Booking Terms & Conditions for Quilt Direct Retreats
1. Your Contract
When you make a booking, you must complete a booking form. In signing the booking form, you warrant that you have the authority to accept, and are accepting on behalf of all your party, the terms of these booking conditions. A contract will exist as soon as Quilt Direct issues the confirmation invoice.
This contract is made on the terms of these booking conditions which are governed by English law and both parties agree to submit to the jurisdiction of the English courts at all times. The contract is deemed to have been made at our office in Tavistock, Devon.
It is a condition of the contract that you must be insured against medical and personal accident risks, as well as cancellation charges and loss of deposits and payments. Details of insurance must be provided before the contract can be confirmed.
- Payment
You must pay a deposit of 25 % of the total cost at the time of booking, In some cases, a higher deposit may be required and you will be notified of this at the time of booking. The balance must be received 10 weeks (70 days) prior to departure. In the event that the full cost is not paid within the specified time, we reserve the right to treat this as a cancellation and apply the appropriate cancellation charge. If a booking is made fewer than ten weeks before departure, then the full payment is due.
- Surcharge Policy
We reserve the right to raise the Retreat price if there are exceptional cost increases due to exchange rate fluctuations or government action. In this case we will absorb an amount of 2% of the retreat price excluding any amendment charges. Only amounts in excess of 2% will be surcharged. If this means paying more than 10% on the retreat price, you will be entitled to cancel your Retreat with a full refund of all money paid with the exception for any amendment charges.
Retreats are budgeted for a full or nearly full sign up of 6 - 8 paying guests to enable the Retreats at a reasonable cost. Before cancelling a Retreat, we would advise you of the tier price on lower numbers than this which is calculated on the number of full revenue guests. Guests will have the option of a full refund of their money should they not wish to pay the amended price through lack of numbers participating in the Retreat. Such a decision regarding lack of sales will be made prior to the balance due date. Should you decide to cancel because of this, you must exercise your right to do so within 14 days from the issue date printed on the invoice.
- Cancellation by Quilt Direct
Quilt Direct may cancel the booking at any time prior to the balance of the cost of the booking becoming due, or if the Retreat does not reach the minimum number of 6 participants. Quilt Direct may cancel the booking after the balance due date for reasons of Force Majeure. Examples of Force Majeure are war, threat of war, riot, civil strife, industrial dispute, government action, terrorist activity, natural and nuclear disaster, fire, adverse weather conditions or other circumstances constituting Force Majeure.
- Your rights if we cancel
In the event of cancellation by Quilt Direct for any reason, we will inform the client without delay and offer the client the choice of an alternative Retreat of at least a comparable standard if available, or a full and prompt refund of monies paid within ten days of the client being informed of the cancellation. If Quilt Direct cancels the holiday within the balance due date, Quilt Direct will return any monies paid, and in addition, except in circumstances of Force Majeure pay compensation per person as set out in Section 6.
- Amendments and material alterations
We do our best to provide the Retreat as booked, but they are planned many months in advance. There is always a risk that accommodation, schedules, itineraries, and other parts of the Retreat will be subject to alterations beyond our control and sometimes at short notice. Most of these changes will be minor. We are not obliged to notify you of minor changes, nor are we obliged to pay compensation for minor changes. However, we will try to notify you of any changes at the earliest possible date.
All service and accommodation arrangements and the charges for them may be altered by Quilt Direct at any time prior to the confirmation of the booking.
We reserve the right to substitute any named course tutor with an alternative qualified tutor.
After confirmation of booking, a major change becomes necessary, such as a change in the standard of the accommodation, we will inform you as soon as is reasonably possible, if there is a change before commencement of the Retreat. In this case you will have the choice of accepting the change or arrangements, accept another Retreat from us, or cancelling your holiday and receiving a full refund. In addition, we will pay compensation per person as follows: -
70 - 56 days before Retreat Date £ 20
55 - 15 days before Retreat Date £30
14 - 8 days before Retreat Date £50
7 days or less before Retreat Date £80
Important Note
In all cases liability to pay compensation is limited to the amounts set out above. Compensation will not be payable if we are forced to cancel your Retreat or in any way change your Retreat due to war, threat of war, riot, civil strife, government action, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or any other circumstance amounting to Force Majeure.
- Cancellation by you
Cancellation by the client must be in writing signed by the person who signed the booking form and must be sent to Quilt Direct, Union Mine Road, Pitts Cleave, Tavistock, Devon, PL19 0PW.
The fees payable or, as the case maybe, not refundable on cancellation, are as follows: -
MORE THAN 70 DAYS BEFORE DEPARTURE DEPOSIT Payable by client
70 - 56 days before departure 30% of cost
55 - 29 days before departure 45% of cost
28 - 15 days before departure 60% of cost
14 days or less before departure 100% of cost
- If you change your booking
If, after our confirmation has been issued, you wish to change your travel arrangements, retreat date, accommodation, etc, we will do our utmost to make these changes, but it may not always be possible. You will be asked to pay an administration fee of £20, and any further costs we may incur in making this alteration. The cost could increase the closer to the departure date that changes are made, and you should contact us as soon as possible.
- Complaints and disputes
If you have a problem during your Retreat, you must inform us as soon as possible or a representative of the supplier (e.g., Hotel) immediately. They will endeavour to put things right. If your complaint cannot be resolved locally, you must complete a written report giving all the relevant information and hand over one copy to the supplier of the service(s) in question. You should submit a second copy of your report to Quilt Direct within 28 days of your return from your Retreat. If you fail to follow this simple procedure, we, may not be able to accept responsibility as we have been deprived of the opportunity to investigate and rectify the problem.
If despite our best efforts and having followed the above procedure for reporting and resolving your complaint, you feel that it has not been satisfactorily settled, we recommend that it is referred to arbitration.
- Our responsibility to you
We accept responsibility (on the terms of these booking conditions) for ensuring the Retreat which you book with us is as described in our literature. We further accept responsibility for acts of omissions from Sub-Contractors and Suppliers.