Terms & Conditions

It is our wish that you thoroughly enjoy your Iberosports tour and therefore we would urge you to read the following booking conditions and important information before booking your tour. Your tour contract will be with Iberosports trading as Viajes Urbis whose registered office is Gremi Fusters 11, 07009 Palma de Mallorca, Baleares, Spain. Organisers Licence number BAL 011 M/D. If there is anything you do not understand or want to know, please contact us as soon as possible. The following conditions, together with the relevant information set out in the website will form part of your contract with Iberosports.

Your Financial Protection

When you buy a protected tour from us you will receive a Confirmation Invoice from us (or via our authorised agent through which you booked) confirming your arrangements and your protection under our Organiser’s Licence number BAL 011 M/D. In the unlikely event of our insolvency, This means the money paid for these arrangements is fully protected.  Viajes Urbis complies with the governments travel regulations and EC package directives in accordance with the “Package Travel, Package Tours Regulations 1992”. Iberosports hold all monies paid by you in a client protected trust account. This money is only used to pay for the costs of your tour and it covers curtailment or cancellation of the groups tour arrangements due to the insolvency of Viajes Urbis S A.

Once you have decided to accept a tour with Iberosports a copy of the’ terms’ and a booking form will be sent to your tour manager who must be over the age of 18 to complete and return the booking form. Once we receive a signed copy of the booking form you and your team / group will have officially entered into a contract and will have accepted the ‘terms’ of Iberosports, Viajes Urbis S.A.

The booking form returned by you is an offer for us to accept our quote and if by the time you book your tour the price or availability has changed from the original quote, we have the right to reject the quote and issue
a new one. Please ensure the information you provide on the booking form is accurate, Iberosports cannot be held responsible for inaccurate details. Any changes you wish to make to your tour must be done so in writing within 4 weeks of the departure date.

Payment.

We will not make any reservations to your tour until we receive the booking form and the deposit amount stated in the final quote.

Any further payments must be made in accordance with the timescale laid down in the estimate quote and final payment must be paid no later than 6 weeks prior to the tour unless otherwise agreed in writing by Iberosports. We reserve the right to charge interest of 3% above base rate for any delayed

Payments.

If payment is not received 6 weeks prior to the tour or a date agreed by Iberosports a member of the team will contact you to try and resolve the issue to avoid cancellation. However, if the final payment issue is not resolved between the client and Iberosports, Iberosports can assume that the tour is cancelled and that the cancellation charges set out in these conditions apply.

If you are paying for a ticketed event such as a football match, activity or excursion, payment will be requested in advance. Payment for your tour can be made by cash, credit card Matercard or Visa, and bank transfer or bankers draft.  Credit card payments are subject to a 2% charge.

If you decide to add any new members to the group less than 6 weeks before the tour commences, that member must be paid for in full and have full insurance at the time of application. We always try our best to accommodate the addition of new members to the tour, we cannot however guarantee it.

Travel and Medical Insurance.

For your own security Iberosports recommend that you take out full travel and medical insurance for your tour, to ensure that each member travelling is fully covered in event of any medical emergencies. You must send us a copy of the insurance details and bring the insurance policy with you when you travel. Please ensure that your insurance is up to date and covers your sport and full repatriation.

This insurance is especially important when booking your own flights as Iberosports cannot be responsible for flight delays and cancellations. In the event of a delay due to mechanical failure of transport contracted through Iberosports, we will try to arrange with our supplier alternative transportation, however if this is not possible or you are delayed for other unforeseen or unavoidable circumstances then please follow the procedures set out by your travel insurance policy.

EHIC European Health Insurance Card.

If you are a European travelling to Spain it is your responsibility to ensure that all members of your touring group obtain a European Health Insurance Card. 

Prices and Surcharges.

Iberosports are not at any time obligated to provide a breakdown of individual costs of the services being provided. Any prices quoted on the website or to you directly are correct at the time of publication. Iberosports has the right to change prices due to the increase of costs of the products or services they supply including but not limited to changes in government levies/taxes. We will however, absorb up to 2% of any increase in the cost of a tour and will not impose surcharges up to 2 weeks before the date of departure. If the increase of costs is above 10% you can either accept the changes or you will be entitled to cancel the tour with a full 100% refund, except entrance tickets your team / group may have purchased in advance ie match tickets etc.. and any costs incurred by Iberosports. Should you wish to make this cancellation it must be done so within 14 days of the date of the revised invoice.

