Please ensure you take the time to read these Terms and Conditions. They have been written to clearly describe our booking policies and procedures and to clarify the contractual relationship between You and the Sportsphere Ltd. If you require any help or advice, please contact us.

1. DEFINITIONS

1.1 When the following words with capital letters are used in these Terms, this is what they will mean:

• 1.1.1 Booking: your request for a booking as made via our website booking form, email or over the phone;
• 1.1.2 Itinerary Start Date: the date (and time) on which the Service(s) will begin and/or the Product(s) will be made available to you;
• 1.1.3 Customer/Client/You: The client named on the booking includes a natural person, corporate or unincorporated body (whether or not having separate legal personality);
• 1.1.4 Event Outside Our Control: is defined in clause 11;
• 1.1.5 Product(s):  means the whole or part of a physical item which We are to supply, which may include without limitation; a ticket to the event, a dining package, travel booking or gift card;
• 1.1.6 Service(s): means the whole or any part of the services which We are to supply, which may include without limitation; a booking service, a virtual event or travel advisor.
• 1.1.7 Supplier: the Supplier of the Product(s) and/or Service(s) (or their representative) whose details may be provided to you upon written request;
• 1.1.8 Supplier Specific Terms: specific restrictions applicable to Product(s) and/or Service(s) as provided to You by Us or the Supplier;
• 1.1.9 Terms: the terms and conditions set out in this document, the Booking Specific Terms and any other terms provided to you by Us or third parties
• 1.1.10 We/Our/Us: Sportsphere Ltd, a company registered in England and Wales with company registration number 14228431 whose registered office address is 70 Newland Gardens, Hertford, Hertfordshire, SG13 7WX with VAT number GB

1.2 When We use the words “writing” or “written” in these Terms, this will include email unless We say otherwise

2. OUR CONTRACT WITH YOU

2.1 These are the terms and conditions on which We provide the Booking and We supply the Product(s) and/or Service(s) to you.

2.2 We act as an agent for and on behalf of our Suppliers to provide the Product(s) and/or Service(s) via a Booking.

2.3 The Booking is only for the Product(s) and/or Service(s) detailed in the Booking and cannot be changed with any other Product(s) and/or Service(s) unless agreed in writing.

2.4 Please ensure that you read these Terms carefully, and check that the details of the Product(s) and/or Service(s) and these Terms are complete and accurate, before you accept the Booking. If you think that there is a mistake or require any changes, please contact Us to discuss. We will confirm any changes in writing to avoid any confusion between you and Us.

2.5 A Booking is considered to Us as unconfirmed until You accept the Booking and its relevant terms. Until acceptance, We will not be under any obligation to You.

2.6 When you submit and/or accept a Booking, this does not mean We have accepted your order. Our acceptance of the Booking will take place as described in clause 2.7. If We are unable to supply you with the Product(s) and/or Service(s), We will inform you of this in writing and We will not process the Booking.

2.7 These Terms will become binding on you and Us when We issue you with a written acceptance of a Booking, at which point a contract will come into existence between you and Us.

2.8 If any of these Terms conflict with any term of the Booking, the Booking will take priority.

2.9 We shall assign a reference number to the Booking and inform you of it when We confirm the Booking. Please quote the order number in all subsequent correspondence with Us relating to the Booking.

2.10 If you make a Booking over the phone then these Terms will apply to such Booking.

2.11 The maximum number of people who can attend the Booking will be notified to you as part of the Booking process. You promise that you will not exceed that number.

2.12 Your Booking will not be available at any time outside of the times reserved by you unless you notify us otherwise and we agree the same in advance. We reserve the right to make a reasonable additional charge (whether by retaining a cautionary deposit or otherwise) in the event that you have not followed the times and dates stated in your booking.

2.13 Whilst we keep our illustrations, photographs and other imagery as up to date as possible, any illustrations, photographs and other imagery displayed are for illustrative purposes only and subject to change.

