TERMS & CONDITIONS – Chapeau Events Ltd
Please note: All events are provided by Chapeau Events Ltd (the Company, we‚ our‚ or us) and are sold subject to the following terms and conditions.
1. Booking an Event
1.1. Prior to making a booking please read our website in full and the following terms and conditions. If you have any questions please contact us to clarify any matters. It is advised that you print these terms and conditions and retain a copy for your personal records.
1.2. To make a booking you must be at least 18 years of age and are required to send us, whether by post or electronically, a completed registration form, medical form plus a non- refundable deposit for each person (see section 2 ‘Non-Refundable Registration Fee’ for further details). We will treat each booking form submitted as an offer by you to purchase a place on the event in accordance with these terms and conditions. We will acknowledge receipt of your booking by email. If you notice any problems or errors associated with your booking on this email, please contact us at email@example.com or firstname.lastname@example.org to make any corrections. A contract will only be in place between us (all persons named on the registration form) once your deposit has been cleared and we have confirmed this with you. The date on the confirmation will be the date the contract is made.
1.3. The remainder of your event must be paid no later than 10 weeks before the departure date of your event. We will notify you 12 weeks before your event for the remainder of the cost. If you book less than 12 weeks before your event we require full payment to be made on booking. If the balance is not paid in time we reserve the right to cancel your event and will apply the cancellation charges outlined below.
2. Non-Refundable Registration Fee
Your registration fee (as stated on your individual event details) is a non-refundable fee covering the administrative, planning, booking and research costs associated with delivering your event that we incur prior to and in processing your booking.
3. Cancellation by you
3.1. If you wish to cancel your event, the lead person on the registration form (and to whom the confirmation email has been sent) must notify us by email (email@example.com or firstname.lastname@example.org). You will be liable for the following cancellation charges:
3.1.1. If you cancel your event 10 weeks or more before the start date of your event any balance you have paid at this point over and above your registration fee will be refunded. Your registration fee will not be refunded as per Section 2 – Non-Refundable Registration Fee.
3.1.2. If you cancel your event between 8 and 10 weeks before the start date of your event any balance you have paid at this point over and above your registration fee will be refunded, less £50 for administrative costs. Your registration fee will not be refunded as per Section 2 – Non- Refundable Registration Fee.
3.1.3. If you cancel your event within 8 weeks of the start date of your event, neither your deposit nor your event balance will be refunded. However, we will endeavour to fill your place/ s and facilitate a refund of your event balance (excluding your deposit) where possible.
3.2. If Chapeau Events Ltd requires a lesser amount than set out in 3.1.1, 3.1.2 & 3.1.3 above to cover our reasonable costs and losses caused by the cancellation, we may at our discretion charge you that lesser sum.
3.3. Chapeau Events Ltd shall take all reasonable steps to keep our costs and losses to a minimum.
4. Cancellation and changes to your event by Chapeau Events Ltd
4.1. We may cancel or make changes to your event due to (but not limited to) the following circumstances:
4.1.1. Where circumstances beyond our reasonable control arise – for example, threatened or actual war, civil or political unrest, riots, terrorist activity, natural or nuclear disaster, adverse weather conditions, disease, fire or technical problems arise with transport; and/or
4.1.2. The minimum number of people needed to operate one of our events has not been met. We will advise you of this no later than 10 weeks prior to the start date of your event.
4.2. If we cancel or change your event in either of the circumstances described above, we will endeavour to offer you an alternative event, where possible. If we replace your event with one that is of lower value, we will refund you the difference in cost. If this is not acceptable to you we will refund all payments made to us in respect of your event. We will not offer any refunds with respect to insurance premiums you may have taken out with any third parties.
4.3. Before requesting or accepting a refund from Chapeau Events Ltd, you should utilise your insurance cover. Please refer to condition 6 below relating to insurance.
5. Transfers to another person
5.1. If any person in your group is unable to travel, and you wish to transfer the event onto another person, you must notify us at least 10 weeks before the start date of your event
5.2. Transfers will only be granted where possible and subject to the other person satisfying the conditions applicable to the event and a £50 payment to Chapeau Events Ltd to cover administrative costs.
5.3. Both persons must accept joint and several liability for the full payment of the event price including any charges and additional costs we incur for confirming the transfer
6. Insurance policies
6.1. All persons who partake in our events must take out sufficient insurance to cover the loss or damage of baggage, all equipment (including, but not limited to, bicycles, helmets and electronic equipment such as personal navigation devices whether hired or otherwise). Insurance should also cover medical expenses and any repatriation costs if you become too ill to continue with your event.