Cancellation Charges.

Cancellations must be made in writing and sent recorded delivery or by email to the Iberosports office in Spain. If the cancellation is made in writing and sent by email it is your responsibility as tour organiser to check that the cancellation has been received by Iberosports this is best done by phoning and confirming cancellation with a member of staff at the Iberosports office. A cancellation is not effective until we have it in writing. Charges will apply from the date of receipt of cancellation.
If you decide to cancel and the cost of the cancellation is greater than the sums already paid to us we will send you an invoice for the outstanding costs and payment will be due within 14 days of the date of the invoice. We reserve the right to charge interest thereafter.

Cancellation charges: The figures are expressed as percentages of the total price excluding administration charges.

More than 55 days prior to departure – loss of deposit
36 – 55 days 40% of the total cost of the tour
22 – 35 days 50% of the total cost of the tour
11 – 21 days 80% of the total cost of the tour
 1 - 10 days 100% of the total cost of the tour

Changes made by you.

Any changes you make to your tour must be made no later than 4 weeks before the tour unless otherwise agreed in writing by Iberosports. If we accept the changes an administration fee will be charged. If the changes are major, such as a change of resort destination, travel dates or a significant change in the number of people touring, Iberosports have the right to apply cancellation charges. Iberosports cannot guarantee that any required changes will be made.

Changes made by us.

Although infrequent Iberosports reserves the right to make any changes where necessary to the tour. If the changes are major such as a change of destination resort you have the option to agree to the changes which we always aim to be of equal or superior quality, or if you do not accept the changes, you have the right to a full refund minus any costs to us, such as and not limited to, prepaid event tickets and administration costs. If you accept the changes and the overall costs are cheaper we will refund the difference.
We reserve the right to cancel a booking where a deliberate false statement has been made by you.
We also have the right to cancel the tour if persons other than those that are registered on the tour are found to occupy the transport or accommodation whilst on tour.

Tour Organisers responsibilities.

To ensure that all members of your touring party have the correct documentation. Including passports, Visa’s (if required) EHIC (E111 equivalent) plus any insurance documentation. We recommend that you allow around 10 weeks to obtain all these documents.
• Complete the booking form on behalf of the group.
• Make deposit and final payment on time.
• To inform Iberosports at the time of booking if any members of your group have any special requirements such as a disability or dietary requirements. Anyone in the group who is unsure of their fitness to travel should consult their doctor for advice.
• To keep the touring group well informed of the tour and any changes made.
• Arrive promptly for transfers, fixtures, tee times, events etc.
• To ensure that you and your group adhere to local laws and the regulations of Iberosports

Behaviour.

On signing and returning the booking form, the tour organiser is accepting responsibility for themselves and the other tour members’ behaviour whilst on tour. If any behaviour of the group is deemed unacceptable Iberosports reserves the right to terminate the tour without refund.
Iberosports also reserves the right to recover any costs from the touring team due to damage or loss to Iberosports or our suppliers.

Our liabilities.

Iberosports cost liability is limited only to the amount paid to us by the customer.

Iberosports does not accept liability for death or bodily injury to you or any member of the touring group, unless it is caused by the neglect and/or omissions of an employee of Iberosports or our suppliers or agents carried out during the course of their duties.

We cannot accept liability for unforeseen circumstances beyond the control of the company or its staff members including flight delays, flight cancellations, inclement weather or natural disasters or force majeure, such as but not limited to, a war, strike, riot, crime, or "act of God". However, if an unforeseen event does occur, there will always be a member of staff available 24 hours a day for advice or assistance during the tour.

Sports Fixtures and Tournaments.

Iberosports through its network of contacts makes every effort to match the standard and requirements of your team with those of the team opposition, however, this cannot be guaranteed. The fixture we organise can be against local clubs and or other visiting touring teams.