2.14 We reserve the right to correct any clerical or typographical errors made by Our employees at any time.

2.15 By accepting this booking You confirm that You are over the age of 18 and that any condition, medical or otherwise that may affect your booking has been reported to us.

2.17 If the Booking involves foreign travel, You accept it is the sole responsibility of the Client and its booking party to ensure that appropriate passports and any other travel documentation (including travel and medical insurance) are valid. 

2.18 You agree to promptly provide the necessary document details required by Us to assist with your Booking.

2.19 You accept full responsibility if You or any member of the booking party are unable to travel as a result of failing to produce or have the necessary documentation and will be liable to pay any costs incurred.

2.19 We reserve the right to refuse a booking from any person who fails to comply with these conditions or to cancel any order in breach of these conditions. 

2.20 We will not accept any responsibility to refund any money in cases where the client is unable to travel because of an invalid or mislaid passport or other necessary travel documents.

2.21 We strongly advise all members of the booking party to arrange adequate travel insurance in connection with the booking. We cannot be held responsible for any losses arising as a result of the client’s failure to do so.

3. SUPPLIERS CONTRACT WITH YOU

3.1 Once your Booking has been confirmed, the Supplier agrees to provide the Services in accordance with clause 5.

3.2 The Supplier agrees to meet the minimum standards as required by Us to ensure the Product(s) and/or Service(s) are suitable for your Booking, including but not limited to, health and safety measures, basic facilities and maintenance of the same etc.

3.3 You can cancel this contract in accordance with clause 12.

4. CHANGES TO BOOKING TERMS OR CONDITIONS

4.1 We may revise these Terms from time to time in the following circumstances:

4.1.1 changes in how We accept payment from you;

4.1.2 changes in relevant laws and regulatory requirements; or

4.1.3 if We have a valid commercial reason to do so.

4.2 If We have to revise these Terms under clause 4.1, we will give you at least 14 days written notice of any changes to these Terms before they take effect. You can choose to cancel the contract in accordance with clause 12.

4.3 You may request a change to the Booking by contacting Us. Any changes to the Booking:

4.3.1 are permitted at the sole discretion of Us or the Supplier;

4.3.2 may incur an administrative charge of £30 (including VAT) as well as any additional charges related to the changes requested; and

4.3.3 that results in a change in the total price of the Booking, We will notify you of the amended price in writing. If you do not wish to accept the amended price then the Booking shall remain as originally placed.

5. PROVIDING SERVICES & RESTRICTIONS

5.1 The Supplier will supply the Product(s) and/or Service(s) to you for the date and/or period set out in the Booking.

5.2 The maximum number of people who can participate in the Product(s) and/or Service(s) will be notified to you as part of the Booking process. You may not exceed that number.

5.3 When you commit to a booking, the number of ‘spaces’ appropriate to your group size will be made available. If subsequently you use any extra space(s), you agree that the cost of the Booking will be increased to reflect the increased use. The additional cost will immediately become due, and this additional cost may be deducted from a cautionary deposit, if provided. If the additional cost is greater than the cautionary deposit, you authorise us to debit any card details held for you with the appropriate charge (which will be notified to you in advance).

5.4 Access to the Product(s) and/or Service(s) requested is subject to your adherence to the Suppliers Specific Terms, where provided.

5.5 If there is any conflict between these Terms and the Suppliers Specific Terms, the Suppliers Specific Terms shall prevail.

5.6 We will make every effort to make the Product(s) and/or Service(s) available to you on time. However, there may be delays due to an Event Outside Our Control. See clause 11 for Our responsibilities when an Event Outside Our Control happens.

5.7 If you do not pay Us for the Booking when you are supposed to, access to the Product(s) and/or Service(s) will not be permitted. This does not affect Our right to charge you interest at the rate of 8% per year.

