We are Play Sports Network Limited, Company Number 08265494 with Registered Office address at 30 Monmouth Street, Bath, England, BA1 2AP and these Conditions set out what you are legally entitled to expect from us when you purchase a place on an Event from us. These Conditions cover your participation in the Global Bike Festival event (the “Event”) and your involvement in Participatory Events provided by the Operator, and will not apply to any course of dealings between us other than in relation to the Event booked. You should read these Conditions carefully before you book.
1.1 “Associated Parties” means the Operator, its officers, employees, suppliers and/or sponsors.
1.2 “Booking” means the booking made by a Participant via the Event Site, through the Booking Provider, in order to participate in the Event.
1.4 “Conditions” means these terms and conditions relating to a Participant’s participation in the Event and delivery of the Tour Package (and any Participatory Events provided by the Operator in respect thereof).
1.5 “Event Site” means the online payment and registration system operated by the Booking Provider, which Participants must use in order to apply, register and pay for their Booking and entry to the Event.
1.6 “Fee” means the price of entry into the Event as set out in the Booking, and which a Participant pays as part of a Booking.
1.7 “Operator”, “we” or “us” means Play Sports Network Limited, a company registered in England and Wales with company number 08265494 whose registered address is 30 Monmouth Street, Bath BA1 2AP which is also the “Travel Principal” in respect of your Booking.
1.8 “Participant” or “you” means the person named on the Booking who will be participating in the Event.
1.9 “Participatory Event” any participatory ride events and all other entertainment to be provided by us as part of the Event, subject to these Conditions.
1.10 “Tour Package” means the travel package a Participant purchases from the Operator, subject to the Operator’s terms and conditions, which includes (subject to the terms of your agreement with the Operator) accommodation during the Event, and any extras you may purchase from the Operator (but excludes all international travel, which is the sole responsibility of the Participant).
2. Your Travel Booking
2.1 You must be 18 years old at the time of booking and possess the legal capacity and authority to book and travel. You are responsible for ensuring the accuracy of the personal details or any other information supplied in respect of yourself and any other person travelling on the Booking and for passing on any information regarding the Booking or any changes made in relation thereto, to all persons travelling on such Booking.
2.2 It is a condition of your Booking that you and all other members of your party are adequately insured for the duration of your trip. Any person who is under 18 years old must be accompanied by an adult on his or her journey (including for the duration of the Event and any Participatory Events). There may be other restrictions and conditions on some offers, but these are explained in the details of those offers. When you purchase your Booking through the Event Site, we will confirm the Booking and set aside your chosen accommodation, trip and any extras for you.
2.3 It is your responsibility to let us know at the time of making the Booking if extra assistance is required for any disability you or another member of your party may have or if there are any special requests (or as soon you become aware if such requirement arises after you have made your Booking). Please note that we will endeavour to accommodate special requests that are reasonable but cannot guarantee that requests can be accommodated. In particular, requests such as lower floor, mountain views and so forth can generally not be guaranteed unless you have specifically booked a room with such characteristics.
2.4 The combination of travel services offered to you is a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018. Therefore, you will benefit from all EU rights which apply to packages at the time of the Booking. We will be responsible for the proper performance of all the travel services included in the package. We may transfer your Booking to another company in our group, but this will have no effect on your trip arrangements.
3. Items not covered by your booking
3.1 The following items are not covered by your Booking unless otherwise stated in these Conditions:
4 Acceptance and Application of Conditions
4.1 These Conditions shall apply in place of and prevail over any terms or conditions (whether or not in conflict or inconsistent with these Conditions) contained or referred to in any documentation submitted by the Participant or in correspondence or elsewhere or implied by trade custom, practice or course of dealing. A variation of these Conditions is only valid if the Operator gives notice to the Participant in writing prior to the Event (including via email).
4.2 Bookings are not transferable except with the prior written consent of the Operator. In the event that the Operator agrees to such transfer, the person to who the Booking is transferred must agree to these Conditions and must be covered by their own insurance for their participation in the Event, and both you and the new traveller are responsible for paying all costs we incur in making any such permitted transfer.
