Important notes

Items included as standard on all tours

  • Accommodation as described in our quotation invoice or provisional booking invoice.
  • Meals as indicated in our provisional quotation invoice or provisional booking invoice (Frequently an option of a different meal basis is available.)
  • Air or coach travel as specified including all security charges and taxes but excluding departure taxes only payable locally.
  • UK air passenger duty on air tours.
  • All foreign air taxes that can be prepaid.
  • Transfers from arrival airport to accommodation and return.
  • Excursion arrangements as outlined in quotation invoice or provisional booking invoice.
  • Generous free supervisory places. 1:8 for coach tours and 1:10 by air.
  • Information packs for group leaders.
  • VAT at current rates where applicable.
  • Meals en route, unless specifically stated.
  • Entrance fees, boat trips, guides etc unless specifically stated.
  • Drinks with meals, other than breakfast.
  • The cost of a full passport, as required by the country to be visited.
  • The cost of visas and immigration taxes.
  • Departure taxes which can only be paid locally.
  • Transfers for excursions unless specifically included.
  • Gratuities or gifts for guides etc unless specifically included.

Adults on free places

Adults on free places are generally accommodated in twin bedded rooms (with the exception of some youth hostels where this is not possible, please refer to the specific hostel description for details). Subject to availability, single rooms are provided free of charge if the male/female composition of the accompanying staff make them absolutely necessary (with the exception of long haul destinations.

All single room preference requests will incur a supplement.

The total number of adults must not exceed 20% of the group size as it or additional charges may apply to the whole group.

Meals

The standard meal basis of tours is quoted in our provisional booking letter/quotation invoice. Extra meals can be booked where required. Where full board is indicated a packed lunch is normally provided. Many establishments will charge extra for a hot lunch. Not all establishments can provide hot lunches.

Educational visits not guaranteed

Where we agree to organise study visits on your behalf which are dependent on the goodwill of organizations or individuals we are unable to guarantee arrangements agreed for particular venues or on particular dates. Because these providers are not our suppliers and we do not have contracts with them for the supply of these services, they may choose to withdraw any offered facilities at any time and this is outside our control. In these circumstances we reserve the right to substitute alternative arrangements to those requested.

Seatbelts on coaches

All UK coaches will be fitted with seat belts. In the event of a breakdown, if it is necessary to provide a replacement vehicle, the coach will be fitted with seatbelts if it is a UK coach. However, due to the different legislation in countries outside the UK, this may not be possible if a non-UK coach is supplied.

Inspection visits

In order to provide further peace of mind for your school visit, we offer 2 nights bed and breakfast accommodation for 2 people in a twin room free of charge at, or near to, your booked accommodation. We trust this will help you plan your visit and enable you to tackle any queries on your own risk assessment.

Free places for supervisory staff

To ensure adequate supervision, SET offers generous concessions for staff accompanying a group. Please refer to our brochure or offer letter for further details.

Staff family concessions

The following staff concessions are available to groups of minimum 30 full paying persons. Persons travelling on these places do not count towards the free place allocation. Concessions apply to the basic tour prices only and not to any additional services. e.g. Paid excursions, entrance fees or theatre visits. Children and infants must share a room with their parent(s). Infants Under 2 – free; Children 2–18 – 50% of basic student tour price; Spouse – 50% of basic student tour price. Any applicable supplements or optional services will be charged at full rate.
AIR TOURS: 1 child or spouse concession permitted.
COACH TOURS: 2 child concessions and 1 spouse concession permitted.

IMPORTANT NOTE: Concessions are not available on any of our long haul tours.

Supervision

The group leader officially in charge of the group warrants that he or she will supervise the group in loco parentis. The group leaders are responsible for the good behaviour and discipline of the group throughout the tour. No group member under 18 years will be allowed to consume alcoholic beverages without the express prior written consent of the parent/guardian. No member of the group shall be permitted to smoke in bedrooms or otherwise cause fire hazards and all group members shall be made positively aware of the above obligations prior to the tour commencement. (Please also refer to our T&C).

Noise

It should be remembered that in many cities and towns, accommodation may be situated in a busy area and therefore some noise is likely. Please bear this in mind when choosing your accommodation.

Visas, passports and permissions

While your tour manager will advise you as best he/she can, 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. You may also require permission from the sporting body (e.g. The RFU) or local authority to which your club or school side is affiliated. Please ensure you do this in advance of your departure or it may jeopardise your existing insurance arrangements.

Foreign Office advice

Occasionally, the Foreign and Commonwealth Office finds it necessary to issue advice on the suitability of travel to certain destinations. Such advice can be found on the Foreign and Commonwealth offices website at www.fco.gov.uk.

