Your holiday contract is with Biarritz Golfing Experience Ltd, Company No. 6110473. Registered in the United Kingdom. We have listed the booking conditions and procedures which we we have tried to make as clear as possible, whilst continuing our policy of commonsense and fair play to the client. In these terms and conditions, we / us shall mean Biarritz Golfing Experience and you / the client, shall mean the person in whose name the booking is made. That person shall take responsibility for all persons on whose behalf the booking is made.
We have taken great care to ensure that the information we have given you, both on our website, www.biarritzgolfingexperience.com and also with our quotes, is as accurate as possible. All information is offered as advisory and we will not be held responsible for any misconceptions that may result from its use.
The holiday contract is between the leader of the party and Biarritz Golfing Experience. The lead name must be 18 years or over and have the authority to make the booking and to accept the terms and conditions on behalf of everyone in your party. The contract is subject to English Law and is binding under the relevant conventions. The contract will commence when we have received your initial deposit and you have received the confirmation of booking document. Our receipt of your deposit acts as confirmation that you have read and understood the conditions of booking. We will send your a confirmation of your booking once reasonable progress has been made in securing your choice of hotel, golf course, preferred tee times (if any) and method of transportation. We will inform you directly If these arrangements take longer than anticipated to organize. Your confirmation of booking will clearly show your holiday itinerary, including details of accommodation, golf courses booked and other arrangements involved in the holiday. Any times quoted are local. It will also detail the total cost payable and a payment schedule. If we are unable to secure your preferred tee-times or hotel we will of course contact you immediately. When making the booking the ‘lead name’ must be 18 years or over and have the authority to make the booking and to accept the terms and conditions on behalf of everyone in your party.
Deposits and full payments
We require a deposit of 25% of the quoted holiday price when you book your golfing break and your deposit is non refundable. The outstanding balance must be paid no later than six weeks before the start of your holiday or at the time of booking if less than six weeks prior to departure. We cannot confirm bookings until such time as we have received your deposit. We reserve the right to cancel any booking for which the total price has not been paid by the due date and your deposit will be forfeited. Full details of how to pay the deposit are clearly shown on the booking enquiry form. Payments made by sterling CHAPS transfer or cheque do not incur any charges.
If you wish to pay the deposit and /or final outstanding balance by a currency other than Euros, the applicable exchange rate for the currency of your choice to Euros, will be as quoted on www.xe.com a well respected currency conversion website, on the date that the deposit or final payment is requested.
Cancellation or amendments by the client
You may of course change numbers or cancel your golfing break at any time provided that the person who originally booked the break gives notification to us in writing. All amendments are subject to availability and as such, we may not always be able to fulfill your request. In the event of any other changes, you must pay any costs incurred by us in making the amendment, together with any costs or charges incurred or imposed by any of the hotel or suppliers concerned.
Cancellation or alteration by Biarritz Golfing Experience
If, in the unlikely event that Biarritz Golfing Experience has to cancel or alter your tour you will be notified as soon as reasonably possible and offered a full refund or comparable tour if available. We will not be held liable for cancellations due to unusual and unforeseeable circumstances beyond our control. Compensation will not be payable if we are forced to cancel, or in any way change your tour for reasons of consolidation due to minimum numbers not being attained or force majeure. Operation of all golf tours is dependent on a minimum number of persons booking the tour. If that number is not achieved we reserve the right to cancel the trip. In no circumstances will we cancel your tour less than 4 weeks before the scheduled departure date except for reasons of late cancellations from other passengers on your tour, force majeure or failure on your part to pay the final balance.
Circumstances amounting to “force majeure” include any event which we or a supplier involved in your tour could not even with all due care foresee or forestall such as (by way of example and not by way of limitation) war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, acts of God, adverse weather conditions and all similar events.
Cost excluded from your tour
The price of your holiday does not include flights, airport taxes, taxi’s other than organized by us, sight seeing, telephone calls, laundry, entertainment arrangements, all meals drinks and beverages, golf club hire, cart or car hire fees, caddies, gratuities and any other items of a personal nature, unless specified in your booking confirmation.
If you unfortunately have to cancel your golfing holiday with Biarritz Golfing Experience for any reason, you will incur costs as a consequence. The cancellation will only be effective on receipt of written notification to us. We think it is not unreasonable to charge for the cancellation of a confirmed booking and so the following fees will apply, depending on when the cancellation occurs.
Six weeks or more - 25% of your holiday invoice
Four to Six weeks - 50% of your holiday invoice
Four weeks or less - 100% of your holiday invoice
We do not accept liability where there has been no fault on our part or of our suppliers and where the events complained of are due to circumstances beyond our control or which neither us, nor our suppliers, could have foreseen. In the event of any liability being accepted Biarritz Golfing Experience will not be liable for more than the cost of the tour. As we do not arrange your travel by air, rail or sea. We cannot accept responsibility for loss or injury suffered by you as the result of acts or omissions of the providers of these services. It is entirely your responsibility to ensure that you make these arrangements through a reputable provider.
