Booking Conditions
1. Making Your Booking & Contract
In order to make your booking, the booking form must be completed by the party leader (‘the Client’) who must be over the age of eighteen. This can be done by:
i. Sending a signed booking form to us; or
ii. Completing a booking form over the telephone with us.
On completion of this form the Client confirms that all members of the party agree to bide by the Terms and Conditions set out in this document. A Contract will exist between the client and Equestrian Escapes as soon as the confirmation invoice has been issued. This Contract is governed by English law and in the unlikely event of a dispute both parties agree to submit to the exclusive jurisdiction of the English courts at all times.
When completing the booking and riding experience forms, the Client is required to provide full details which truly reflect the personal information and riding ability of all members of the party.
On completion of the booking and riding experience forms the Client declares that the information provided is accurate.
2. Payment
In order to secure your booking, a deposit of 30% of the total holiday price must be paid within ten days of making your provisional booking. We must receive the balance including any additional costs no later than eight weeks before departure. If full payment is not received on the due date we reserve the right to treat the booking as cancelled and, therefore, apply cancellation charges as set out in clause 7 below. Should you make your booking within eight weeks of departure then the full cost of the holiday will be due immediately.
3. The Cost of Your Holiday Arrangements
Equestrian Escapes reserve the right to increase the price of your holiday in the event of exceptional cost increases which are out of our control. In the event of this occurring, we will absorb an amount equivalent to 2 % of the holiday price excluding any charges for alterations requested by you. Only amounts in excess of 2% will be surcharged. If this equates to more than 10% of your holiday price, you will automatically be entitled to cancel your holiday with the payment of a full refund of all money paid excluding alteration charges. Exceptional cost increases will include increases in transportation costs including fuel, taxes, (including VAT), currency fluctuations or other fees payable for services such as passenger taxes or charges at airports or ports.
All itineraries clearly state what is included and excluded in the price of each holiday. Upon completing a booking form, the Client agrees to the itinerary and the price of the holiday. Equestrian Escapes is run by qualified equestrian staff who inspect and research these holidays in full; we calculate our prices including the cost of our professional advice and the necessary bonding and insurances that means that your holiday payment is safe.
The maximum weight limit for the majority of Equestiran Escapes riding holidays is 15 stone (96kg/212lbs). There are a select handful of stables that will take heavier riders but this must be discussed at the time of booking in order to guarantee a place.
Last minute bookings made less than one week prior to departure may carry a booking fee as occassionally staff may have to travel to the office over the weekend to ensure that all the arrangements are in place. For holidays under £1500 in total this fee will be 10%, for holidays over £1500 the fee is capped at £150.
4. Cancellation by Equestrian Escapes
In the unlikely event that we have to cancel your riding holiday for reasons other than
a) Fault of the client
b) Force majeure
c) Insufficient numbers to proceed with ride
we will endeavour to offer you an alternative holiday of at least comparable standard if available.
5. Alterations & Changes by Equestrian Escapes
Equestrian Escapes do the very best to ensure the riding holidays are provided as booked.
However, our holidays and itineraries are planned months in advance of promotion and, therefore, are occasionally subject to changes. In the unlikely event that a ‘significant’ change is made, then subject to clause 6 below you will be given the option (to be exercised by giving notice to us in writing within 14 days of notification of a significant change) of
a) accepting the change; or
b) cancelling your holiday.
A ‘significant’ change is a change in dates.
In the event of minor alterations and changes made by Equestrian Escapes, no refund or compensation will be given and if you cancel the holiday the provisions of clause 7 will apply.
A minor change or alteration includes any change which is not a significant change.
If we are aware of changes prior to booking, we will inform the Client before a booking is made.
Please note that we do not accept responsibility under any circumstances for flights booked separately by clients.
6. Force Majeure
Equestrian Escapes regret we cannot offer refunds or compensation in the event of cancellation or alterations as a result of force majeure. Force majeure is defined as war, threat of war, riot, civil strife, industrial dispute, strike, lock-out, government action, terrorist activity, natural or nuclear disaster, fire, flood and adverse weather conditions.
