for unavoidable and extraordinary circumstances, or because the minimum number required for the package to go ahead hasn’t been reached. If your booking is cancelled, you can either have a refund of all monies paid or accept an alternative VIP travel booking of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value).
Changes to the price
We can change your holiday price after you’ve booked, only in certain circumstances: Changes in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources, the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports or exchange rates mean that the price of your travel arrangements may change after you have booked.
Changes other than the price
It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same or higher standard, changes of carriers. Any implementation of social distancing and related measures by suppliers to comply with the local laws in their country of operation will be considered an insignificant change.
Our Liability to You
You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with these booking conditions, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to compensation.
a) You must agree that any transport company’s (or other supplier’s) own ‘Conditions of Carriage’ will apply to you on any journey by road, rail, sea or air. When arranging this transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage'. You acknowledge that all of these terms and conditions form part of your contract with us as well as with the transport company. You can ask us or the travel agent taking your booking, to provide you with a copy of any of the conditions applicable to your journey.
b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage.
Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your booking may involve. Sometimes these standards will be lower than those which would be expected in the UK. The suppliers of the services and facilities included in your holiday should comply with local standards where they are provided.
Complaints and Assistance
If you have a complaint about any of the services included in your booking or need assistance whilst away, you must contact your VIP Travel representative, listed on your itinerary. Alternatively, please contact VIPtravel@exeterchiefs.co.ukon your return, please note this email address is only monitored during UK office hours (Mon- Fri 0900-1730 so if a quicker response is required, please call the representative)
Passport, Visa, Health,Travel and Immigration Requirements
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa, health or immigration requirements.
We are able to advise on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least 2 months prior to travel for the latest health requirements, recommendations for your destination and any costs. You should check this information at least 2 months before departure and again within 14 days of travel. Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements. Clients with existing medical problems, pregnant women and anyone who has recently visited other countries should check requirements with their general practitioner.
When assessing whether bookings will operate, we use information from our local offices in conjunction with advice from the UK Foreign, Commonwealth & Development Office and other relevant government bodies. It is your responsibility to acquaint yourself with the travel advice provided by these government bodies. For more information, please visit and the government websites at www.gov.uk/travelaware and www.gov.uk/foreign-travel-advice for your destination country.
We reserve the right to refuse to accept you as a customer or continue dealing with you if we, or another person in authority, believe your behaviour is disruptive, causes unnecessary inconvenience, is threatening or abusive, you damage property, you upset, annoy, disturb, or put any other traveller or our staff in any risk or danger, on the telephone, in writing or in person.
If the Captain of your flight or any of our staff believes that you could be disruptive or that you are suffering from a contagious disease or fail to follow the requirements they have of you, they can also refuse to let you proceed with your travel arrangements, restrict your movements on board, disembark you from an aircraft, or remove you from your accommodation or excursion.
If you are disruptive and prevented from boarding your outbound flight in the UK, we will treat your booking as cancelled by you from that moment, and you will have to pay full cancellation charges. If this occurs overseas then you will become responsible for your own return home and any other members of your group who cannot or will not. travel without you. We will not be liable for any refund, or compensation or any costs or expenses you incur.
If you are refused carriage because of your behaviour, or you are under the influence of alcohol or drugs, your airline may pass on your details and date of the refusal of carriage to other airlines for their information. This in turn may make it difficult for you to book other airline tickets. In any of these circumstances no refunds or compensation will be paid to you.
As a result of your behaviour during any stage of your holiday including on an aircraft, transfer, in any accommodation, or excursion, we reserve the right to make a claim against you for any damages, costs and expenses (including legal expenses) incurred as a result, including but not limited to (i) cleaning, repairing or replacing property lost, damaged or destroyed by you, (ii) compensating any passenger, crew, staff or agent affected by your actions and (iii) diverting the aircraft or cruise for the purpose of removing you. Criminal proceedings may also be instigated.
For the purposes of this section reference to “you” or “your” includes any other person in your party.