5.8 You shall take proper care of any location you attend and its contents during the Product(s) and/or Service(s) and may receive an invoice for any damage caused or loss suffered if the location and its contents are not left in the same state in which it is found at the beginning of the Product(s) and/or Service(s).

5.13 Any Supplier Specific Terms provided to you upon Booking, shall be incorporated into these Terms and breach of any of the Supplier Specific Terms will be treated as a breach that entitles Us to cancel the contract.

6. CAUTIONARY DEPOSIT

6.1 Some Bookings for a certain Product(s) and/or Service(s) may require You to pay a cautionary deposit in respect of damage to the Product(s) and/or Service(s) Property, damage or loss of contents, damage or loss to keys, excessive or incorrect use of facilities (including, but not limited to, telephones, internet, and other amenities provided at the Property).

6.2 We will inform you of the amount of the cautionary deposit to be paid. The cautionary deposit will need to be paid one week before the Itinerary Start Date, unless your Itinerary Start Date is between the last Friday in December and the first Friday in January, at which point payment of the Cautionary Deposit will be due no later than the 18th December. We will endeavour to remind you of the same but it is your responsibility to ensure any requested deposit is paid to us before the Itinerary Start Date.

6.3 If you fail to pay a deposit upon request and before the Itinerary Start Date We will attempt to charge your card details (where provided) for the sum of the deposit amount which may be subject to a discretionary administrative charge of no more than £30 (including VAT) and you hereby authorise us to do so. If the cautionary deposit payment is not received before the Itinerary Start Date we reserve the right to cancel the Booking and terminate this contract.

6.4 We or the Supplier reserve the right to invoice you and/or attempt to charge your card details (where provided) in order to recover (or the Supplier’s) reasonable costs if the deposit paid under this clause 6 is insufficient to repair or replace any damage caused to the Property and/or its contents during your Booking.

6.5 The Supplier will assess its Property after your Booking and will:

6.5.1 provide you with a refund of the deposit made under this clause 6; or

6.5.2 inform you of the amount to be retained; or

6.5.3 inform you of the amount to be further charged

or a combination of any of the above at Our discretion.

6.6 If any proportion of the deposit is retained under this clause 6 and you dispute the charges, We will provide you with the Suppliers contact details to resolve directly.

7. PRICES & PAYMENTS

7.1 The price of the Product(s) and/or Service(s) requested will be set out at the time you place your Booking and when We confirm your Booking.

7.2 Payment may be made by debit card, credit card or bank transfer.

7.3 Bank transfers must be in cleared funds by the deadlines for payment as set out in this agreement and cannot be used for payment of the minimum deposit as detailed at clause 7.8.

7.4 Cheques may not be used for payment of any sums due under this agreement without our prior written approval.

7.5 Any bank or transfer charges shall be borne by you.

7.6 Payment may only be made in the currency as shown in the Booking.

7.7 Where VAT is chargeable, it is included in the sums given. If the rate of VAT changes between the date of the Booking and the date of delivery or performance, We will adjust the rate of VAT that you pay, unless you have already paid for the Accommodation in full before the change in the rate of VAT takes effect.

7.8 You must pay a minimum deposit of 30% of the total cost of the Booking at the time you place your Booking and the balance of the price at least eight weeks before the Itinerary Start Date, unless the Itinerary Start Date is less than eight weeks from the date of the Booking, in which case the full balance of the price must be paid at the time you place your Booking.

7.9 If you fail to pay the balance of the cost of your Booking upon request and before the Itinerary Start Date We will attempt to charge your card details (where provided) for the sum of the balance amount which may be subject to a discretionary administrative charge of no more than £30 (including VAT) and you hereby authorise us to do so.

7.10 If you do not make any payment due to Us by the due date for payment, We may cancel your Booking and terminate this contract. In these circumstances, your rights to a refund are set out in clause 11.

7.11 Corporate cards such as American express will have an additional 2.5% charge.

7.12 Bookings under the total order value of £2000 can be paid fully by card, booking over the total order value of £2000 can be paid by a maximum of 50% on card, and 50% by bank transfer.