4.3 The Operator will send (generally via email) all communications to the email address provided by you. You must ensure all names and details are entered correctly at the time of booking. You must contact us straight away if there is something in your Booking or an invoice we send you which needs to be corrected.
4.4 By confirming your Booking, you are accepting on behalf of all persons travelling on the Booking that these Conditions constitute the entire agreement between us with regard to your Booking. You also consent to us (and the Booking Provider to the extent necessary for them to process your Booking and/or take payment for the same) processing personal information about you and other members of your party. Where the context permits, reference to “you” and “your” will include you and all persons travelling on this booking. Your contract with us shall be governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the courts of England and Wales over any claim or matter arising under or in connection with your contract with us.
4.5 These Conditions cover your attendance at the Event and involvement in any Participatory Events and all other services provided by the Operator. Your Tour Package is provided by the Operator and the Tour Package, the Booking and payment of the Fee for the same are subject to these Conditions.
4.6 You must arrange your own international travel to and from the Event, which is your sole responsibility. The Operator is not responsible for any impact on your ability to participate in the Event or any Participatory Events forming part of an Event as a result of delayed or cancelled flights. The Operator accepts no liability for the same, and it is a requirement of the Booking that all international travel is covered adequately by your own insurance cover.
4.7 It is your responsibility to comply with all passport, visa and other immigration requirements for your trip. Your passport and travel documents must be intact; you may be refused travel if they are damaged or have been tampered with. We do not accept any responsibility if you cannot travel because you have not complied with any such requirements.
5 Paying for your Travel Arrangements
5.1 Your Booking will be handled by the Booking Provider via the Event Site, and in order to participate in the Event, the Participant must pay the Fee to the Operator by no later than the closing date set out on the Booking. The Participant shall not be eligible or entitled to participate in the Event until full payment of the Fee has been received by the Operator. No payment shall be deemed to have been received until the Operator has received cleared funds. The Booking Provider’s terms and conditions are available here.
5.2 When you complete your Booking you will be required to pay a deposit to us for each person unless this is within 12 weeks of departure, in which case the full amount for the Booking is payable. The deposit amount will be specified by us when your Booking is made. If it is not specified then it will be the amount that we ask you to pay when you book, even if this is 100% of the holiday price. Once confirmed, the Booking deposit and any additional charges paid will not be refunded in the event of cancellation except in the circumstances specified in clause 8 or as otherwise required by law.
5.3 This is your only commitment until 12 weeks before you go. After you have completed your Booking, we will send you an invoice showing how much you owe us. You must pay the amount on the last Invoice issued by us, at least 12 weeks before you go on holiday. If you don’t, we reserve the right to treat your Booking as cancelled and to charge you a cancellation charge up to 100% of the total on that last invoice, in accordance with the scale in clause 9.
6. Changes to an Event
6.1 The Operator reserves the right to amend the exact format of an Event at its sole discretion. If due to an Event Beyond Our Control (as defined at clause 8.3 below) the Event can proceed but needs to be changed to another reasonably similar format, the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format. Any significant changes will be communicated ahead of the Event date.
7. Changes to your booking
7.1 If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen departure date or accommodation, we will endeavour to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the Booking and will be subject to a compulsory administration charge of £50 per Booking, in addition to the payment of any further costs incurred as a result of the change to the Booking (including for example higher accommodation costs). You should be aware that these costs generally increase the closer to the departure date that changes are made and you should contact us as soon as possible to request any changes.
7.2 Certain travel arrangements may not be changeable after a reservation has been made, in which case cancellation in accordance with these Conditions may be the only available option.
8. Cancellation by the Operator
8.1 We aim to provide your trip as booked. But if, for example, you do not pay the balance of the holiday price on time, we may cancel it.
8.2 We reserve the right to cancel your holiday in any circumstances but if we cancel your holiday, except where this is because you have not paid, you may be entitled to either a refund or replacement holiday from us of equivalent or similar standard and price, if we are able to offer you one. We may offer you a replacement holiday from another company in our group. Should you choose this option the terms and conditions of your holiday will not change and these Conditions will still apply to your Booking. We will refund the difference in price if the replacement holiday is of a lower price.
