Introduction

Alnwick Golf Breaks and its website alnwickgolfbreaks.co.uk is owned and operated by Alnwick Golf Breaks Ltd, with Registered Company No. 13448247 and has its Registered Address at 14 Wynyard Street, Silksworth, Sunderland. SR3 1ER. We act as agents between our golf course and hotel partners and you the customer. We advertise golf courses and supply packages solely in regions of England, Scotland and Wales (United Kingdom).

The booking conditions which apply to your booking are the same for any type of package. We accept bookings for the following types of package;

• golf only
• accommodation only
• golf with accommodation

GOLF ONLY

The first type of break is for ‘golf only’. These are packages where the customer is providing their own transport to each of their selected courses, as well as booking their own accommodation, if so required. We will do our best to obtain tee times at your desired courses on the dates you require. Whilst we will initially base your quotation on your exact preferences, we cannot always obtain exact tee times quoted at the time of reserving them with the golf clubs. However, we will do our utmost to accommodate your requested times and dates where possible.

ACCOMMODATION ONLY

The second type of break is for ‘accommodation only’. These are packages where the customer is booking their own golf courses and providing their own transport to each of their selected courses. We will do our best to obtain tee times at your desired courses on the dates you require. Whilst we will initially base your quotation on your exact preferences, we cannot always obtain your exact requirements offered to you at the quotation or proposal stage. However, we will do our utmost to accommodate your requested rooms and dates where possible.

GOLF WITH ACCOMMODATION

The third type of break (and most common) is for ‘golf with accommodation’. These are packages where the customer is providing their own transport to each of their selected courses and their chosen accommodation from the proposals we supply. We will do our best to obtain tee times at your desired courses on the dates you require, as well as your rooming preferences at your chosen accommodation. Whilst we will initially base your quotation on your exact preferences, we cannot always obtain exact tee times quoted at the time of reserving them with the golf clubs. However, we will do our utmost to accommodate your requested times and dates where possible. Your accommodation won’t be reserved or booked until you have agreed to accept the proposal we offer.

PACKAGE BOOKINGS

All of our golf breaks, regardless of which type shown in the Introduction section are considered to be Package Bookings. Therefore, the provisions and the financial protection requirements of the Package Travel and Linked Travel Arrangements Regulations 2018 will apply and we will accept responsibility for your booking as Package Organiser. It is our duty as the Package Organiser to ensure that you have been provided with all of the important details before the booking is made. If you have not been given sufficient information, please let us know immediately. In arranging Package Bookings, we will act as a principal and so your contract will be with Alnwick Golf Breaks.

All confirmed bookings require payment of a 10% deposit within 7-days of agreeing to your Final Booking Confirmation. Once the deposit has been paid, it is non-refundable, however, under certain circumstances, it may be transferable. All such incidences will be assessed on a case-by-case basis. The deposit will secure your bookings at the golf courses and accommodation (if required). The Final Booking Confirmation, which will detail all payments due and their due dates, should be retained until the completion of your golf break. Should your golf break include accommodation, you will be required to complete the Rooming List section of this document and return it to us as soon as possible. If there are any changes to your golf break at any time, we will send you a revised Final Confirmation document.

Any remaining balance for your booking should be settled at least 30-days before the start of your trip unless otherwise agreed. Once the balance has been paid in full, we will send you electronic vouchers for both hotel and/or golf, which you may us to present at each venue upon arrival.

In the event of a cancellation being unavoidable due to unforeseen circumstances or events outside of our control, an arranged agreement may be made. Any such arrangement will not include the initial deposit payment. However, dependent on the circumstances of the cancellation, deposit payments may be able to be transferred to an alternative booking.

We do not apply administration charges at any stage of your booking, even if a change to your booking is required within 31-days of the commencement of your break however, if any required changes incur a cost increase at the golf course and/or accommodation, any such increases in cost will be applied to your booking.

If you need to cancel your booking or reduce the number of people in your booking, a percentage of the remaining balance (the total balance less your deposit payment) may be charged. This is dependent on how close the cancellation or the reduction in number of people is made to the commencement of your golf break. The charges are as follows:

31 or more days from the start of your break:              0%

30 or less days from the start of your break:                 100%                     

Should the number of people in your booking reduce or, you decide to cancel your booking in its entirety, within 30-days of the commencement of your golf break, no refunds for hotel or golf will be possible.

BOOKING CONDITIONS

Please read the following booking conditions carefully as you will be bound by them. We recommend that you print off a copy and keep them with your booking confirmation.