7. Cancellation by You
Bookings may be cancelled at any time prior to the departure date by written notification by the Client. The cancellation date will be taken as the date that written confirmation is received by Equestrian Escapes. For this reason, Equestrian Escapes recommend recorded delivery. Cancellation charges are expressed as a percentage of the total holiday price and are payable to Equestrian Escapes. Cancellation charges are as follows:
a) 36 days or less before departure 100% cancellation charge for UK trips
b) 36 – 56 days before departure 50% cancellation charge for UK trips
c) The deposit payment of 30% * is non-refundable after a holiday has been confirmed by us.
d) Gift vouchers / itineraries are non-refundable after purchase.
* The deposit payment for The Scottish Castle Tour and The Jerez Feria is 50% and this is non-refundable after confirmation. Please take out travel insurance to cover yourself for cancellation on your part.
Please note for European trips the final balance payment is due 8 weeks prior to travel and for Peru bookings the final balance payment is due 10 weeks prior to departure. After this date we are unable to refund any payment made.
8. Alterations & Changes by You
Should you wish to make changes to your holiday after confirmation and before the final balance due date, Equestrian Escapes will use our best endeavours to make the requested alterations, although we provide no guarantee that this will be possible.
An administration charge of £50 per person will be implemented by Equestrian Escapes on each occasion when an alteration is made at your request (including a name change). A name change may not be possible and will depend on the height, weight and riding experience of the new person. Name changes cannot be accepted less than two weeks to the departure date. If you choose to change your dates you must call us with alternative date option otherwise this will be seen as a cancellation.
Further, all additional costs incurred by either Equestrian Escapes or our suppliers are payable by the client. Specifically if extra services are contractred by you during your holiday you will be charged for these services.
9. Liability
In completing the booking form, the Client and all members of the party accept that horse riding is classed as a high risk sport and being in the vicinity of horses poses risks. Whilst riding or in the vicinity of those horses which are in the care of the tour operator or guide on your holiday, you must comply at all times with their instructions. It is a condition of your booking that you accept that the tour operator or guide is entitled to insist that you dismount or to refuse you the right to ride for any reason including your inability, health or behaviour, if they consider you are endangering or may endanger the safely or welfare of any persons or horses including yourself. In the event of such circumstances, you will not be entitled to any refund or compensation.
Please note that the laws, requirements and standards of the country in which any services which make up your holiday are provided, apply to those services and not those in the United Kingdom. As a general rule, these requirements and standards will not be the same as the United Kingdom and may sometimes be lower.
Equestrian Escapes require that the Client and all members of the party wear suitable safety equipment including hard hats whilst in the vicinity of horses. We require that hats comply with relevant safety standards, are purchased from reputable suppliers and are fitted by qualified persons.
On completing the booking form, you accept our suppliers may require you to sign separate acknowledgment and personal liability forms before you are allowed to ride. Refusal to sign such forms may result in your not being allowed to participate in riding or other activities. In those circumstances you will not be entitled to a refund or compensation from Equestrian Escapes.
We accept responsibility for ensuring that all parts of our contract with are properly performed except where failure or improper performance is due to:
a) your own acts or omissions.
b) the acts or omissions of a third party not connected with the provision of your arrangements and which are unforeseeable or unavoidable.
c) Any event which either we or the suppliers of the services in question could not have foreseen or forestalled even with all due care.
d) Force majeure
Although Equestrian Escapes will honour our contract with you in accordance with the above exceptions, it should be noted that accommodation, transport and other services we arrange on your behalf belong to and are managed by independent suppliers for whom we act as an agent and, therefore, we do not have direct control over these components.
Equestrian Escapes’ liability is limited as follows:
Liability other than for death and personal injury is limited to such amount as is reasonable taking into account the cost of the holiday booked with us and the extent to which your enjoyment of the holiday has been affected but (without prejudice to that) will not in any event exceed twice the cost of the holiday booked for the person affected (excluding any alteration charges). In the case of lost and/or damaged luggage or personal possessions (including money), our liability is limited to £25 per person as you are assumed to have taken out adequate insurance at the time of booking.
Equestrian Escapes will not have any liability to you for any damage, loss, expense or other sums of any description which
a) on the basis of the information given to us by you concerning your booking, prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you.
b) did not result from any breach of contract or other fault by us or our employees or, where we are responsible for them, our suppliers.
Additionally Equestrian Escapes will not have any liability to you for any business losses.
In all cases, the liability of Equestrian Escapes in relation to any service is limited or excluded in accordance with the provisions of all international conventions relating to the provision of such services as if Equestrian Escapes was a supplier of the services in question, for the purpose of the relevant convention.
