Terms and Conditions

 

These Terms and Conditions explain how Esselle organises and delivers sports tours, tournaments and related travel services for schools, clubs and group organisers. They are designed to provide clarity, reassurance and transparency around how bookings are managed, what you can expect from us, and what we ask of you in return.

 

Esselle works closely with group leaders and trusted partners to ensure tours are well planned, responsibly managed and delivered with the care and attention required when travelling with young people. By confirming a booking with Esselle, you agree to these Terms and Conditions, which are in place to support a smooth, safe and enjoyable experience for everyone involved.

​

Terms and conditions of booking​

​

1. Responsibility and Liability
   Esselle acts as an organiser of travel arrangements, including transportation, accommodation, and event services. We will exercise reasonable skill and care in the performance of our contractual obligations. We accept responsibility for services directly provided by Esselle employees. However, we are not liable for injury, loss, damage, delay, or irregularity arising from the acts or omissions of third-party suppliers, except where required by law.
    

2. Third-Party Services
   Esselle does not own or control airlines, hotels, transport providers, or other suppliers. These services are provided subject to the terms and conditions of the relevant supplier. While we carefully select our partners, we cannot accept liability for their actions or omissions.
    

3. Service Allocations
   We contract allocations of transport and accommodation in advance. While we will make every effort to meet specific requests, all services are subject to availability and cannot be guaranteed.
    

4. Conditions of Carriage
   All transport services (including flights and sea travel) are subject to the carrier’s Conditions of Carriage, which may limit liability. These conditions apply between you and the carrier.
    

5. Deposits and Final Payments
   A deposit is required to secure your booking. Once confirmed, the deposit is non-refundable except as outlined in Clause 6. The balance must be paid by the date stated on your Confirmation Invoice. Failure to do so may result in cancellation of your booking and loss of deposit.
    

6. Cancellation by Esselle
   Esselle reserves the right to cancel a tour or event if minimum numbers are not met or due to circumstances beyond our control. Where possible, this decision will be made no later than eight weeks prior to departure. In such cases, we will offer a suitable alternative or a full refund of monies paid.​
    

7. Cancellation by Passenger
   All cancellations must be made in writing via email and will be effective from the date received. Cancellation charges are as follows:
   
   
   
   
   
   
   
   We strongly recommend that all travellers have appropriate travel insurance in place. 
    

8. Price Changes and Surcharges
   Prices may be adjusted to reflect changes in transportation costs, fuel, taxes, exchange rates, or government action. Esselle will absorb increases up to 2% of the total holiday cost (excluding insurance). If the increase exceeds 10%, you may cancel and receive a full refund (excluding insurance and amendment charges), provided this is done within 14 days of notification.
    

9. Changes to Bookings
   While we aim to operate all tours as advertised, changes may occasionally be necessary. Where significant changes occur, we will inform you as soon as reasonably possible and offer suitable alternatives where available.
    

10. Service Issues and Complaints
    If you experience any issues during your tour, you must inform your Tour Manager or Esselle representative immediately so that we can attempt to resolve the matter. If the issue is not resolved locally, complaints must be submitted in writing within 14 days of return.
     

11. Passenger Responsibilities
    Passengers are responsible for ensuring they hold valid passports, visas, insurance, and meet all health and entry requirements for their destination. Esselle cannot accept responsibility for any losses incurred due to failure to meet these requirements.
     

12. Sporting Events
    Sporting fixtures and events are subject to change or cancellation due to factors beyond our control (for example, weather, governing bodies, or local organisers). Esselle cannot accept liability for any resulting loss, disruption, or inconvenience.
     

13. Force Majeure
    Esselle shall not be liable for failure to perform its obligations where such failure is due to events beyond our reasonable control. This includes, but is not limited to, natural disasters, extreme weather, fire, flood, war, civil unrest, pandemics, industrial disputes, or government restrictions.
     

14. Behaviour and Conduct
    All passengers are expected to behave in a responsible and respectful manner at all times. Esselle reserves the right to remove any individual or group member whose behaviour is deemed to be disruptive, unsafe, or inappropriate. In such cases, Esselle shall have no liability for any costs incurred, and no refunds will be given.
     

15. Medical and Health Requirements
    It is the responsibility of the group leader (or individual traveller where applicable) to ensure that all relevant medical information, conditions, allergies, and required medications are disclosed prior to travel. Passengers must ensure they are medically fit to travel and participate in tour activities. Esselle cannot be held responsible for any issues arising from undisclosed medical conditions.
     

16. Safeguarding
    For school and youth group tours, the responsibility for safeguarding and supervision of participants remains with the group leaders at all times. Esselle will work with group leaders to support safe travel arrangements but does not assume responsibility for supervision or pastoral care.
     

17. Insurance
    Comprehensive travel insurance is strongly recommended for all travellers and may be mandatory for certain tours. This should include cover for cancellation, medical expenses, personal belongings, and travel disruption. Esselle cannot accept liability for losses that would otherwise be covered by appropriate insurance.
     

18. Data Protection
    Esselle will process personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR). Personal information will only be used for the purpose of administering bookings and delivering services and will not be shared with third parties except where necessary to fulfil travel arrangements.
     

19. Other Tour Operator Programmes
    Where tours or services are operated by third-party tour operators, their booking conditions will apply and may take precedence over these terms.