Booking Conditions
Contract and Agreement
The terms “we”, “our” and “us” means HenNites. “You” refers to the person who has made the reservation and each member of the hen party on whose behalf the group contact has booked.
We understand and accept that every group leader understands and accepts our terms and conditions at point of booking whether the booking is made over the telephone, in person, in writing or via the Internet. It is the group leader's responsibility to ensure every member of the hen weekend is aware of and adheres to our terms and conditions and supplies all information to the group accurately.
To secure a booking we require a non-refundable deposit as notified at the time of booking. The group leader is responsible for full payment regarding hen weekends or hen parties booked. If there is a change in the group leader, we must be notified in writing.
What happens if you wish to cancel?
Once your booking has been confirmed, a cancellation will only be accepted in writing from the group contact.
Cancellation Charges will apply at the date we receive written notification of cancellation of the whole booking. You will not be able to cancel part of your booking.
- Up to 41 days before date of departure (DOD) - Loss of deposit
- 42 - 21 days before DOD - 50% of Total Package Cost
- 20 Days or Less Before DOD - 100% of Total Package Cost
DOD means ‘date of departure’
You will also be liable for 100% of the cost of any pre paid tickets or vouchers we have purchased on your behalf.
Bookings made within 6 weeks of the date of departure will be paid in full at the point of booking and will be subject to cancellation charges as above.
If you wish to cancel on behalf of only some of the group then the cancellation charges outlined above will apply pro rata but we may become entitled to cancel the hen do. All cancellations must be sent to us in writing. We strongly recommend that clients insure against cancellation.
What happens if you want to make a change?
You may not change your reservation to a special offer that may subsequently become available. You cannot transfer insurance premiums from one person to another.
We may be able to add additional persons onto your party after you have made your booking but this is always subject to availability. Your party size can be increased or decreased without charge up until your Final Payment Date, 6 weeks prior to your event and shown on your written confirmation. However, if you wish to add on additional persons after this date this will be subject to a £20 per person charge.
We will endeavour to accommodate any group that wishes to change their booking date, timings of an event, location and/or activity changes. However this is always subject to availability and carries a £20 administration charge per change.
Any activities cancelled which have been held for a period of 90 days or more will be subject to a 50% cancellation charge.
As your contract is with HenNites, all changes and requests must be made directly with us and not end suppliers.
What if we cancel?
In most cases neither you nor we are entitled to cancel because of adverse weather conditions. For some events if the safety risks are, in our opinion, unacceptable we reserve the right to cancel the event. If we do cancel in such circumstances we will make every effort to reschedule the event for another date. We will not be obliged to give any refund if we cancel an event because of adverse weather conditions. This will also apply to any rescheduled event.
Late Bookings
We consider a late booking to be a booking made within 6 weeks of a departure date. Any bookings made within this period are not subject to our standard payment terms. Payment in full is required upon booking. You are not obliged to cancel a late booking at any time. All late bookings are subject to availability.
What happens if we make a change?
We try to avoid making any changes to your bookings once in place, but sometimes it is beyond our control. HenNites always aim to operate all the tours and weekend packages as advertised/or customised and booked. By entering into a booking with HenNites, the client is accepting our terms and conditions and the customer accepts that it may prove necessary to vary the itinerary and/or its contents due to local conditions.
We reserve the right to change or cancel any of the facilities at any time, services or prices, including and not limited to accommodation, day and night activities, restaurant dining options, entertainment venues, tickets, transport transfers and to substitute alternative events of comparable monetary value without compensation and accepts no liability for loss of enjoyment as a result of any change. Given that the time of a client's booking is sometimes months before the date of departure, HenNites has the right to change or alter menus/drink offers within its packages without any notice subject to changes in menu or bar offerings.
We always endeavour to notify the client of any changes as soon as possible. However, under no circumstance are we obliged to refund any element of a package cancelled due to war, threat of war, riots, terrorist activity, industrial disputes, natural disasters, fire, airport closures (delayed flights), bad weather conditions and events beyond our control that result in an element of your weekend becoming unavailable.
If an activity within a package, which we plan, becomes unavailable, we will have the choice of organising an alternative event (in consultation with our client), or making a proportional refund. You will not be entitled to cancel the booking. If we decide that the event is a subsidiary and not a principal part of any package, we will not be obliged and you will not be entitled to cancel your booking.
All hotel accommodation that we use is advertised and booked in twin rooms, unless otherwise stated within our packages. However, subject to changes in numbers and most suitable room configurations, StagNites reserve the right to move members of the same sex to different configurations to make the best use of available accommodation. Wherever possible we will always try and accommodate reduced numbers incurring no cost to the group. However should the numbers attending be insufficient to run all or part of the event we reserve the right to charge the group for the minimum numbers required for the event.
Please be aware that an uneven group number may attract a single hotel supplement. If triple rooms are available at the accommodation we will endeavour to book one for your group in these. However if a single room has to be booked the group will be liable to pay the single room supplement as prices are based on shared occupancy.
Complaints
If you have a complaint regarding any element of your booking you must notify us in writing. If a complaint arises during your weekend you must telephone a Emergency Contact Representative on the contact number supplied immediately. If you fail to call and report any such incidents or issues we will not consider ourselves to be liable for those complaints. All concerns must be forwarded in writing to us within 7 days after your event and we will respond to all complaints in written format. The party leader must bring all complaints to our attention.