6.2. We recommend that you purchase insurance specifically designed to cover the type of activity that we offer and to the specific destinations you will be travelling to. Any claims associated with matters for which you are insured must be directed to your insurers. It is your responsibility to ensure you arrive at the start of the Chapeau event within a reasonable time to commence the start of the journey, as we cannot refund you outside the terms of our Terms and Conditions. We do not include flights in any of our events, therefore if you have booked flights independently, we advise that you arrange insurance to cover any costs incurred if we are forced to cancel or change your event (see condition 4) or if your airline cancels your flight and you are unable to make it to the start of your event.
7. Our prices
7.1. Chapeau Event Ltd charges VAT under TOMS (Tour Operator Margin Scheme).
7.2. Any prices quoted on our website, social media, on any literature or otherwise are a guide only and are subject to change at any point until the final contract has been made between us. All prices include VAT at the appropriate rate. After the contract has been made between us we have the right to increase the price of the event where the cost to us of providing you with the event increases:
7.2.1. Due to VAT changes or any other duties, surcharges or fees levied on your event;
7.3. We will not make any such increase to the basic cost of your event within 10 weeks of your event start date. We will also absorb all such increases where they amount to less than 10% of the total cost of your event. These provisions exclude cancellation charges.
8. Cycling Events
8.1. When booking your event with Chapeau Events Ltd, you accept the booking on the understanding that:
8.1.1. There are risks and dangers involved in these types of events, including the dangers of on and off-road cycling, other activities you may get involved with on our events, the dangers of travelling to a foreign country, particularly to countries that are less developed or subject to political instability. You also accept that there are inherent risks and hazards of such an event, and any other risks (not limited to) poor road conditions, border restrictions, natural or nuclear disaster, disease, terrorism, fire; and civil or political unrest, and;
8.1.2. There is a possibility that other matters may occur, such as delays, loss or damage to belongings, inconvenience and discomfort and changes to your itinerary
8.1.3. Chapeau’s events are not a race, competition or timed event – you can ride all sections at your own pace and ability and support will be provided if needed.
8.1.4. You are expected to provide your own bicycle, clothing and protective equipment during your event with Chapeau Events Ltd. All of which much be of good working, serviceable order and suitable for an event of this nature.
8.2. Before travelling you should make yourself aware of any travel advice from the British Foreign and Commonwealth Office. https://www.gov.uk/foreign-travel-advice and you should ensure that you have researched and made a considered decision to travel to the country/s on your event. You must also take any necessary precautions required to travel to a particular country.
8.3. With an event of this kind, there is a need to exercise some flexibility. The cycling routes and itineraries have been drawn up as guidance and not as a contractual obligation and if delays or changes need to be made by Chapeau Events Ltd, you must be prepared for this and to accept any inconvenience, delays or discomfort that occur as a result of this.
8.4. On each one of our events there will be a crew leader. He/she represents Chapeau Events Ltd and it is essential that you abide by his/her authority. By completing our registration form, you agree that if your behaviour is causing danger, or distress or annoyance to other members of the group, or if you commit any illegal act, we may terminate your event without any liabilities on our part.
8.5. Our events are open to everyone and such, our groups are made up of a wide range of people and we cannot guarantee any particular composition of people in terms of age, gender etc.
8.6. Our international events do not include flights and it is your responsibility to book flights separately and to arrive at the starting point on time.
8.7. Any transfers or travel required to meet us at the start of the itinerary or to travel back to airports/home at the end of the itinerary are your responsibility. We are happy to provide guidance, but these arrangements are ultimately your responsibility and must be checked by you.
8.8. Chapeau Events Ltd responsibility begins at the arranged start time and date of the itinerary. Anyone who does not arrive in time for the start of the itinerary is responsible for any additional expenses occurred to catch up with the rest of the group.
8.9. We will provide you with advice with recommendations such as climate, clothing, special equipment etc required for travelling to a particular country, however, this must be checked by you and not relied upon.
8.10. If you fail to use any service, features, hotel accommodation paid for within the event, we will offer no refund or compensation.
9. Vaccinations, visas, medical and special requirements
9.1. All persons partaking in our events must take full responsibility for being sufficiently fit and healthy to complete their event. We may at times ask for doctor’s certificates and if you suffer from any condition which may affect your participation or the participation of others, you must let us know before you make your booking. Failure to do so means we may cancel your inclusion at any time.
9.2. Arrangements such as vaccinations, passports, visas and otherwise are your responsibility and we cannot accept liability if you fail to take vaccinations, do not have an up to date passport or do not obtain the appropriate visa before the start of your event. We will offer guidance for these if required and you should also consult with your GP for vaccinations, allowing enough time beforehand.
9.3. We do not have any restrictions for people partaking in our events with regard to disabilities, mobility problems or medical issues. However, before making a booking, it is important that if any particular requirements are needed, we are made aware so that we can discuss suitability and any reasonable adjustments. We may also ask you to be accompanied by someone who is able to provide you with care for any particular needs you may have.
