Terms and Conditions for Tour Bookings with Stride Tours Ltd

1. Introduction

 

Please read these Terms and Conditions carefully before you make a booking with Stide Tours Ltd (“we”, “us”, “our”).

Stide Tours Ltd is a company registered in the United Kingdom and governed by English law.

All bookings made with Stide Tours Ltd are made subject to these booking conditions, which govern your participation in our running and travel packages.

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2. Booking Process and Formation of Contract

 

In these Booking Conditions, references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made.

 

By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:

 

• You have read these Booking Conditions and have the authority to accept them on behalf of your party.

• You consent to the use of your information in accordance with our Privacy Policy.

• You are legally capable of entering into a binding contract (i.e. at least 18 years old).

• You accept full financial responsibility for the payment of the booking on behalf of all persons listed.

 

When you make a booking:

 

• A binding contract is formed once we confirm your booking via email. This confirmation will include the tour details, payment invoice, and a copy of these Terms and Conditions.

• All bookings are provisional until you complete our Customer Information Form, which will be emailed to you immediately after booking and must be submitted within 48 hours. Failure to do so may result in cancellation of your booking, with your deposit retained.

• It is your responsibility to review the details in your confirmation email and notify us at info@stridetours.co.uk within 48 hours if any discrepancies are found.

 

 

3. Pricing, Payment Terms and Deposits

 

• Tour Pricing: Tour fees may change until your booking is confirmed. We recommend checking the current price at the time of booking.

• Deposit: A non-refundable deposit of £59 per person is required at booking. You may choose to pay either the deposit or the full amount.

• Payment Schedule: If you pay the deposit only, the remaining balance is due in three instalments, payable no later than:

   

  • 100 days before departure

  • 70 days before departure

  • 45 days before departure

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• Missed Payments: Late or missed payments may result in cancellation of your booking, and you will be liable for any applicable cancellation charges.

• Cancellation for Non-Payment: If a payment is not received by the deadline, Stide Tours Ltd reserves the right to suspend or cancel your place on the tour until the outstanding balance is settled. All sums paid to date may be retained, and we may pursue any remaining balance owed.

 

 

4. Add-Ons and Extras

 

Optional add-ons (e.g. single room supplements, race entries, medal upgrades, or extra nights) will be handled post-booking via the Customer Information Form. Any additional fees will be invoiced separately and must be paid before the 45-day deadline unless otherwise specified.

 

 

5. Rooming Policy

 

Participants will be roomed with other guests of the same sex unless a specific request is made at the time of booking to share with a known travel companion.

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Special accommodation requests must be made in writing at the time of booking and are subject to availability.

 

 

6. Cancellation Policy

 

• 120 Days or More Before Departure: Cancellations 120 days or more before departure incur a 50% cancellation fee on all sums paid, in addition to the non-refundable deposit.

• Between 60 and 120 Days: Cancellations in this window forfeit all sums paid; no additional cancellation fee applies.

• Less Than 60 Days: All amounts paid are non-refundable and standard cancellation charges will apply if any remain outstanding.

• Procedure: All cancellation requests must be made in writing. The effective cancellation date is the date we receive your written notice.

 

 

7. Date Changes and Rescheduling

 

• Requests: Date change requests must be submitted in writing and are subject to availability.

• Restrictions: No changes accepted within 60 days of departure.

• Conditions: Rescheduled tours must occur within 12 months of the original booking date. If the cost of the new tour is higher, you will be responsible for the price difference.

 

 

8. Special Requirements, Medical Conditions and Fitness Declaration

 

• Disclosure: You must inform us in writing of any medical conditions, disabilities, or other health concerns at the time of booking.

• Activity Focus: Our tours are designed for recreational runners and walkers. While we aim to accommodate all abilities, it is your responsibility to ensure you are fit and healthy enough to participate safely in the planned activities, including the half marathon event.

• Consequences: Failure to disclose relevant health information may result in cancellation of your trip without refund.

 

 

9. Travel Documentation and Vaccinations

 

You are responsible for ensuring you meet all passport, visa and vaccination requirements for your destination.

We do not accept any responsibility if you are unable to travel because you have not complied with these requirements.

 

 

10. Itinerary Adjustments

 

While we follow a planned itinerary, adjustments may be necessary due to weather, race organisation, or other factors beyond our control. Equivalent or similar alternatives will be provided where possible.