Payment and Surcharges
We accept the following methods of payment: Debit Card, all major Credit Cards (excluding American Express, Transax and Diners) and payment directly into our supplier’s bank account via BACS or direct payment.
Payment by debit card, cash or direct payment does not carry a surcharge. Payment by a Credit card is subject to a 2.5% surcharge, which represents the charge we incur for processing such payments. Uncleared cheques or cheques that are referred to drawer are subject to a £25 handling charge per occurrence.
All groups must pay a deposit to secure their booking. Your final balance is due 6 weeks days before your weekend date but the exact date is always stated on your confirmation. If you do not pay us within the time limits specified you may jeopardise our ability to provide the event and we have the right to treat all or part of the booking as cancelled and you will be liable for the cancellation charges due to us under this agreement.
Once you have placed a booking and we have confirmed your details in writing the details will not usually change, providing the arrangements and group size remain the same. Surcharges may apply where minimum numbers are not reached for an activity or event to proceed. In the event that an activity cannot take place due to a fall in numbers we reserve the right to cancel your event and refund all monies paid, or offer alternative arrangements.
Behaviour
We understand the fact you have booked a fun weekend. However, as a HenNites customer you are expected to behave in a safe and courteous manner at all times. You must ensure you arrive on time for all events, obey all instructions given to you by activity leaders and dress appropriately for your activities. You are not permitted to arrive at any accommodation or activity suppliers under the influence of alcohol or drugs under any circumstances. HeNites will not be liable for any refusal of entry or participation in an activity if your group fails to conduct yourselves as detailed in this clause.
Certain accommodation and event suppliers insist on a behavioural bond to be deposited by the group on arrival. Management may refuse your group entry without this bond and HenNites will not be liable for your arrangements if this clause is not adhered to, or if the management refuse entry.
Accommodation
If your group booking includes accommodation the name and address of the accommodation will only be disclosed to you on receipt of your final balance. The location of the accommodation we booked is deemed centrally located at our discretion. Our accommodation will provide good access to all elements of your weekend package.
We reserve the right to move your accommodation based on final numbers to make best use of available rooms. If we have to move hotels we will ensure that the hotel is of the same grade or better. HenNites grade hotels based on a number of factors including facilities, location, feedback and HenNites group suitability. Therefore, the grade that HenNites assign to a hotel may differ from other hotel grading systems and other companies, both official and unofficial. HenNites reserve the right to accommodate groups in separate hotels where facilities are shared. Basic B&B and Surf Style accommodation can on rare occasions be without en suite facilities.
Meals and Special Requirements
Many of our restaurant providers require pre ordering before you arrive at the venue. It is your responsibility to complete the pre order and return it by the date specified. Failure to do so may result in your menu being selected for you. We will always endeavour to accommodate party members with special dietary requirements but cannot guarantee an alternative will be arranged. All special requirements must be communicated to HenNites and our suppliers as soon as possible. Our suppliers reserve the right to change or alter any set menus without notice. HenNites are not liable for any food allergies.
You must make us and our suppliers aware of any medical circumstances that may affect your safety or health whilst participating in any activities.
Event Timings & Itineraries
We assemble each itinerary with the greatest of care using our wealth of experience in the industry. As stated in our itineraries all groups are required to arrive at their activity sites 30 minutes prior to their start time to allow for a smooth running programme. Failure to do so may result in the quality and duration of your activity being compromised. HenNites will not be liable in the event of your group failing to arrive at an activity or venue at the time specified.
Beauty Treatments
If you or members of your party are required to choose a treatment from a selection that HenNites has provided, these choices must be made and forwarded to HenNites by your Final Payment Date. Failure to do so may result in your treatments being chosen for you. All special requirements must be communicated as soon as possible. We will endeavour to accommodate all persons with special requirements but cannot guarantee a suitable alternative will be arranged. Our suppliers reserve the right to change or alter treatments without notice.
How do we deal with risk?
We organise a wide range of events and some of them involve a degree of risk to you of physical injury of damage to property. This is what makes these events exciting! We do not exclude our liability for death of personal injury caused by our negligence or that of our employees, but we do not accept liability for the negligence of any other persons. We do all that we reasonably can to reduce the risk to you. If we have done that and are not negligent, you will take responsibility for any risks involved in participation in any event. We cannot accept liability in any unusual or unexpected circumstances beyond our control, which we could not have avoided even if we had used all care possible, or any event which we or our supplier could not help, expect or prevent. You shall be responsible to adhere to the rules and safety of our suppliers.
Advertising and Special Offers
All photographic and pictorial references found in our website are purely representative of the products and events we offer and will be accepted as such.
All accommodation packaged and advertised by HenNites is done so using our own opinions and interpretations of that Hotel’s star rating, location and facilities. Our grading and interpretations may sometimes differ to that which the hotel and/or other companies, both official and unofficial, advertise.
Price promise guarantees are valid for up to 5 working days after the point of booking and do not include any special offers or limited promotions offered by any competitors. All HenNites special offers are subject to compliance with our payment terms and conditions, and any other restrictions or requirements that we have put in place for the offer.
Insurance
It is essential that you arrange adequate insurance to accommodate your party and their requirements. If you do not take out insurance through HenNites we will assume you have arranged your own cover via another provider.
General
We believe our Terms and Conditions to be fair. The law of England and Wales governs them. We reserve the right to make amendments and improvements to these terms and conditions without notice.
Your package and money is safe as all clients' funds are held in a trust
account.