9.4. It is important that you state upfront any medical issues you may have prior to your event. Our support vehicles and guides carry basic first aid and if anything over and above this is required please discuss this with us before making your booking. We may also need to carry out a risk assessment.
9.5. If you or any member of your party becomes ill with an infectious or contagious illness 4 weeks or less before your departure, you must tell us immediately. We have the right to:
9.5.1. Refuse to accept your booking; 9.5.2. Cancel your participation; or
9.5.3. If the event has already started, we may ask you or the affected member of your group to leave immediately if we feel it may affect the health of others
10.1. We ask that all people partaking in a Chapeau event to be respectful of fellow participants, local people and customs and the culture of the country you are visiting. Behaviour should not be noisy or disruptive to others particularly at night-time. Any illegal behaviour will be reported to the police and you will be asked to leave the group immediately. We do not tolerate any kind of offensive behaviour or language directed at others or your crew and will ask you to leave the group if this occurs. Dangerous behaviour whether it causes a danger to yourself or others will not be tolerated and you will be asked to leave immediately. No refund or compensation will be given in these instances and we reserve the right to refuse future booking requests from you or any other member of your party in this circumstance.
11. Financial protection on our Events
11.1. The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel, Package Holidays and Package Tours Regulations 1992 for Chapeau Events Ltd, and in the event of their insolvency, protection is provided for the following;
1. non-flight packages commencing in and returning to the UK;
2. non-flight packages commencing and returning to a country other than the UK; and
3. flight inclusive packages that commence outside the UK and Republic of Ireland, which are sold to customers of the UK and Republic of Ireland.
1, 2 and 3 provides a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK and Republic of Ireland are only protected by ABTOT when purchased directly with Chapeau Events Ltd.
In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 02920 468 505 and advise you are a customer of an ABTOT protected travel company.
12. Chapeau Events Limited’s liability to you
12.1. If personal injury,death or damage to your property occurs due to our negligence or fault, there is nothing in these terms that seek to limit or exclude our liability.
12.2. Except for those areas for which we do not seek to exclude liability, our total liability to you is limited to twice the basic event price per person as shown on your booking confirmation and invoice.
12.3. Chapeau Events Ltd will not be liable for any losses that you suffer as a result of any breach of our agreement except those losses which are reasonably foreseeable to both of us at the time we enter into the contract with you. Other than this liability which we have accepted,
12.4. We shall not be held liable for any damages caused by the total or partial failure to provide your event if such failure is:
12.4.1. Attributable to you; or
12.4.2. Unforeseeable or unavoidable and attributable to a third party unconnected with us or any of our sub-contractors; or
12.4.3. As a result of unusual and unforeseeable circumstances beyond our control including but not limited to strikes, threatened or actual war, civil or political unrest, government action, riots, terrorist activity, natural or nuclear disaster, adverse weather conditions disease or fire; or
12.4.4. Due to the theft of bicycles or injury as a result of cycling either on or off road and in particular injuries that are sustained as a result of either inadequately maintained and serviced personal equipment or failure to wear the correct safety equipment most notably cycle helmets, unless demonstrably due to our negligence.
12.5. In addition, since the services are provided to you as a consumer, we cannot accept responsibility for any losses related to any business of yours such as lost data, lost profits, loss of business, loss of contracts, loss of goodwill or other business loss that you may incur as a result of any breach of our agreement.
12.6. We will also not be liable for direct damage or loss of any nature caused, or contributed to, by any defect in or failure (whether partial or complete) of any travel services not provided by us, and which we could not reasonably be expected to be responsible for.
13. Complaints procedure
13.1. Any complaints you may have during your event should be made directly to the crew leader. He/she will then take appropriate action. If, at the end of your event, you feel that your complaint was not dealt with to your satisfaction, you must write to us or email us within 28 days of the end date of your Chapeau event and we will take the matter further.
13.2. 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 for arbitration under the ABTOT Travel Industry Arbitration Service. An Independent Arbitrator will review the documents relating to any complaint and deliver a binding decision to bring the matter to a close.
Details of this scheme are available from The Travel Industry Arbitration Service, administered by Dispute Settlement Services Limited
9 Savill Road
This scheme cannot however decide in cases where the sums claimed exceed £5,000 per person or £10,000 per booking form, or for claims which are solely or mainly in respect of physical injury or illness or the consequence thereof.
14. Event details and information
Please note that all information given about our events on our website or otherwise, is intended merely to present a general idea of the event experience. Information is correct to the best of our knowledge. You will be provided with joining instructions for your event giving details such as, the type of accommodation used, what is included in the price, passport and visa requirements, and health formalities. Changes in all of these items may be made at any time and we will notify you of any changes that we become aware of as soon as we are reasonably able to do so.