8.3 We will not cancel your holiday less than 12 weeks before you go, unless this is the result of circumstances which constitute an “Event Beyond Our Control”. Events Beyond Our Control include but are not limited to: war, threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, any failure to secure relevant flying rights, natural and nuclear disasters, fire, epidemics, health risks and pandemics, unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers, closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar events.
8.4 In the event that the Operator has to cancel your trip, any refund offered in accordance with this clause shall be in full and final settlement of any liability which the Operator may have to you.
9. Cancellation by you
9.1 If you want to cancel your Booking, or part of it, you must contact us as soon as possible. Once your Booking has been cancelled, we’ll endeavour to provide you with a cancellation invoice within 14 days. If we don’t, please contact us.
9.2 To cover the cost of processing your cancellation, and to compensate us for the risk that we may not be able to resell your travel arrangements, we’ll make a cancellation charge on the scale shown below. You are responsible for paying this charge, as follows:
Period before departure when notice of cancellation Is received
More than 84 days
Deposit (together with any non-refundable costs which are incurred by us).
50% (together with any non-refundable costs which are incurred by us).
70% (together with any non-refundable costs which are incurred by us).
90% (together with any non-refundable costs which are incurred by us).
Less than 15 days
100% (together with any non-refundable costs which are incurred by us).
9.3 These charges are based on how many days before your booked departure we receive your cancellation notice, and are a percentage of the total cost of your Booking, not including your insurance premium. If you want to cancel one or more passengers on the Booking you’ll have to pay a proportion of the applicable cancellation charge for those passengers.
9.4 Your deposit is non-refundable, even if the cancellation charge calculated is lower than the deposit amount paid. Where extra facilities, transfer and equipment hire or other options you may have requested as part of your Booking are non-refundable, in part or in full, the cost of these will be added to the cancellation charge you have to pay.
9.5 You may cancel your Booking without paying cancellation charges if the performance of your package, or the carriage of passengers to your destination, is significantly affected by an Event Beyond Our Control, in which case we will arrange for your booking to be terminated and for you to receive a full refund. We will observe advice provided by the UK Foreign & Commonwealth Office which may affect an Event.
10. Financial Protection & ABTOT
10.1 The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Play Sports Network, membership number 5433, and in the event of their insolvency, protection is provided for:
ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if transportation was included in your package. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Play Sports Network.
In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made
11. Participatory Events
11.1 You acknowledge that the Events may include Participatory Events which may involve organised cycling on public highways, and that there will be other road users including vehicles. All Participants must ensure they bring with them and use at all times while participating, adequate protection (including, without exception, wearing a helmet). At all times during Participatory Events, Participants must ensure that they are operating within their skills and abilities, and do not take any unnecessary risks at any time.
11.2 You acknowledge that participation in the Participatory Events is strenuous and physically demanding and you are aware of the nature of the Participatory Events and associated medical and physical risks involved.
11.3 You represent and agree that you are physically capable of participating in the Participatory Events, agree to be solely responsible for your actions during the entirety of the Event and, to the extent permissible by law and unless otherwise specified in these Conditions, you hold the Operator and its Associated Parties harmless in respect of any injury or illness that any Participant may suffer as a result of participation in the Event (unless due to the negligence of the Operator). You accept that should any medical or physical condition arise prior to the Event which is likely to affect your ability, or the ability of anyone else in your party, to participate, you or they will not take part in the Participatory Events (and no refund or rebate will be made by the Operator in respect of such non-participation). You acknowledge the limitation of liability and indemnity provided in clause 13 of these Conditions.
11.4 You acknowledge that the Participatory Events may be affected by adverse weather conditions, including the need to use alternative routes or delay or cancel a Participatory Event altogether in order to ensure the safety of all participants, and you acknowledge that the Operator’s decision shall be final in this respect.
11.5 You must complete the appropriate registration process on the dates and at the times as instructed in the Event information which will be issued by the Operator prior to the Event.
12. Event Rules
12.1 The Operator reserves the right at any time to remove Participants from the Event or to prevent Participants from participating in the Event (including during the Event) if, at the Operator’s sole discretion, it considers such action necessary for safety reasons (including the safety of the Participant) or the proper enjoyment of the Event by other Participants or for any other lawful reason. No refund of the Fee shall be made if the Participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention in respect of the Event or other participants, where this is a factor in his/her removal.