 

 

11. Third-Party Service Providers

 

We work with trusted local suppliers (e.g. race organisers, hotels and transport providers). While we are responsible for the proper performance of services included in your package under UK law, we are not responsible for any arrangements you make directly with third parties outside your booking.

 

 

12. Non-Transferability

 

Bookings are personal and non-transferable. If you cannot participate, the cancellation policy above applies.

 

 

13. Unused Services and Refunds

 

No refunds or discounts will be provided for missed or unused services, including late arrival, early departure, or choosing not to participate in an activity or race.

 

 

14. Conduct and Behaviour

 

All participants are expected to behave respectfully towards staff, guides, and fellow travellers. If your behaviour is deemed disruptive, unsafe, or offensive, we reserve the right to terminate your participation without refund.

 

 

15. Force Majeure

 

Neither party shall be liable for any failure or delay in performing obligations due to events beyond reasonable control, including but not limited to acts of God, war, terrorism, pandemics, government action, strikes, or natural disasters.

 

 

16. Cancellation or Changes by Stide Tours Ltd

 

While we do our best to avoid changes and cancellations, we must reserve the right to do so.

If we cancel a tour or make a significant change before departure, we will inform you as soon as possible and offer the following options:

 

• Transfer the full amount paid to another available tour date.

• Switch to a different tour of equal or lower value (any difference refunded).

• Switch to a tour of higher value by paying the difference.

• If none of the above are suitable, you will receive a full refund of all monies paid.

 

 

17. Insurance Requirement

 

You must hold valid and adequate travel and medical insurance that covers your participation in running events and other activities included in your tour. Proof of insurance may be requested before departure.

 

 

18. Group Size

 

Tours typically operate with a minimum of 10 and a maximum of 50 participants. We reserve the right to cancel or modify tours if minimum numbers are not met.

 

 

19. Complaints Procedure

 

If you have a complaint, please inform your tour leader immediately so that we can resolve it promptly.

If unresolved, email info@stridetours.co.uk within 14 days of your tour’s end. We will acknowledge receipt within five working days and aim to resolve all issues within 30 days.

 

 

20. Data Protection and Privacy

 

• Collection & Use: We collect personal data (contact details, date of birth, health information) to process bookings and operate tours, in compliance with GDPR.

• Data Retention: We retain personal data for up to six years for legal and safety purposes.

• Marketing: By booking, you consent to receive marketing communications about future tours and offers. You can unsubscribe at any time.

• Your Rights: You may access, update, or request deletion of your data by contacting info@stridetours.co.uk.

• Sharing: Personal data may be shared with third-party providers solely to fulfil your tour arrangements.

 

 

21. Photographs and Videos

 

Photos and videos may be taken during tours by our staff, partners, or other participants. By joining a tour, you consent to their use in marketing materials, including our website and social media. If you wish to opt out, please inform us at or before departure.

 

 

22. Assistance During Your Trip

 

If you experience difficulty while on tour, please contact your tour leader or our UK support team immediately. We will provide reasonable assistance, such as helping with communication or alternative arrangements if necessary.

 

 

23. Our Liability to You

 

We will not be liable for any failure or improper performance of services where:

(i) it is your fault or that of another member of your party,

(ii) it is due to an unconnected third party that was unforeseeable or unavoidable, or

(iii) it results from unavoidable and extraordinary circumstances.

 

We limit our liability as follows:

 

• For loss or damage to luggage or personal possessions, our liability is limited to £50 per person unless a lower legal limit applies.

• For all other claims (excluding death or personal injury), the maximum compensation payable will be twice the total price paid by or on behalf of the affected person(s).

 

We are not responsible for services or facilities not expressly included in our contract with you.

 

 

24. Cookies & Website Terms

 

Use of our website is subject to our Cookie Policy and Website Terms. Please refer to our Privacy Policy for more details.

 

 

25. Severability

 

If any provision is found invalid or unenforceable, it shall be severed, and the remainder of these Terms shall continue in full effect.

 

 

26. Governing Law & Jurisdiction

 

These Terms are governed by English law. Any disputes will be subject to the exclusive jurisdiction of the English courts.

 

 

27. Amendments

 

We may amend these Terms at any time. Updates will be posted on www.stridetours.co.uk. Continued use of our services constitutes acceptance of the updated Terms.

 

 

28. Contact Us

 

For questions or clarifications, contact:

📧 info@stridetours.co.uk

🌐 www.stridetours.co.uk