8. LEGAL RIGHTS

8.1 As a consumer, you have legal rights in relation to Services not offered to you with reasonable skill and care, or if the Service is not as described. Advice about your legal rights is available from your local Citizens’ Advice Bureau or Trading Standards office. Nothing in these Terms will affect these legal rights.

8.2 The full extent of Our and the Supplier’s liability is as set out in the Agreement at sections 9 and 10 respectively.

9. OUR LIABILITY TO YOU

9.1 If We fail to comply with these Terms for the Booking of Product(s) and/or Service(s), We are responsible for loss or damage you suffer that is a foreseeable result of Our breach of the Terms or Our negligence, but We are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if they were an obvious consequence of our breach or if they were contemplated by you and Us at the time We entered into this contract. For the avoidance of doubt, We are not responsible for any transport and/or alternative accommodation costs and are not responsible for matters pertaining to the state of the accommodation unless arrangements have been made by Us.

9.2 Neither party limits its liability for;

9.2.1 death or personal injury caused by Our negligence or the negligence of Our employees, agents or subcontractors;

9.2.2 fraud or fraudulent misrepresentation.

9.3 We do not have any responsibility or liability to you (other than as outlined above) for loss of or damage to any of your items, belongings or vehicles, however caused.

10. SUPPLIERS LIABILITY TO YOU

10.1 If the Supplier fails to comply with these Terms, they are responsible for loss or damage you suffer that is a foreseeable result of their breach of the Terms or their negligence, but the Supplier is not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if they were an obvious consequence of the Suppliers breach or if they were contemplated by you and the Supplier at the time this contract was entered into. For the avoidance of doubt, the Supplier is not responsible for any transport and/or alternative accommodation costs unless arrangements have been made by the Supplier.

10.2 The Supplier does not limit its liability to you for;

10.3.1 breach of the terms implied by section 2 of the Supply of Goods and Accommodation Act 1982 (title and quiet possession); and

10.3.2 breach of the terms implied by sections 3, 4 and 5 of the Supply of Goods and Accommodation Act 1982 (description, satisfactory quality, fitness for purpose and samples).

10.4 The Supplier does not have any responsibility or liability to you (other than as outlined above) for loss of or damage to any of your items, belongings or vehicles, however caused.

11. EVENTS OUTSIDE OUR CONTROL

11.1 No party shall be in breach of these Terms nor liable for delay in performing, or failure to perform, any of its obligations under these Terms if such delay or failure results from events, circumstances or causes beyond its reasonable control. In such circumstances the time for performance shall be extended by a period equivalent to the period during which performance of the obligation has been delayed or failed to be performed. If the period of delay or non-performance continues for 2 days, the parties not affected may terminate this agreement by giving 5 day’s written notice to the affected party.

11.2 Should any event or circumstance beyond the Supplier’s reasonable control occur which means the Product(s) and/or Service(s) cannot be provided to you, the Supplier must inform us as soon as possible so alternative arrangements or a refund can be arranged for you.

12. YOUR RIGHTS TO CANCEL AND APPLICABLE REFUNDS

12.1 You may apply to cancel a Booking for Product(s) and/or Service(s) up to eight weeks before the Itinerary Start Date by contacting Us in writing with a copy of your invoice/booking confirmation. If accepted, we will confirm your cancellation in writing to you.

12.2 If you cancel a Booking under clause 12.1, any deposit made at the time of placing the Booking will not be refunded to you. Any additional payments will be refunded to you.

12.3 However, if you request to cancel a Booking for Product(s) and/or Service(s) under clause 12.1 and We have already paid our Supplier for your booking, no refund is due to you.

12.4 Where you have cancelled a Booking because of Our failure to comply with these Terms or if We change these Terms under clause 4.1 and you elect to cancel the contract (except where We have been affected by an Event Outside Our Control), you do not have to make any payment to Us.