Accuracy

Although all reasonable efforts have been made to ensure the accuracy of the information (including prices) on our website, in our email campaigns and quotes, and in any promotional material and printed media, regrettably changes and errors occasionally occur. We will therefore confirm the details of your chosen break (including the price) at the time of booking.

Price and Payment

We reserve the right to alter the price of any golf break, not limited to any pricing error, and we will advise you of the current price of the golf break before any booking. Any subsequent reduction in prices due to special offers advertised will not apply to confirmed bookings.

Deposit and Final Balance Payment

A non-refundable deposit, equal to 10% of the total booking value must be paid within 7-days of accepting our proposal and confirming the booking. We reserve the right to ask for an additional amount for certain bookings where we need to pre-pay to the supplier an additional sum to secure your booking. The balance of the price of your break must be paid no later than 30-days before the date your contracted break is due to commence (the “Balance Due Date”). In some cases, bookings may require full payment upon acceptance if the start of your break is within 30-days of accepting the proposal, however this will be advised to you at the time of booking.

If the deposit, balance or final balance (as applicable) is not paid by the Balance Due Date, we, or where we are acting as agent, reserve the right to cancel your booking and retain your deposit payment. The cost of your accommodation does not include any services that you may use or purchase whilst at the accommodation other than those specifically included in the price of your break as set out in your booking confirmation. You must pay the hotel directly for such additional services. These may include spa treatments, purchases from pro shops and any meals and drinks not stated to be included in the price of your break.

Payment Methods

All payments should be made via Direct Bank Transfer (bank detail will be provided on your Final Confirmation document) or by cheque made payable to Alnwick Golf Breaks Ltd, as long as we receive them within our normal payment terms. Please clearly use your booking number as a reference for bank transfers or on the back of a cheque.

Booking and Confirmation of Booking

You can make a booking for a golf break by either telephoning our Directors (Gav on 07900 214699 or Ben on 07984 211671), sending us an enquiry about a break using our “Enquire Now” form or, via email at enquiries@alnwickgolfbreaks.co.uk You must be 18 years or over to make a booking and all bookings are subject to availability.

If you send us an enquiry about a break using our “Enquire Now” form or via email, we will acknowledge receipt of your enquiry as soon as possible (usually within-48 hours) and then telephone or email you with availability and any other details you require. If you want to go ahead and book your break, we will send you a Final Confirmation document, which includes full details of your golf and/or accommodation, as well as payment amounts and their respective due dates.

After we have received any payment (deposit or final balance), we will then email you to confirm receipt. For all bookings, whether by telephone or by email, a contract between you and Alnwick Golf Breaks will only exist when we issue the Final Confirmation document. Please check this document carefully as soon as you receive it, paying special attention to the room type(s), tee times and payment amounts. Please contact us within 72-hours of receiving the booking confirmation if any information appearing on the confirmation or any other document appears to be incorrect or incomplete, as it may not be possible to make changes later.

Group Bookings

Where your booking is for more than one person, the lead name will be responsible for the entire booking. As lead name you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these Booking Conditions. The lead name will be responsible for making all payments due in accordance with the contract, unless otherwise agreed with one of our Directors. It is the lead person’s responsibility for members of his/her party informed as to the booking details; informing us of any amendments to or cancellations of the booking; and receiving any refunds due for and on behalf of the group and distributing the same among the group. Alnwick Golf Breaks is not responsible for paying individual refunds to group members.

If the lead name booking wishes to transfer the booking to another lead name in the group, lead name must notify us by email to enquiries@alnwickgolfbreaks.co.uk of their wish to transfer to the new lead name, together with a confirmation from the new lead name of their willingness to take over the group booking and the responsibilities of lead name as set out in this clause. We shall not be obliged to transfer a group booking to a new lead name if the foregoing clause is not complied with.

If you have a Complaint

If you have a complaint or experience any problems during your break, please inform the hotel(s) or golf course(s) concerned as soon as possible who will endeavour to put things right. If the matter cannot be resolved locally, please contact Alnwick Golf Breaks by emailing enquiries@alnwickgolfbreaks.co.uk or call one of our Directors to assist on your behalf. If you fail to follow this procedure, they (and we) will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort and this may affect your rights. Alternatively, please write to us at 14 Wynyard Street, Silksworth, Sunderland. SR3 1ER, giving your booking reference and all other relevant information within 28 days of returning home from your golf break.