10. Travel Documents & Arrangements
Equestrian Escapes will use our best endeavours to provide assistance in finding and booking suitable travel and accommodation for your holiday. However, with the exception of transfers included in the price of the itinerary, Equestrian Escapes is not responsible for travel arrangements to and from your destination. It is your responsibility to ensure that you have all the necessary documentation for your holiday and Equestrian Escapes will not have any responsibility or liability towards you for any failure on your part to comply with requirements current at the time of your departure or any losses or costs incurred by reason of any omission on your part.
11. Delays
Equestrian Escapes will not offer any assistance in the event of a delay at your outward or homeward points of departure. Please refer to your carrier for assistance.
12. Behaviour
On completing the booking form, the Client accepts responsibility for loss and / or damage caused by the Client or any member of the party. Full payment for any such loss or damage must be paid directly to the appropriate party immediately. If you fail to do so you must indemnify us against any claims including legal costs subsequently made as a result of your acts or omissions.
We expect all clients to behave with consideration to other people. If, in our opinion, or in the opinion of any other person in authority, the Client or any member of the party behaves in such a way to cause or be likely to cause distress, danger, or annoyance to any third party or damage to property, we reserve the right to terminate the holiday arrangements of that person without notice. In this situation, our responsibility towards that person (including any return transfer arrangements) will immediately cease and we will not be responsible for meeting any costs or expenses that that person may incur as a result. We will not make any refunds or pay any compensation.
Behaviour On Children's Camps
The above behavioural stipulations apply to all children attending residential & unaccompanied children's camps. Unaccompanied children should behave according to the rules and regulations of the camps. Children must be able to respond to instructions on the first request of the camp leaders and staff as health and safety of children, staff and horses is of top priority. Should children act in a manner that disrupts the camp, then the establishment have the right to remove the child from the camp and send them home. In the instance of behavioural misconduct a refund will not be given.
13. Special Request or Medical Problems
Although Equestrian Escapes will use our best endeavours to forward any reasonable requests on to the relevant supplier, we regret we cannot promise that any request will be complied with unless we have expressly confirmed this to the Client in writing. Confirmation that a special request has been noted or passed onto a supplier or the inclusion of the special request on your confirmation or any other documentation is not confirmation that the request will be met. Unless and until expressly confirmed in writing, all special requests are subject to availability. Please note that in general the rides carry a weight limit of 85 or 90 kg, if you are above this weight you need to check with us before booking.
You must disclose any disabilities, medical conditions or special needs at the time of booking.
14. Complaints
If you have a complaint or are unhappy about any aspect of your trip, you must immediately inform the instructor, guide or accommodation provider so that they can endeavour to put it right. If the matter cannot be resolved locally to your satisfaction and you wish to make a complaint you must contact Equestrian Escapes by telephone (we will accept reverse charge calls) at that time so that we may try and resolve the situation. We accept calls 24 hours a day on our emergency mobile number 07946754814, please note failure to report problems at the time that they occur will invalidate subsequent claims. Should you not have a phone please use the phone at the accommodation or stable.
If you are still not satisfied having reported the issue whilst on your holiday and having allowed us a fair chance to rectify the situation, you are required to notify us in writing to our office address; Rose Cottage, Common Lane, Duddon, Tarporley, Cheshire, CW6 0HG, within 14 days of your holiday giving full details of the complaint. We will acknowledge receipt of your letter within 14 days and then begin any investigation we feel is necessary. After a further period of up to 21 days we will contact you with the outcome of our investigation. If you do not comply with this requirement, we will not accept any responsibility for the matter giving rise to your grievance, having been unable to put it right immediately or to investigate it at the relevant time. It should also be noted that the complaint must be made by the customer who travelled and not by a third party.
Please note that we work in partnership with our stables and accommodation and not as a booking agent so any complaints must be discussed firsthand with them. We will not be able to enter into correspondence if issues have not been brought to the notice of either the stable or accommodation at the time of the complaint arising.
It should also be noted that the complaint must be made by the customer who travelled and not by a third party.
As we work in partnership with our service providers if a complaint has been dealt with at the time by one of our providers no additional claims will be accepted once the resolution has been accepted or taken by the customer. Once a settlement cheque has been cashed any complaint is consider closed.