12.2 While the Operator takes every care with the staging of the Event and the Participatory Events, the Participant acknowledges that they must put in place their own adequate travel and personal accident insurance cover (validly covering the dates and jurisdiction(s) of the Event and the Participatory Events), and that putting in place such cover is the Participant’s sole responsibility. As a condition of each Booking, the Operator requires all Participants to take out adequate insurance to cover them at all times while travelling to, present at and participating in the Event.
12.3 The Operator is entitled to impose additional Event rules upon Participants from time to time at its discretion which will form part of these Conditions.
12.4 You acknowledge and accept that circumstances concerning an Event may change from time to time for reasons out of the Operator’s reasonable control or otherwise, without the Operator incurring any liability. By way of example, and for illustration purposes only, the exact timings or nature or Participatory Events may change but such changes/issues will not entitle the Participant to withdraw and nor will the Operator be deemed liable except as otherwise set out herein.
12.5 Any accommodation we arrange for you must only be used by those people named on your Booking. You are not allowed to share the accommodation or let anyone else stay there. You are responsible for the cost of any damage caused to your accommodation or its contents during your stay. These charges must be met by you and may have to be paid locally.
12.6 Entry to an Event or Participatory Event may not be resold or offered for resale by anyone whether at a premium or otherwise and may not be used for advertising, promotion use as a prize (including in competitions and sweepstakes), travel packages, or for any other trade purposes, without the prior written consent of the Operator. For the avoidance of doubt, donation, give away, resale or attempted resale constitute a ground for cancellation by the Operator without refund or other compensation.
13. Operator Responsibilities / Liability
13.1 Nothing in these Conditions shall exclude or limit the liability of the Operator:
for death or personal injury caused by the Operator's negligence
for fraud or fraudulent misrepresentation; or
for any matter which it would be illegal for the Operator to exclude or attempt to exclude liability.
13.2 This clause shall be read and construed and shall have effect subject to any limitation imposed by any applicable law (subject to the choice of law provisions of these Conditions).
13.3 Subject to the foregoing, to the extent permissible by law, the Operator shall not be liable to the Participant for any liability in contract, tort (including negligence) or otherwise for any loss of business, revenue or profits, anticipated savings or wasted expenditure (including to third party carriers or airlines), loss or damage of or to personal equipment belonging to the Participant or any indirect or consequential loss or damage whatsoever (notwithstanding that such loss was within the contemplation of the parties at the date of submitting the Booking) arising out of the Participant taking part in the Event, the Participatory Events, or any other matter arising under these Conditions, nor for an aggregate amount greater than the Fee.
13.4 Without limiting the foregoing, the Operator will not be liable for any actions of any spectators or other third parties unless otherwise expressly set out in these Conditions.
13.5 Subject to the foregoing, to the extent permissible by law,the Participant hereby expressly and irrevocably renounces, for him/herself, heirs and successors in title the right to any recourse or claims whatsoever against the Operator or its Associated Parties as a result of any kind of physical, mental or other loss or damage of whatsoever nature (including any loss of earnings, profits, or pain and suffering) suffered by the Participant, directly or indirectly, or by his/her family or by any dependents and caused by an event in any way relating to the Participant’s participation in the Event or any Participatory Event, and the Participant hereby undertakes, for him/herself, heirs and successors in title to indemnify and hold harmless the Operator, and the Associated Parties for any costs and/or amount which they or any of them may be required to pay as a result of any such recourse or claim by whomsoever made.
13.6 The Participant hereby agrees to indemnify the Operator and its Associated Parties for any claim, actions, liabilities or losses resulting from any breach of the Participant’s declarations above and/or the Participant’s negligent acts or omissions and/or wilful misconduct.
14. Personal Injury
14.1 If you suffer injury, illness or death directly as a result of the services provided as part of your holiday we may make a payment to you. We will not make any payment if your injury, illness or death was caused by an event or circumstances which the person who caused it could not have predicted or avoided even if they had taken all necessary and due care. We will not make any payment if your illness, injury or death was your own fault.
