All participants must be aware of The Youdan Trophy terms and conditions. The Youdan Trophy accepts bookings subject to the following conditions:
1. CONTRACT TERMS
1.1 Whilst we accept your booking in good faith YT ultimately reserves the right to withdraw your application. In the event of withdrawal YT will provide an explanation in writing.
1.2 The signing of the application form by your club representative will constitute your acceptance of YT Terms and Conditions by every individual in your group, and they are responsible for passing on and sharing all information from YT with their party. Any queries, complaints or issues arising from the booking must come through the Group Leader or Club Secretary. YT will not deal with complaints submitted by individuals within the party.
1.3 The representative signing the application form must be over 21 years of age.
1.4 Any damages, however caused, shall have to be paid for in full and shall be the responsibility of the Group Leader.
1.5 By signing our application form, you are also agreeing that we may, if appropriate use any photographs and video footage taken by us or our representatives of individual players
or team in any YT publicity or advertising documentation, on our website, in our brochure and on our social media platforms and to promote the PR and marketing of our events on your club website and across your club social media platforms
1.6 You must notify The Youdan Trophy in writing to the email address at the end of our Terms and Conditions on the website should you wish anyone to be excluded from any photographs and/or filming.
2.1 Upon the issue, signing and returning of the appropriate application form, for a tournament or tour or an event, a contract is made between YT and the client.
2.2 The signing of the application form is subject to the booking conditions which the client has been deemed to have read and fully understood. These booking conditions can only be varied by written agreement between YT and the client.
2.3 No verbal representations made by YT shall be relied upon by the client.
3.1 The price at the time of accepted application covers the package as confirmed in the sent confirmation notice. Once deposits are cleared the agreed programme will be delivered.
3.2 If the client wishes to change the programme once the deposit has been paid, additional reasonable costs may be levied by YT at their discretion.
4.1 All payments should be forwarded to YT as invoiced, such that they arrive at least three working days before any specified deadline.
4.2 All team registration/entry fees are to be made payable to YT.
4.3 A 3% credit card surcharge will be added to all credit card and PayPal payments. There is no surcharge when using other payment methods.
5. REGULATORY PROTECTIONS
5.1 We are acting as agents for Ski and Sport Travel Limited (Company No. 06696946) for the provision of all packages including air, transportation and accommodation. Ski and Sport are full members of ATOL (No. 10526) and ABTA (No. Y4964).
6. CANCELLATION AND REFUNDS
6.1 YT reserve the right to withdraw at any time any feature as listed on our website/advertising materials/information pack.
6.2 Please note we do not offer any guarantees, and no financial adjustment is provided for under our standard terms and conditions in this regard.
By the client(s):
6.3 In the event that the client wishes to cancel, cancellation charges will be imposed. These are calculated from the date a signed application is received by YT and shall be calculated as a percentage of the total price and shall be based on the following:
6.4 Cancellation charges for a tour/tournament: There is a 100% cancellation fee of your deposit due once you receive written confirmation by email of your team/club participating in a tour/ tournament.
30 days or less, total fee is due, no refund. 30-60 days, 75% of the total cost will be due to YT.
60 days or more, 50% of the total cost will be due to YT.
6.5 Cancellation charges for a festival: There is a 100% cancellation fee due once you receive written confirmation by email of your team/club participating in a festival.
6.6 If the entire party is unable to fulfil its participation in any of the events, the registration/entry fee and deposit(s) etc, are likewise to be forfeited.
6.7 If you have to cancel any part of your application this should be notified to us in writing to firstname.lastname@example.org The date of cancellation shall be deemed to be three days after the written notification is received thereby allowing us to discharge the cancellation in due form.
7. ALTERATIONS BY YT
7.1 We make every effort to ensure the accuracy of our literature. However, changes can occur despite our best endeavours and we reserve the right to change any price or other particulars before the client books (in which case we will tell you before your booking become binding). Confirmed list of entrants may vary subject to full compliance with each application terms and conditions.
7.2 If there is a ‘major change’ to a confirmed booking we will inform you as soon as is reasonably practical and offer you the choice of accepting the change or transferring to another available date.
7.3 If there is any change other than a ‘major change’ we are not obliged to inform you in advance (but we will do so where practical) nor are we obliged to pay you compensation. If we become unable to provide a major proportion of the services you have booked with YT, we will make every effort to arrange alternative arrangements for you at no extra charge and where appropriate, refund you pro-rata for services not received.
7.4 If you wish to make major changes to agreed itineraries, additional costs may be added at our discretion.
8. FORCE MAJEURE
8.1 YT shall not be liable for any loss, damage or expense which you or Your Group may incur arising from a change or cancellation to your arrangements which occur due to unusual or unforeseeable circumstances beyond our control and that of our suppliers. Such events would include, for example, war, threat of war, riots, civil strife, pandemics, industrial action, terrorist activity, natural or nuclear disasters or similar events beyond our control.