A number of our holidays offer 'optional extras' for example tickets to shows or airport/railway transfer services these services are paid for directly to the supplier once in your destinations; as we take no money for these services they do not form part of our contract with the client and as such we are unable to accept responsible for the delivery of these services or for any refunds relating to missed or tardy services.
15. Data Protection Policy
So that we may process your booking and ensure your travel arrangements run smoothly, we need to use the information you provide such as name, address, riding experience and any specific requirements.
We take full responsibility for ensuring proper security measures are in place to protect your booking.
We will not pass your details onto third parties not connected with your holiday. It is necessary to pass information provided by you onto the relevant suppliers. The information may also be received by security or credit checking companies, public authorities such as customs, immigration, if required by them or as required by law. Unless informed otherwise by you, we may use your information to provide you with future offers and information.
16. Financial Security
The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Equestrian Escapes, and in the event of their insolvency, protection is provided for:
· Non-flight packages
ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if transportation was included in your package. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Equestrian Escapes.
In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made
You can find out more about ABTOT here: https://www.abtot.com/
17. Conditions of Suppliers
Please note that all services are provided subject to the conditions of the relevant supplier. Some of these conditions may exclude or limit the suppliers’ liability to you, usually in accordance with the appropriate international conventions which apply to the services provided by such suppliers.
18. Insurance
Travel Insurance is mandatory for all clients travelling on these holidays and customers must demonstrate that they have adequate cover.
19. Ride itineraries and Ride Length
We inspect all the horses in our horse riding holidays to ensure the best quality holiday for you. We then write a sample itinerary for each holiday which can be found on our website. As the majority of our holidays are tailor made this itinerary may be subject to change. Please note a 1/2 day ride will be approximately 2 hours in the saddle and a full days ride will be approximately 4 hours. Private lesson are 1/2 - 3/4 hr and group lessons are one hour in length. Where appropriate hacks may be changed to lessons and vice versa.
20. Gift Itineraries
Gift itineraries are valid for 12 months. We will try to be as flexible as possbile regarding dates during this 12 month period but plesae note that if you are wanting to confirm dates around bank holidays we will require adequate notice. Gift vouchers and itineraries are non refundable and cannot be exchanged for cash value. You must refer to the website at the time of redeeming the voucher for up to date prices.
21. Riding Level
All riding stables will need to know prior to your arrival your level of riding. Please be honest and truthful about your previous experience, write more rather than less if you are in any doubt or call us and we will help you. Failure to disclose your true riding level may lead to you being unable to take part in hacking out in the coutryside or worse still may prevent you from riding entirely. If you ride less than six times a year you are unlikely to be regarded as more than a novice except for in exceptional circumstances. If in doubt please ask us!
22 Rules for Riding
When you are riding other people's horses please respect their commands, they know their horses and it is our aim to keep both you and the horses safe. Riding hats are obligatory at many stables (and all stables in the UK) refusal to wear a riding hat when requested to do so will mean that you will not be allowed to ride.
Most holidays are available to riders between the ages of 5 - 75 years, in the unlikely event that a member of your party falls outside of these age parametres you must check with us first.
Please note beach riding in the UK and Europe is highly regulated by health and saftey. Canters tend to be shorter lengths in extreme weather conditions. High winds, rain, stormy weather and busy beaches can have an effect on the ride length as the health and saftey of people on the beach is a very high priority. Beach rides are likely to be scheduled early in the morning from 8am onwards.
23 Trip participation and Client Responsibility
You agree to accept the authority and decisions of our employees, instructors/guides and agents whilst on trip with us. If in the opinion of any such person(s) or any other person in a position of authority (such as, for example, a member of staff at the stables or hotel manager), your health, level of fitness or conduct at any time before or during a trip is endangering or appears likely to endanger your health or wellbeing or any third party (including any other clients of the Company) or the safe, comfortable or happy progress of the trip, you may be excluded from all or part of the trip without refund or recompense.
24 Force Majeur
Equestrian Escapes cannot accept liability for unforeseeable and / or unavoidable events that may prevent participants from fulfilling the pre-planned programme of riding. In our years of operating it is very rare that riding itineraries have changes made to them, but we have very infrequently experienced routes being closed and/or horse movement being restricted with little notice. We will offer alternative riding but will not be able to offer refunds for accommodation already confirmed in the locale should the alternative riding options not be acceptable to the client.