Travel Insurance

You must take some form of travel insurance when you travel with us. You will be offered a policy at the time of booking which you are free to decline or accept. If you accept, the cost of this will be included in your tour package, if you decline you must forward us details of the policy you have put in place immediately.

If you would like to receive a quotation for any of the products detailed in this website or have a query about our terms and conditions of booking, please contact one of our office team who will be happy to assist in any way possible. Whether you have toured with us many times before or are a first time group leader, we would like to draw to your attention the following key points:

Prices, Booking & Deposits

Prices
Our tour managers go to great lengths to ensure your tour price is as accurate as possible when quoted. We do reserve the right, however, to change the price of your tour up until the time of booking. Price increases are most likely where ‘low-cost’ flights are included or where the tour’s intended date of departure is relatively soon. Book early to achieve the best value and price and keep your tour manager informed as to your progress as he/she may be able to hold options and reserve elements of your tour (on a non-obligation basis) to help preserve the price.

Booking
To book your tour, simply request a booking form from your SET Tour Manager. Read our terms and conditions, ensure you fully understand the exact nature and specifications of the tour you are booking, then sign and return a copy of the booking form with the appropriate deposit payment. Remember no reservations will be made on your behalf until: 1) We have received a signed and completed booking form with the appropriate deposit (see table) payment as agreed with your tour manager and 2) your booking has been accepted by us and a confirmation invoice has been issued. No bookings will be confirmed until we have a contract signed by you as the group leader and cleared deposit payment.

Deposits

Type of Tour First Deposit (on booking) Second Deposit
(8 weeks after booking)
Coach tours within Europe £30pp £80pp
*Air tours within Europe £100-£150pp £80pp
Air Tours Long Haul (outside Europe) £200pp £100pp

 

* Where a low-cost airline is chosen as part of your arrangements, a larger deposit may be required to cover the full fare cost. Any increased amount will be specified in our offer terms.

The final statement of account will be sent to you approximately 10 weeks before departure. The balance of the cost of your arrangements must be received by us not less than 8 weeks prior to departure (please allow time for payments to clear).

If we do not receive all payments due (including any surcharge where applicable) in full and on time, we reserve the right to treat your booking as cancelled by you. In this case we will be entitled to keep all deposits paid or due at that date.

If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges shown in clause 6 of our Booking Conditions depending on the date we reasonably treat your booking as cancelled.

Low-cost Airlines

No frills, or low-cost airlines such as Easyjet and Ryanair can often provide substantial savings for air travel to a large number of our European destinations. But to take full advantage of their services, it's important to consider the following:

  • The cheapest fares are generally available the earlier you book.
  • Fares are constantly changing and are likely to continue increasing in price until the day of departure.
  • Low-cost flights require full payment up front. Without a deposit sufficient to cover the cost of your chosen flights, your booking will not be completed by your SET Sports Tours tour manager. Please request a clear indication of how much deposit is required from your tour manager.
  • Schedules and flights are only released in six-month blocks - usually in the form of a summer and winter schedule. Where your specific flights aren't yet available, an estimated cost will be factored in to prepare the quote. This can be revised on request and will always be confirmed at the time of booking.
  • A complete and accurate names list is also required to make a booking. Please ensure names are as they appear in an individual's passport as all name changes will incur a charge.
  • Cancellations are liable for the full cost of the air fare. Deposits can only be refunded if a group or individual cancel prior to flights being purchased.

Terms and Conditions

You will be issued a copy of our T&C along with your booking form. They are also available from our website www.SET-Tours.com.

Availability

All quotations are subject to availability. Please note touring over bank holidays and the school and university vacation periods often mean very limited availability, likewise certain tournaments and festivals have limited spaces - first come, first served.

Changes in group size

Fluctuations in the size of your group impact on the cost of your tour, for example coach groups need to consist of 35+ to achieve best value. See your quotation for booking thresholds. Any change in your numbers before or after you have booked will impact on your overall price per person.

Safety Management System/Risk Assessment

One of our aims is to make your life as a group leader as hassle free as possible. As we are full member of the Schools Travel Forum (STF), you will find the process of demonstrating due diligence and performing your own risk assessments and safety checks is significantly easier with us. All of our products, services, suppliers and excursions meet the high standards and guidelines of the STF and we are annually audited by an independent expert to ensure full compliance.

Please request a copy of our Safety Management System for more details or visit the STF website www.schooltravelforum.com

Cancellation Charges

Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding insurance premiums and amendment charges.

Period before departure within which written notification of cancellation is received by us. Cancellation charge per person cancelling.
More than 56 days All deposits paid
56-43 days before departure 50% (or total deposits due if greater)
42-29 days before departure 70%
28-15 days before departure 90%
14 days or less before departure 100%