12.5 If you cancel a Booking for a Product(s) and/or Service(s) less than eight weeks prior to the Itinerary Start Date and we are unable to offer the Product(s) and/or Service(s) to another party we reserve the right to invoice you for an amount up to 100% of the cost for Product(s) and/or Service(s) as outlined in the Booking.

12.6 Once you have accessed the Product(s) and/or Service(s) or the Itinerary Start Date has passed (whichever is earlier), you may only cancel the contract for the Product(s) and/or Service(s) by giving Us written notice if We:

12.6.1 break this contract in any material way;

12.6.2 go into liquidation or a receiver or an administrator is appointed;

12.6.3 change these Terms under clause 4.1 and you elect to cancel the contract; or

12.6.4 are affected by an Event Outside Our Control.

13. OUR RIGHTS TO CANCEL AND APPLICABLE REFUND

13.1 We may have to cancel a Booking before the Itinerary Start Date for the Product(s) and/or Service(s), due to an Event Outside Our Control or the unavailability of key personnel or key materials without which We cannot provide the Product(s) and/or Service(s). We will promptly contact you if this happens.

13.2 If We have to cancel a Booking under clause 13.1 and you have made any payment in advance for the Product(s) and/or Service(s) that have not been provided to you, We will refund these amounts to you.

13.3 We may cancel the contract for the Product(s) and/or Service(s) at any time with immediate effect by giving you written notice if You:

13.3.1 do not pay Us when you are supposed to. This does not affect Our right to charge you interest at the rate of 8% per year; or

13.3.2 break the contract in any other material way.

14. INFORMATION ABOUT US AND HOW TO CONTACT US

14.1 If you have any questions or if you have any complaints, please contact Us. You can contact Us by email on info@sportsphere.co.uk  

14.2 If you wish to contact Us in writing, or if any clause in these Terms requires you to give Us notice in writing (for example, to cancel the contract), you can send this to Us by emailing Us on info@sportsphere.co.uk  or by using the online contact form. We will confirm receipt of this by contacting you in writing. If We have to contact you or give you notice in writing, We will do so by e-mail to the address you provide to Us in the Booking.

15. HOW WE MAY USE YOUR PERSONAL INFORMATION

15.1 We will use the personal information you provide to Us to:

15.1.1 provide the Booking;

15.1.2 process your payment for the Booking; and

15.1.3 inform you about similar products or services that We provide. You may stop receiving these at any time by contacting Us.

15.2 All data you provide to us will be treated in accordance with our Privacy Policy

16. OTHER IMPORTANT TERMS

16.1 We will provide you with a comprehensive digital Itinerary for your reference. The digital Itinerary will contain all the information required to enjoy your Product(s) and/or Service(s) and may include recommendations for things to do and places to visit. In the interests of security, you agree to keep such sensitive information confidential and will not print or discuss the contents of the Itinerary with any person not included in the booking party.

16.2 We may transfer Our rights and obligations under these Terms to another individual, but this will not affect your rights or Our obligations under these Terms.

16.3 You acknowledge that the Supplier may enforce any and all of the Terms of this agreement against you.

16.4 Except for You, Us and the Supplier, no other person shall have any rights to enforce any of its terms. No-one other than such individuals as are listed in the Booking may enjoy the Product(s) and/or Service(s).

16.5 Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

16.6 If We or the Supplier fail to insist that you perform any of your obligations under these Terms, or if We do not enforce Our rights against you, or if We delay in doing so, that will not mean that We have waived Our rights against you and will not mean that you do not have to comply with those obligations. If We do waive a default by you, We will only do so in writing, and that will not mean that We will automatically waive any later default by you.

16.7 These Terms are governed by English law. All parties agree to submit to the non-exclusive jurisdiction of the English courts. However, if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are a resident of Scotland, you may also bring proceedings in Scotland.

Thank you for taking the time to read through the Terms and Conditions