9. VALUE ADDED TAX
9.1 All quoted tariffs are inclusive of VAT at the appropriate rate correct at the time of going to press. If, however the government duly change this rate you will be notified together with any adjustment to your account, which must be adhered to.
10.1 You are requested to alert us to any special requirements or disabilities within your group.
11. ACCOMMODATION TARIFFS
11.1 All accommodation for visiting teams are half board and prices are per person per tour/ tournament, unless otherwise stated.
11.2 Every effort will be made to cluster accommodation so that an entire group is closely situated to each other within the venue, however there will be circumstances that may prevent this.
11.3 If your accommodation requests cannot be exactly met by YT we will offer you the nearest available alternative.
12. ACCOMMODATION DISCLAIMER
12.1 Please be aware that all accommodation is subject to availability and due to such changes, there may be a slight amendment in the accommodation available. You will be notified of any changes which may occur between now and your event start date.
12.2 No accommodation will be allocated until the Group Rooming Lists have been completed and returned. The forms must contain the names and ages of all the people attending in your party. These forms must be returned at least 28 days prior to the tour/tournaments, otherwise penalty charges will apply.
13. EVENT DISCLAIMER
13.1 YT will endeavour to ensure all services, amenities and football tournaments are provided with no omissions.
13.2 However the company cannot be responsible if any service amenity is not provided or any football matches are lost or called off by inclement weather or circumstances outside YT control etc or any additional services are not provided by our partners.
13.3 YT accepts no responsibility whatsoever for any loss, damage or theft of any vehicle that is left at event arenas or surrounding areas. They are left there entirely at the owner’s risk.
14. PUBLIC LIABILITY INSURANCE
14.1 YT has Public Liability cover for all our events.
15.1 No dogs or other pets are allowed at our events. This may be contrary to the standard arrangements offered by the venues.
16. ADDITIONAL GROUP MEMBERS/CHANGES
16.1 There is a possibility to register more players and add to the overall number of people in your group later. However, after the closing dates for deposits we are unable to guarantee there will be any spaces left for any additional persons.
16.2 Please note that if there are any changes made on the forms after the deadline, we reserve the right to levy an additional charge.
17. DAMAGE TO PROPERTY
17.1 Clients shall be held responsible to pay compensation for any damage they cause to the contents/furnishings of the accommodation or venues during their stay.
18. TRAVEL INSURANCE
18.1 YT strongly recommends that everyone in your party take out the appropriate insurance.
18.2 YT strongly recommends any insurance must also offer a 24-hr emergency telephone and repatriation service.
18.3 In the event of an emergency, should you not have adequate insurance cover, although we will offer all reasonable assistance, it must be understood that you will be responsible for any costs involved because of your failure to take out adequate cover.
18.4 It is your responsibility to ensure that the insurance you purchase is adequate for your party. We do not check insurance policies.
19.1 All information included in the brochure is correct at time of going to press. YT cannot be responsible for any changes made by venues after this date. Please refer to our website for updated information.
20. DATA PROTECTION
20.1 All personal data collected is processed according to General Data Protection Regulation. In accordance with the General Data Protection Regulation (GDPR) your data will be held for a minimum of 6 months for administrative purposes only. After this date all details will be removed from our system securely.
21. TRAVEL DOCUMENTS
21.1 Failure by the group organiser to obtain correct travel documents by the date notified by the Tournament Director will result in immediate withdrawal of the group from the event. All payments made will be forfeited as a result.
22. TOURNAMENT RULES & FIXTURES
22.1 For all groups booking to take part in a tournament event (“Tournament”), a full final briefing email will be sent to the Group Organisers of all participating teams 7-10 days before the Tournament takes place. The final briefing will include fixtures, schedules and the Tournament rules.
23. TOURNAMENT PLAYER REGISTRATION
23.1 Where you make a booking to take part in our tournament you will be required to complete a Player Registration Team Sheet, which includes the full name and date of birth of each player in Your Group. As Group Organiser, you shall confirm that all such details are correct.
23.2 The Youdan Trophy will retain a copy of this form as The Youdan Trophy may wish to share this information with its approved partners.
24. MEDICAL SERVICES
24.1 The Youdan Trophy will ensure the provision of first aid medical services at all Events.
25. ACTS OF INDISCIPLINE
25.1 We will always work with group leaders to ensure a positive experience is had at all our events, but we reserve the right to involve appropriate authorities regarding breaches of discipline which will involve the withdrawal of the group from the event with immediate forfeiture of all fees paid. The Tournament Director’s decision in this matter is final.
26.1 The details of this booking must remain confidential between YT and the club which indemnifies YT against any losses arising from breach of these terms.
For any questions about these Terms and Conditions please contact email@example.com