TERMS AND CONDITIONS
HDK Events Ltd is a booking agent for accommodation, activities and third-party services at various venues and locations. These terms and conditions are between HDK Events Ltd and the Client and set out the terms and conditions for the provision of accommodation and/or entertainment services for the event date. The independent venues or third parties may have different terms and conditions and it is the Client’s responsibility to be aware of them. Where applicable, terms and conditions, policies and insurance certificates are held with HDK Events Ltd and can be requested by the Client.
Once a Client is happy with a venue and/or activity they will provide HDK Events Ltd with a deposit to secure the booking.
The deposit required to book, and secure accommodation is 25% of the total accommodation cost, unless stated otherwise at the time of booking. The deposit is required at the time of the booking and will be payable directly to HDK Events Ltd. In cases where a partial deposit is taken, you hereby agree that you are liable for the WHOLE deposit amount when you make your booking. Where a partial deposit is taken, the remainder of the outstanding deposit amount will be required no later than 2 weeks after the date you paid your initial partial deposit, and is payable direct to HDK Events Ltd. You agree to pay the remaining balance 8 weeks before your check-in date, again directly to HDK Events Ltd. Some accommodation providers may ask for a damages/breakages bond to be supplied by the Client. All payments will be made to HDK Events Ltd unless otherwise stated. The bond payment will be kept with HDK Events Ltd until 1 week after the Clients departure from the accommodation. Upon confirmation from the accommodation supplier that no breakages/damages have occurred during the Clients period of stay at the accommodation the bond will be released in full back to the Client. Where damages/breakages are reported, the full value of any such damages/breakages will be confirmed to the Client and the necessary amount will be deducted from the bond. In such cases any monies left from the bond after deductions will be returned to the Client.
Activities and Third Party Supplies/Services
The deposit required to book and secure an event is £10 per person, per activity. The deposit is required at the time of the booking and will be payable directly to HDK Events Ltd. In cases where a partial deposit is taken, you hereby agree that you are liable for the WHOLE deposit amount when you make your booking. Where a partial deposit is taken, the remainder of the outstanding deposit amount will be required no later than 2 weeks after the date you paid your initial partial deposit, and is payable direct to HDK Events Ltd. You agree to pay the remaining balance 4 weeks before the event, again directly to HDK Events Ltd.
In all circumstances
HDK Events Ltd will only accept a booking upon receipt of the Booking Deposit. Until the deposit is received, the Company shall be free to offer the Event Date to other interested parties.
CANCELLATIONS AND ALTERATIONS TO YOUR BOOKING
If for any reason the Client cancels the booking
a) before 8 weeks from the event date, the Client shall be liable for the deposit.
b) less than 8 weeks before the event date, the Client shall be liable for 100% of the full contract price.
LATE PAYMENT OF FINAL BALANCES
In the event of late payment of the final balance, HDK Events Ltd reserves the right to charge a daily penalty fee of 2% of the total outstanding balance from the date of the next working day after the final balance is due for payment. This charge will be added to your final balance payment unless otherwise agreed with an HDK Events Ltd Representative. In all cases the Client will be clearly notified of such charges where applicable and this fee will be clearly stated on your final balance invoice.
Please note in the case of the Client failing to contact HDK Events Ltd to pay the outstanding final balance within 4 weeks from the Event date, HDK Events Ltd reserve the right to cancel the Event with no refund of the deposit payment to the Client. HDK Events Ltd also reserve the right to invoice the Client for full outstanding payment of the final balance plus the associated penalty fees stated above.
The client must notify HDK Events Ltd with any alternations to the group size, at least 8 weeks before the event date for accommodation and 4 weeks for activities or other third-party services.
In cases where the client fails to do this, HDK Events Ltd will assume the group size is the same as on the booking confirmation, and the original final balance(s) will be due in full 8 weeks before the event date for accommodation and 4 weeks for activities or any other third-party services.
a) Should numbers increase for activities, a £10 per person per activity deposit will be required immediately, and the new final balance will be notified to the Client.
b) Should numbers increase for accommodation, 25% per person deposit will be required immediately, and the new final balance will be notified to the Client.
c) Should numbers decrease for activities and/or accommodation the deposit will not be refunded. The new final balance will be notified to the Client.
d) Should the group number fall to less than the minimum group size for any item in the booking confirmation, HDK Events Ltd reserve the right to charge for the minimum number. Activity minimum numbers are clearly stated on our website.
HDK Events Ltd will always try to accommodate last minute changes to Client bookings, however costs may be occurred where numbers decrease and an increase in numbers may not be possible with short notice.
CANCELLATIONS AND ALTERATIONS TO YOUR BOOKING BY HDK EVENTS LTD
HDK Events Ltd reserve the right to terminate any part of your event if for any reason your safety is threatened, including but not limited to adverse weather conditions. If this occurs, we will endeavor to make every effort to reschedule the event for another date or an alternative accommodation/ activity. Please be aware we’re not obliged to give any refunds in cases of adverse weather conditions.
We reserve the right at any time to cancel or change any of the facilities, services or prices, including accommodation, activities, restaurants, entertainment venues and to substitute alternative arrangements of comparable monetary value without compensation and accept no liability for loss of enjoyment as a result of these changes.