Insurance

We consider adequate travel insurance to be essential. We are not responsible for arranging your insurance cover for any element of your golf break. You must ensure that any policy you purchase covers (as a minimum) the cost of cancellation by you or, the full costs that could be incurred in the event of you suffering an accident or illness. You should also ensure that the insurance covers you in the event that you cannot go on your trip due to an illness or injury. This will be the entire responsibility of you the customer and not Alnwick Golf Breaks. Please note that not all insurance policies intended for travel are adequate to cover you for the golf breaks we arrange for you. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs. We do not check insurance policies. Please read your policy details carefully and take them with you on your break. We do not accept any liability for any possible loss that you suffer as a result of your failure to take out an adequate insurance policy.

Special Requests

If you have any special requests, you must advise us at the time of booking. Although we will endeavour to pass on or arrange any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.

Food & Drink

Alnwick Golf Breaks will arrange any reasonable requests for customers ordering food. However, it is recommended that customers liaise directly with their chosen golf courses to arrange their own food requirements, whether that be on arrival (before golf) or after their round(s) of golf. Due to the nature of allergens and specific dietary requirements, Alnwick Golf Breaks will not be held responsible for any issues that arise from a food request.

If breakfast and evening meal is required at your chosen accommodation, we will do our best to make these arrangements when confirming your booking. In some instances, we will not include evening meals in the final balance due to the fact that some hotels have onsite restaurants who operate separately from the hotel. In these circumstances, customer should book and pay for their evening meals separately from their Alnwick Golf Breaks booking. However, if hotels include dinner as part of any of their standard packages, we will make this arrangement for you and, include the cost in the final price.

We will not be responsible for charges relating to any additional purchases of food or drink at any of the venues in your booking. Any additional purchases made by you or your party during your golf break should be settled in full at any of the venues prior to your departure.

Buggy Hire

Availability of buggies is at the discretion of the golf venue. Where you request a buggy, we may, as a courtesy, request this from the venue, but do not guarantee availability. Unless specified as being included with the round of golf, golf buggies are not included in the price of your golf break and do not form part of your golf break with Alnwick Golf Breaks. Buggies must be paid for at the golf venue. The full cost of the buggy is payable whether or not there is full occupancy of the buggy, or at the discretion of the golf venue. Use of buggies is dependent on the course conditions and weather and may be restricted due to any reason in the golf venue’s absolute discretion. Availability of partial refunds or green fee vouchers are entirely at the venue’s discretion where buggies cannot be used. Alnwick Golf Breaks is not responsible for any restriction on inability to use buggies, which a golf venue may impose.

Medical Issues

If you or any member of your party has any medical issue or disability that may require assistance, please tell us before you book or, if diagnosed after you confirm your booking, as soon as possible after you become aware. If the supplier in question reasonably feels unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline your booking or, if full details are not given at the time of booking, cancel your booking when we become aware of these details. Where a buggy is required for medical reasons, this is at the discretion of the golf venue and we will ask you to provide any information required by the venue and this may include medical certification requirements.

Unavoidable and Extraordinary Circumstances

In these booking conditions, “Unavoidable and Extraordinary Circumstances” means a situation beyond the control of the party seeking to rely on such a situation the consequences of which could not have been avoided even if all reasonable measures had been taken. Such events may include, without limitation: war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, epidemics and pandemics current at the date of the publication of these Booking Conditions.

Data Protection

When you make a booking for a golf break, we will need to use your personal data such as name, address and in certain instances, telephone number and/or email address to make the necessary arrangements for your break and otherwise as necessary to ensure that your booking contract is performed. We may be required to pass your personal data on to hotels and golf clubs so that they can fulfil their part of your golf break.

Health and mobility information that you provide to us will only be used with your explicit consent and for the purpose of ensuring that we can provide you with a safe golf break that is appropriate taking into account any special needs that you have disclosed to us. Please see our Privacy Policy for more information on how we may use your personal data.

Governing Law and Jurisdiction

This contract and any dispute, claim or other matter of any description which arises out of or in connection with this contract is governed by and shall be construed in accordance with English law. The Courts of England and Wales shall have jurisdiction to decide any dispute or claim that arises out of or in connection with this contract. If you are a resident of Scotland or Northern Ireland, you may choose the law and jurisdiction of Scotland or Northern Ireland instead.

Amendment or cancellation by you

If once the booking confirmation has been issued, you wish to change your booking in any way or cancel your booking, the person who originally booked the break (the lead name) must notify us in writing by email or post. All amendments are subject to availability and whilst we will do our utmost to make your requested changes, it may not always be possible to fulfil your request. The hotel may charge the cancellation or amendment charge shown in their booking conditions (which may be as much as 100% of the cost of the booking). Please email us at enquiries@alnwickgolfbreaks.co.uk or, write to us at Alnwick Golf Breaks, 14 Wynyard Street, Silksworth, Sunderland. SR3 1ER prior to confirming your break in order to find out your hotel or golf course’s specific amendment and cancellation policy.