15. Your safety and belongings
15.1. Please note that bicycles are particularly vulnerable to theft, and your baggage and belongings (including items that you have hired or otherwise) are your own responsibility. You further accept responsibility to damage and theft of all luggage and bicycles when in transit from one destination to another, unless the cause is due to negligence of Chapeau Events Ltd.
15.2. It is imperative that you follow any safety advice given to you by the group leader during your event; this is not only for your own safety but also for the safety of others. This includes wearing a suitable regulated standard cycle helmet at all times. A suitable cycle helmet as described is a necessity for all our cycling events and you may not be allowed to partake if you don’t comply.
15.3. We do not allow the following items on our events: shotguns, knives, firearms, air weapons, archery equipment, fireworks or illegal substances.
16. Equipment and Accommodation
16.1. We use a range of accommodation providers for our overnight stays. By booking, you agree to abide by their own terms and conditions for which they accept guests.
16.2. Any equipment or facilities that you use should be kept clean and tidy. We reserve the right to charge you for any damage, missing items or extra cleaning required.
16.3. We reserve the right to enter your accommodation at any time for any reasonable purpose, e.g. to make checks, or carry out essential inspection, maintenance work, housekeeping or repairs.
16.4. We reserve the right to use different equipment to that which is described on our website or otherwise
16.5. Please ensure that any equipment and baggage that you bring is properly maintained, marked and insured. We will take reasonable care when transporting your property and equipment, however we are not responsible for any damage caused by a third party unconnected with the provision of the services contracted for, whether such damage is caused during the event or whilst the equipment is being transported.
17. Compensation payable by you
17.1. By making a booking with Chapeau Events Ltd you agree that we have the right either during, or after your event, to recover from you; either via the credit card or debit card used to pay for the event or otherwise, the costs of:
17.1.1. Any compensation we may pay to others, including others on the tour, resulting from your acts or omissions; and/or
17.1.2. Any damage you have made to property, equipment or accommodation any property
17.2. Any other charges, fees or levies we may incur resulting from your action or inaction and from any breach of these conditions.
18. General conditions
18.1. These terms and conditions may only be waived by one of our directors in writing.
18.2. These booking conditions are governed by English law and both you and we agree to submit to the non-exclusive jurisdiction of the English courts.
18.3. Unless you notify us otherwise, by making a booking, you consent to us using any images taken of you on any of our events without charge in all media at any point in time; for example, for use on our website, social media, brochures and videos.
18.4. We may transfer and / or assign its rights and / or its obligations under these terms and conditions. This will not affect your rights under this contract. You may not transfer any of your rights or obligations under these terms and conditions without our prior written consent, which we may not unreasonably withheld.
18.5. You are responsible for the supervision of all members of your party under the age of 18.
18.6. If either you or we breach this contract and the party not in breach ignores this, the party not in breach will still be entitled to use its rights and remedies at a later date.
18.7. If any part of these terms and conditions is unenforceable (including any provision in which our liability to you is excluded) the enforceability of any other part of these terms and conditions will not be affected.
18.8. A person who is not a party to this contract has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this contract, but this does not affect any right or remedy of a third party that exists or is available apart from that Act.
19. Optional Extras (e.g. Bike Hire, Bike Boxes and Garmin hire)
19.1. If you wish to hire any equipment or optional extras, you must request these in advance. We will endeavour to meet your request and will confirm each booking once we have received payment from you.
19.2. The equipment, including all accessories supplied is let out on a hire basis. The equipment remains our property and you will not sell, hire out or otherwise part with the possession thereof.
19.3. You agree to return all equipment and accessories in the same condition as to when you received it (except for wear and tear). We reserve the right to charge you for any damage caused by your act or omission. In the event that the equipment does not work, other than a result of your misuse, we will endeavour to repair the equipment.
19.4. In the event of the equipment being stolen or lost, we reserve the right to call upon you to indemnify us for the cost of the replacement of the equipment. However should the equipment subsequently be returned in a satisfactory condition, we will refund you within 14 days.
19.5. You must ensure that the equipment is adequately locked or secured when not in use and to not use the equipment whilst under the influence of alcohol or drugs and immediately notify us in the event of the breakdown or loss of the equipment.
19.6. We may use a third party to facilitate the optional extra services; in such cases we will be clear and transparent about this. Upon accepting their service you are agreeing the third party’s terms and conditions.
Chapeau Events Ltd
Company Reg. No: 09441935
18 East Moor, Worsley,
Telephone: 07720 782857 or 07852 716766
Directors: David Wright, Michelle Carrison, Ian Wright, David McAllister