The following conditions apply to match fixture arrangements:

1) When you request a fixture we will require you to provide a full list of the names and the date of birth for all the players on tour. This list must be received within 12 weeks of the fixture date. If you do not send this list within the 12 weeks and we are therefore unable to book your fixture for you, you will not be entitled to any form of fixture or tour refund.

2) Iberosports cannot be held liable for the cancellation of matches due to unforeseen circumstances, such as poor weather conditions, league commitments or any other unforeseen factor. Should a fixture be cancelled before your tour commences we will inform you and we will do our upmost to find another suitable fixture.

3) We have the right to change fixtures at any point e.g. venue, opponent the time or date of play. This is not a cancellation related to those listed below (no.4) and you have the choice to either except the changes or cancel the fixture booking without refund.

4) Once the group has arrived on tour, cancellations may be made for, but may not be limited to the following reasons:

A) Inclement weather – if cancelled by the referee, home team coach or local authority:

In the case of cancellation due to inclement weather we will refund 25% of the amount paid for the cancelled fixture minus any costs incurred by Iberosports.

B) Unfit pitch conditions – if cancelled by the referee, home team coach or local authority:

In the case of cancellation due to pitch conditions we will refund 50% of the fixture costs minus any outstanding costs incurred by Iberosports.

C) Any given reason – if cancelled by the touring team:

If the visiting team cancel a fixture for any reason, the team is not entitled to a refund.

D) An outstanding payment due to us – if cancelled by Iberosports:

If Iberosports is waiting on an unpaid payment from the touring team we have the right to cancel fixtures with no refund.

E) Any reason given apart from weather conditions/unfit pitch conditions – if cancelled by the local hosting team:

In the case of a fixture being cancelled by the hosting team for reasons other than that of weather or unfit pitch conditions a full fixture refund will be given less our costs.

5) As part of our ‘terms’ all tournaments are regarded as fixtures. Our tournaments require a minimum participation of 3 teams. If there are less than 3 teams you have the following options. To convert to a tour playing fixtures against other local or visiting teams or to cancel the booking with a full refund minus costs already incurred by us.

6) As a matter of league policy we recommend you contact the appropriate sporting body to confirm that your fixtures are approved. On arrival please ensure that your group follow the rules and regulations stipulated by local Spanish clubs or Tournament Organisers. Iberosports cannot be held responsible for the failure of your team to follow these regulations.

Sub contractor’s conditions.

We do not own the accommodation, transport and the sporting facilities provided on your tour; therefore, all contracts that are made on your behalf are subject to sub-contractor conditions. On rare occasions the hotel may require a deposit on arrival to cover any potential damages made during your stay. This is an arrangement between you, the tour organiser and the hotel as we do not have control over these sub-contractor conditions. However, we try to work with suppliers who understand the nature of our business and do not generally require damage deposits.

Whilst we do what is in our power to ensure that the hotels, facilities and sub-contractor services are of a certain standard, Iberosports cannot guarantee or be held responsible if these standards are not met by our sub-contractors.

If an accident does occur during your stay we are available to assist you. We would also appreciate it, if a report of the incident is sent to us in writing within 7 days of the end of the tour. Even if you do not intend to make an insurance claim, we wish to know, so that we can continue to monitor the safety standards of the services offered to our clients.

Complaints.

Ibersports aim to exceed your tour expectations. However, should you have cause for complaint whilst away, this must be brought to the attention of the Iberosports local representative and the relevant supplier (e.g. hotel manager) immediately who will endeavour to put things right. Should the Iberosports representative or relevant supplier be unable to resolve the problem in resort, you may be asked to complete a written report. Details of the complaint should in any event be notified to Iberosports in writing at our Spain head office within 28 days of the end of the tour.

Governing law clause.

Our ‘terms’ are governed by the law of Spain. Therefore, all contracts given by Iberosports are governed by Spanish law whereby Spanish courts have jurisdiction.

Should any part or provision of these ‘terms’ beheld unenforceable or in conflict with the applicable
Spanish law, the validity of the remaining parts of the ‘terms’ shall thereby not be affected.

Other Important Information

A)  Tickets and Tour documents

These will be sent to you approximately 14 days before departure and may arrive by post or email.