In addition, we may incur losses and costs in amending or cancelling confirmed bookings, particularly if such amendments or cancellations occur close to the departure date, and in these circumstances, you will be charged an amount which will reflect the losses and costs we incur. If you cancel your break or the number in your group booking reduces before the departure date, we have the right to retain the deposit paid by (or due from if still outstanding) each person cancelling.

Amendment or cancellation by the hotel

In the event of an amendment or cancellation by the hotel, we will inform you as soon as reasonably possible. If the hotel offers alternative accommodation or a refund, you will need to let us know your choice within the time frame stipulated by the hotel. If you fail to do so the hotel is entitled to assume you wish to receive a full refund.

Our liability to you

As a tour operator, we have a duty to using reasonable skill and care in selecting the hotels and in making the booking in accordance with your instructions. We accept no responsibility for the provision of the accommodation (including all facilities and services) by the hotel nor in respect of any information about the hotel that we pass on to you in good faith, except in cases where it is proved that we have breached that duty and damage has been caused to you.

If your travel arrangements cannot be provided or are cancelled by the hotel due to Unavoidable and Extraordinary Circumstances, we shall not be liable to pay any refund or other compensation, costs, expenses or any other sums, including the cost of securing alternative accommodation. However, as your agent, we will refund to you any cancellation monies that we receive on your behalf from the hotel.

In addition to our partner hotels, we use a variety of agents and tour operators to source hotels and accommodation. Whilst we take every care when selecting accommodation, we cannot be held responsible for inaccuracies when sourcing accommodation via a third party.

Cancellations/Amendments by Us

Occasionally, we have to make changes to, and correct errors in, our literature and on our website both before and after bookings have been confirmed, as well as cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so. However, we will not cancel your booking after the Balance Due Date, except due to Unavoidable and Extraordinary Circumstances or failure by you to pay the final balance by the Balance Due Date.

Most changes are minor and we will advise you of them at the earliest possible date. Occasionally, we have to make a “significant change” and we will tell you of any such change as soon as reasonably possible. If we make a significant change to your break or cancel your break, we will offer you the choice of the following options: 

Accepting the changed arrangements (with a price increase or reduction if appropriate)

Purchasing an alternative break from us, if available. (We will try to offer you an alternative break of equivalent or higher standard for which you will not be asked to pay any more than the price of the original break. If we can only offer you an alternative which is cheaper than the original one, we will refund the price difference or decrease your final balance.

Cancelling (or accepting our cancellation) in which case you will receive a full refund of monies you have paid to us (less the 10% deposit).

Additional compensation will not be payable where we are forced to make a significant change or cancel as a result of Unavoidable and Extraordinary Circumstances. If we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time); or if we state in the contract that a minimum number of persons is required in order to operate the break and we do not reach that minimum number within the period specified.

Where we are forced to cancel or make a significant change or cancel your trip due to Unavoidable and Extraordinary Circumstances and you elect to have a refund, it may not always be possible to pay this to you within the time limit required by the Regulations where a high volume of bookings is affected, such as due to a pandemic, however, wherever possible we will pay refunds to you without undue delay.

Any amendment or cancellation fees you incur in terms of other agreements you have made with other providers under separate contracts are not claimable from us.

Golf clubs and golf courses may either close the golf course or operate temporary tees and greens at their sole discretion as a result of adverse weather conditions.

All golfers are reminded that they must follow each club’s rules, dress codes and standard golf etiquette throughout their trip. Any failure to follow required rules will be dealt with by the respective golf club and may result in a banning order or, in more serious incidences, criminal prosecution. Golfers are reminded that they are entirely responsible for their own conduct and behaviour and no fault shall lay with the tour operator.

IF YOU HAVE ANY QUESTIONS OR QUERIES REGARDING YOUR GOLF BREAKS BOOKING, PLEASE ALWAYS CONTACT ALNWICK GOLF BREAKS IN THE FIRST INSTANCE.

WE CANNOT ACCEPT RESPONSIBILITY OR ADDRESS ISSUES WITH YOUR BREAK OR THE PRICING OF YOUR BREAK, AFTER THE INITIAL AGREEMENT OR AFTER YOUR GOLF BREAK IS COMPLETE, IF YOU HAVE FAILED TO INFORM US OF ANY CONCERNS.