Most accommodation that we offer is based on twin rooms, although this is not guaranteed. However, subject to changes in numbers and most suitable configurations, we reserve the right to move members of the same sex to different room configurations to make the best use of available accommodation. If your group numbers are confirmed at an odd number you will be advised; depending on your accommodation; if a single supplement will be added to your booking as this will increase the price.
HDK Events Ltd collects and holds client personal information relating to bookings of accommodation and events in accordance with its own data protection policy and current data protection law. A copy of the HDK Events Ltd Data Protection Policy is on our website. Clients agree to passing on their information to HDK Events Ltd as part of the booking process. We only use personal information given freely by the client to discuss an enquiry or booking.
As HDK Events Ltd is a booking company we will share your personal data with trusted third-party suppliers directly involved in your booking. We will always ensure that any third parties with whom we share your personal data are subject to privacy and security obligations consistent with our Data Protection Policy and applicable laws.
HDK Events Ltd does not and never will share your personal information with any other companies, associations and/or businesses that are not directly related to your booking.
Clients are given several choices of payment.
1. By BACS transfer directly into HDK Events Ltd administration bank account (our bank details will be supplied to clients wishing to pay in this manner).
2. By debit or credit card. All major cards are accepted except American Express. WE DO NOT STORE ANY DEBIT OR CREDIT CARD DETAILS ON FILE UNDER ANY CIRCUMSTANCES
3. Cheques are payable to HDK Events Ltd. Cheques sent to HDK Events Ltd administration address (this must be cleared funds prior to the booking taking place).
The Client will be the point of contact for The Party (the individuals to whom the activities and/or accommodation or services will be provided) and upon payment of the deposit confirms that they have the authority to act on behalf of all other members of The Party. If the Client is no longer acting as the group leader, HDK Events Ltd should be notified in writing immediately. No correspondence will be entered into with any other member of The Party unless this condition is fulfilled.
HEALTH AND SAFETY
All third parties have their own specific health & safety policies and/or procedures that relate to the site or activity. Specific health and safety policies or risk assessments can be requested via HDK Events Ltd prior to an activity taking place. All are registered companies and take full responsibility for our clients when they are onsite or under the care of the third party.
The Client and each and every guest agrees that the opinion of the third-parties providing accommodation, activities or services is final in regard to any matters of safety and the Client and each and every guest agrees to abide by any such opinion howsoever expressed. If in the opinion of the third party and its servants or agents, the client is or may be behaving dangerously, or is acting in a manner which, would or may, in the opinion of the third party, its servants or agents, lead to a disruption of services at the event, the Client or guest will, at the request of the third party, its servants or agents leave the event for the rest of the day contracted for, without the third party, its servants or agents encountering any liability. Please see HDK Events Ltd Health & Safety Policy for more details.
All timings for any events or activities will be provided in your Booking Confirmation and this will be sent to you upon receiving your deposit. It is your responsibility to ensure you take the Booking Confirmation on your weekend as this includes all relevant information for your booking. Please ensure that you arrive on time. Should you arrive late and your event or activity time is reduced or cancelled, HDK Events Ltd will not offer a refund or any reimbursement for lateness.
Certain event and accommodation suppliers insist on a behavior bond to be deposited by the group on arrival. We will endeavour to include such information on your Booking Confirmation, however we advise speaking to the activity centres and/or suppliers directly prior to your weekend. You are responsible for any damage you cause to the accommodation or other property of our suppliers.
Please also note our suppliers have the right to refuse entry, use of their equipment or use of their accommodation should you turn up intoxicated, you will not be refunded for loss of part or the whole of your package.
Some packages include meals. If any members of The Party have special dietary requirements, allergies or access requirements this information must be provided no later than 1 week before the Event Date.
INSURANCE AND LIABILITY FOR DAMAGE
HDK Events Ltd are solely the booking agent and advise that all the third parties that we work with hold their own Public Liability Insurances (PLI). HDK Events Ltd hold a copy of all the suppliers PLI Certificates and a copy of these can be provided upon request.
HDK Events Ltd recommend that the client should arrange their own specific holiday or corporate insurance for any accommodation/activities/third party suppliers.
In the event of an accident, injury or property damage, the third party will deal directly with the client. HDK Events Ltd has no other responsibility other than placing the booking and ensuring appropriate third-party compliance.
HDK Events Ltd and its Servants or Agents accept no responsibility for unforeseen events causing the event to be cancelled or altered from that contracted for, although every effort will be made to proceed with the service where at all possible.
In the event of any disputes or claims under this contract, all matters will fall under United Kingdom jurisdiction and should legal proceedings be necessary, all legal matters will be dealt with through United Kingdom courts.
We would ask the client in the first instance to speak directly with the third party at the time of the issue, giving the third party the opportunity to resolve the problem. If this is not possible please contact HDK Events Ltd and we will also try to resolve the problem at the time.
If you would like to make an official complaint please contact HDK Events Ltd in writing outlining the specific details of the complaint, and please notify us as within one week of the event date.
Address: The Coach House, Chapel Lane, Scropton, Derbyshire DE65 5PS
Email: [email protected]