B) Event Entry forms

All event entrants are obliged to fill in the appropriate official entry form, which we will send you. This form must be returned within 7 days, or the specified date for that event, to the issuing office or a specified location and are subject to the conditions of entry over which we have no jurisdiction. Failure to return the signed entry form within the specified time could result in your race entry being refused and your booking cancelled with the loss of all monies paid. All requested medical information must be supplied otherwise the entry may be invalid.

C) Golf

Please note that changes or cancellation of any green fees may result in 100% green fee cancellation charge, depending on the golf course. We cannot be held responsible for the actual playing conditions of the golf courses whether caused by course maintenance, climate conditions etc.  We do request all maintenance schedules from the golf courses that we work with and where we are advised we pass this information onto you. Please take note that maintenance schedules are subject to change due to the weather conditions. The large majority of golf courses now require golfers to present an official handicap certificate prior to course entry. Therefore we strongly recommend you take a Certificate with you regardless as clubs can charge their regulations. Please note that virtually all airlines now charge for the carriage of golf clubs. Charges will be advised at the time of booking. When making your booking you will be asked for your preferred days of play, courses and start times. Charges will be advised at the time of booking, please take note of the following:

- You will receive an invoice confirming your requested invoice; – When all the clubs respond we will send you a final invoice confirming “actual times”; – Once you are in receipt of the confirmed “actual times” we reserve the right to charge an “amendment fee” if you want to change times again; – Cancellation of “actual times” may incur cancellation charges up to the value of the pre-paid green fee, subject to the cancellation policy of the course involved; – If the golf clubs subsequently change your “actual times” for a Club competition etc we will try to ensure a suitable alternative is found; – Golf clubs reserve the right to mark up matches to 4 balls; – Where a golf club imposes handicap limits and handicap certificate conditions we will pass on your handicap details but it is your responsibility to comply; – Overseeding and hollow-tining can effect certain courses at certain times, we will advise you of these so alternative arrangements can be made (providing we are notified) – Your golf vouchers will be issued as green fees paid in advance. These will either be issued with your travel documents, by the hotel or local representative depending on the destination. Please note that vouchers should be presented to the caddy master at least 15 minutes prior to tee off. Unused vouchers will only be refunded if course closure has prevented play, please note that we will require written confirmation from the course prior to processing the refund.
Whilst we endeavour to meet your requests for specific courses, days and times, these are subject to availability and we cannot guarantee we can meet them. Accordingly requests are not binding with us.
Buggies – please note that the majority of Spanish courses see buggy hire as an extra and in most cases the courses cant guarantee the supply as they view it is an enquiry and not a must. Due to the inconsistent supply of golf buggies, we do not pre-book buggies. 

D) Hotel Check In/Check Out

The standard international practice is to let rooms from mid afternoon on the day of arrival until mid morning of the day of departure. Occasionally when you arrive at your accommodation, you may have to wait a short while until your room is ready. Similarly, if you are leaving the destination on a flight later in the day, you may be required to check out of your hotel room earlier in the day. In some cases, you may be able to extend you stay in your room or have access to facilities at the accommodation to change and refresh yourself in, but we cannot guarantee this, and this should be arranged with the accommodation management.

Hotel accommodation services (including All Inclusive, Full Board & Half Board) commence from 12 noon on the day of arrival and ends at 12.00 noon on the day of departure.


E)  itineraries
Whilst we try very hard to deliver your tour itinerary as specified at the time of booking, sometimes circumstances beyond our control may prevent us from providing the exact tour itinerary that is advertised and in such circumstances we do not assume liability for any loss of the advertised elements of the itinerary. Please see the rest of these terms and conditions for further details.

Brochures, website and advertising material.

The information contained in our website and other advertising material is believed to be correct to the best of our knowledge at the time of printing and publication. However, errors can occur and information can subsequently change. Therefore, you must ensure that you check any details including price with us at the time of your booking.

Event publicity.

By confirming your booking with Iberosports, you consent on behalf of your group to be filmed or photographed whilst at the event. You hereby waive any and all rights of publicity or privacy and grant Iberosports the full and complete permission to utilise and exploit your appearance at our events, tours or tournaments in any and all manner and media throughout the world. You also grant us permission to use or refuse any photographs or footage in which you appear and that if we do use the photographs or footage, they are able to be edited by us at Iberosports.

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