Making a Booking
Bookings can be taken over the telephone but
must be followed up with a completed booking
form along with the deposit due. Upon
receipt of these items, confirmation of your
booking is forwarded to you within 7 working
days. The full balance due becomes payable
21 days before the commencement of your
break. It is understood that those persons
booking by telephone accept these booking
conditions and that the person initiating
the booking in all cases is responsible
for making all members of the group aware of
these conditions.
Deposit and Final Payment
On receipt of your deposit, confirmation of
your break will be forwarded to you within 7
working days. This confirmation will clearly
show the amount of deposit received, the
amount that is due to be paid for the break
in full and the date this final amount
becomes payable. On receipt of full payment
your detailed package will be forwarded to
you. 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. The outstanding
balance is payable no later than 21 days
before your break is due to commence. Full
payment must accompany any booking made
within 21 days of the commencement of your
break. Payment can be made by cheque or
postal order. Cheques and postal orders
should be made payable to Spotlights.
Alternatively we are able to accept most
leading credit & debit cards.
Cancellations
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. Should you cancel your
booking after you have paid for the break in
full and less than 3 weeks before the
commencement of your break. The following
charges will apply as shown on the scale
below (calculated on the day written
notification is received by us and expressed
as a percentage of the total package price).
Should your group numbers decrease and we
are advised of the amendment at least 21
days prior to you visit, 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 numbers
confirmed on the booking form. Deposits paid
for such members not making the visit will
under these circumstances not be lost if as
stated, 21 days notice has been given of
their
intended absence. The deposits received for
those missing members will be credited and
taken into account when calculating the
final balance due for the group.
Number of days prior to break
that
notification is received |
Cancellation Charge |
| 0-13 Days |
100% |
| 13-21 Days |
75% |
| +21 Days |
Loss of Deposit |
We recommend that suitable group holiday
insurance is obtained and we can on request
send a booking form provided by the
travellers Protection Services Limited for
your perusal. The terms of the Travel
Protection Services Limited cover in respect
to sums paid in the event of cancellation
does not necessarily correspond to our scale
of cancellation charges. By taking out a
holiday plan policy you are entering into
a contract with Travellers Protection
Services Limited.
Amendments by you
All alterations should be made directly with
Spotlights. We will always try to
accommodate any reasonable requests for
changes to your planned break. It is
however, very difficult to make changes to
planned activities within 21 days of your
intended break. We would therefore ask you
to bear this in mind when planning your
various activities.
Suppliers Terms, Availability and Amendments
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. The hotel
accommodation applicable to your break will
be stated in writing by us in one of the
following recognised ways: Budget, 2 star, 3
star or superior. A brochure provided by the
hotel will be supplied as part of your
package or in the event that this is not
available written conformation from us
detailing the hotel facilities will be given
to you.
Health and Safety
We endeavour to work only with reliable
third party operators, who manage and
supervise their activities to what we
believe to be the highest safety standards.
Some of our activities have age, height,
weight or other special restrictions. These
may be detailed in the literature relating
to the activity but, if in doubt, please
check with us before booking. Additionally,
where an activity includes an element of
personal risk, suppliers may require
participants to sign disclaimers before
taking part. If any members of your group
have or suspect that they have a medical
problem that could be aggravated by their
involvement in any of the activities or
events that form part of this package they
should seek medical advice before embarking
on the break
Financial Security
For your added security and in compliance
with EC regulations your payment for the
services we organise will be paid into a
trustee account at Lloyds Bank,
Christchurch, Dorset and held until after
your organised break has taken place. Should
you wish to contact the Trustee please
address correspondence to P J Malloy Trustee
for Spotlights, P J Malloy & Co.
Accountants, Nursery Cottage, Beckley,
Hinton, Christchurch, Dorset, BH23 7ED,
marking your correspondence private and
confidential.
Conduct
We ask you to respect all venues your group
visit. By signing our booking form you agree
to do this. If you or a member of your party
commit any illegal act during your break, or
if the opinion of our suppliers involved,
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 our suppliers or
Spotlights 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 to cover the
cost of any damage caused by any group
member.
The Brochure
The contents of our brochure have been
carefully complied and to our best belief at
the time of publication (January 2005),
represents a fair and accurate outline
description of various activities and
venues.
Complaints
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
Our Commitment and Promise to you
Our aim is to serve you with professionalism
and honesty. We are constantly reviewing our
procedures and those of our suppliers to try
and ensure you receive good service at all
times. We value you custom and therefore
will do all we can to ensure that your break
will be hassle free allowing you and your
group to relax and enjoy yourselves. |