14.2 You must tell us and any other supplier involved (for example a hotel or other venue) about any injury or illness and complete a report form while you are in the resort and you must notify us as soon as possible if you believe you have a claim, and in any case within three months of coming home from your trip to allow us to investigate it properly.
14.3 In the event of any claim you may have, you agree to cooperate with us so as to enable us to carry out an investigation. When communicating any claim to us, please include a letter about your injury or illness from your doctor.
14.4 You should cooperate fully with us if we or our insurers enforce our rights to carry out an investigation.
14.5 Where you or someone on your holiday is in difficulty, we will give you appropriate assistance without undue delay by:
providing appropriate information on health services, local authorities and consular assistance; and
assisting you to make distance communications and helping you find alternative travel; arrangements.
14.6 We reserve the right to charge a fee for such assistance if the difficulty is caused intentionally by you or through your negligence but any fee charged will be reasonable and will not exceed the actual costs we incur.
15.1 The Participant irrevocably consents to:
his/her appearance in the Event being filmed, recorded, incorporated and exploited in whole or in part in any television programme, film, video, social media or other public display of whatever nature by all means and in all media and formats now or invented after the date of these Conditions; and
the use and reproduction of the Participant's name, likeness, appearance, Event times and photographs, films and recordings by all means and in all media for the purpose of advertising, publicity and otherwise in relation to the exploitation of the Event (and future events) and/or the promotion of the Event (and future events) and the commercial rights relating to the Event (and future events) provided that such use does not imply direct endorsement by the Participant of any official sponsor or supplier of the Event.
15.2 Any film, photographs (by camera or mobile phone), or any other recording of moving or still picture, and all intellectual property in connection therewith (including but not limited to copyright) shall remain the property of the Operator, and where such intellectual property does not automatically vest in the Operator, these Conditions shall constitute a legally binding assignment thereof and/or the Participant shall sign, or procure the signature of all reasonable documentation required to give effect thereto. Accordingly any such recording shall not be used other than for private use without the Operator’s prior written consent.
16.1 These Conditions (and any other documents specifically incorporated by reference) constitute the entire agreement and understanding of the parties hereto and supersede any previous agreement between the parties relating to the Event. The Participant acknowledges and agrees that in submitting the Booking it does not rely on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person (whether a party to these Conditions or not) relating to the things to be provided by the Operator subject to these Conditions, other than as expressly set out in these Conditions.
16.2 No waiver by either party of a breach or a default hereunder shall be effective unless in writing and signed by both parties and any such waiver shall not be deemed to be a waiver of any subsequent breach or default of the same or similar nature.
16.3 To the extent permitted by law all provisions of these Conditions shall be severable and no provision shall be affected by the invalidity or unenforceability of any other provision with the remaining provisions if necessary, being so amended as shall be necessary to give effect to the spirit of these Conditions so far as possible.
17. Data Protection
17.4 The Booking Provider shall share with the Operator certain of your personal information which will be stored and used by the Operator in accordance with the above mentioned privacy policies, and you hereby acknowledge and agree to this sharing. The personal information which will be shared by the Booking Provider with the Operator in this way is as follows:
Identity data including first name, last name, username or similar identifier, title, date of birth; and
Contact data including address, email address and telephone numbers, the “Shared Data”.
17.6 The Operator will use your personal information contained within the Shared Data in the following ways (and you hereby agree to such usage of your personal information by the Operator):
To send you updates and / or newsletters about the Event and / or the Participatory Events, and any future events which the Operator believes may be of interest to you;
To send details of any partners of the Event, and any offers from such partners which the Operator believes may be of interest to you (the Operator will never share your personal information with such partners);
To send you questionnaires or other requests for information concerning your attendance at the Event or your participation at the Participatory Events, and to request feedback from you after the Event; and
To the extent you opt in to receiving them, other communications from the Operator or another entity in its group.
18. Contacting You
18.1 If you book via our website or have opted in other circumstances for us to contact you via email, we will communicate with you using the email address you have provided. For example, to provide your e-confirmation, e-ticket, e-cancellation, etc. We will assume that your email address is correct and that you understand the risks associated with using this form of communication. Please note that you may still have to contact us by email at firstname.lastname@example.org or in writing as required in these Conditions.
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