Travel and Golfing
We do not operate a ticket or voucher system for our clients except on rare occasions. After having received full payment from the client, the cost of the hotel accommodation and continental breakfast, ( not any other services provided by the hotel ) all green fees and transportation, as stated in the booking confirmation, will be the responsibility of Biarritz Golfing Experience.
Any other costs incurred by the client during the holiday, will be his or her own responsibility. We do not book any flight or train tickets to enable clients to commence their tour or return home from Biarritz afterwards. If any client has a special request, we will do our utmost to satisfy that request . However, please do not accept this as a guarantee that we will succeed, but rather as a guarantee that we will endeavour to do so.
Please let us know of your party’s playing standard. This information is very useful for us when planning your golfing break. It is also useful for the golf clubs that clients will visit. There are significant green fee reductions available for PGA registered professionals at all of the courses featured on the Biarritz Golfing Experience website. Please ask for details.
As we do not exercise any direct control over the running of the golf courses in this region Biarritz Golfing Experience cannot accept liability for any acts or omissions on the part of the golf course management. Whilst a certificate of playing ability is not required on the courses in this region, the appropriate golfing etiquette, ability to play and knowledge of golfing rules is expected from all clients. Each golf course reserves the right to refuse access if it is judged that individuals do not display the required etiquette, ability and/or knowledge. We cannot be held responsible in these circumstances.
Golf courses in this region of South West France require players to have soft spikes and we advise these should be fitted before your departure. They can also be fitted at the local course for a small charge. Each golf course sets its own inclement weather policy. All decisions regarding partial refunds or green fee vouchers are solely at the discretion of the golf course and are final. We cannot be held responsible should inclement weather prevail.
Buggies are available at some of the courses and can be reserved by us. However, they have to be paid for locally and the golf courses can decide at any time not to allow their use because of adverse weather or any other reason. Biarritz Golfing Experience cannot be held responsible for this.We regularly inspect the standard of all of the great courses in this region. Despite our scrutiny, their actual playing condition may vary from time to time.
Course maintenance such as aerating greens and improving drainage will happen from time to time and will often be scheduled at short notice, depending on the weather. Sometimes we are not always made aware of when this will occur. Equally, in particularly dry spells, when there are water bans in place, fairways and greens may be burnt and not provide you with the best playing conditions. Events such as these are out of our control and we cannot be held responsible for the condition of the course during your holiday.
We always seek to ensure that we and our suppliers, provide you the client, with a quality service. If for some reason, you are not wholly satisfied, we will seek to provide a quality solution. The exception being, that your actions led to the dissatisfaction and where unforeseeable circumstances meant that the dissatisfaction could not have been avoided. It is your responsibility to inform us and the supplier of any defects or faults at the earliest opportunity. If you feel your complaint hasn’t been dealt with in a satisfactory manner, it must be followed by a formal letter of complaint, received by us within 4 weeks of your departure date. We cannot accept any Liability in respect of any complaint which is not notified in accordance with this clause. If in the unlikely event that the dispute cannot be resolved amicably, the matter may be sent to the Chartered Institute of Arbitration for resolution.
We do not provide insurance cover and it is therefore not included in the price of your holiday. We would strongly suggest you contact your local insurance expert to provide you with the relevant cover. In the unlikely event that you need it, such important cover might include, trip cancellation, personal injury / liability, emergency assistance and medical evacuation along with the theft or loss of your baggage and golf clubs. It is the clients responsibility to ensure that the insurance cover he or she purchases is adequate for the purpose it is required. You must have a valid EHIC (European Health Insurance Card) as this may be a condition of your insurance policy. Please make sure your policy covers all activities included in the trip and any optional activities you may wish to undertake
As part of our service we provide transfers to and from designated airports and railway stations. Please refer to individual trip notes with regards to timings. If you require further airport/railway station transfers for other members of your party arriving/departing at separate times from the main group, a charge will apply (price given on request). Guests are also welcome to make their own arrangements to and from the tour accommodation at their own expense.
We do not make refunds for any unused or partially used portions of the booked itinerary, once the tour has commenced.
We will at no time be held responsible for the loss or damage to personal items belonging to the client, including money. Personal items remain the sole responsibility of the client.
Visas, passports and participation requirements
All clients must be in possession of a valid passport along with the necessary visas to allow entry into France or Spain in the event of an arranged visit by us. Any costs or fines incurred due to failing to meet such requirements will be the sole responsibility of the client. All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their tour. No unaccompanied minors (under 18 years of age) can be accepted however, older teenagers (aged 14 and over) may be allowed to participate in the booked tour provided they are accompanied by a parent or legal guardian who accepts full responsibility for them.
If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and risk. If you do have any complaint about, or problem with, any optional activity purchased your claim should be directed to the activity provider and not to us.
Damage caused by clients
Clients are liable for any breakage, damage or loss to the tour accommodation and its contents, whether the breakage, damage or loss is accidental or deliberate. All repair, breakage and damage costs must be paid prior to you departing the accommodation. We reserve the right to invoice the client for all breakages, damages or losses that remain unpaid at time of departure. We also reserve the right to terminate a client’s tour if their behavior is detrimental to us.
Biarritz Golfing Experience Limited is registered in England & Wales. Number 6110473. Offices in Biarritz and Somerset (England).