Prestbury Tours, we, us or our: the tour service operated by Prestbury Girls Academy through prestburytour.co.uk.

Booker: The person creating or managing the booking.

Participant: Any person travelling as part of the booking, including players, coaches, volunteers, adult spectators and child spectators.

Player: A young person travelling primarily to participate in football activities.

Spectator: A parent, guardian, sibling or other traveller who is not travelling as an appointed member of tour staff.

Volunteer or Staff: An individual approved by Prestbury Tours to travel in an official coaching, welfare, medical, administrative or supervisory capacity.

Trip: The tour shown on the relevant booking page, including the services specified as included.

Trip Page: The published page containing the price, deposit, dates, payment deadline and other trip-specific information.

Supplier: Any third party providing transport, accommodation, tournaments, attractions, meals, insurance or other services forming part of the trip.

A booking is created when the required booking information is submitted through the Prestbury Tours booking system.

A booking is not fully confirmed until Prestbury Tours has accepted it, the required deposit has been received, and any required participant information has been supplied.

All bookings are subject to availability. Prestbury Tours may reasonably decline a booking where the trip or relevant team is full, required supervision ratios cannot be maintained, accommodation or transport capacity is unavailable, or there is a safeguarding, medical, welfare or behavioural reason which makes participation unsuitable.

The person making a booking must be aged 18 or over and must ensure all information supplied is accurate and complete.

Where a coach, manager or club representative manages a booking on behalf of several families, the booking will be treated as a Team Booking.

The lead contact confirms that they are authorised to provide booking information and communicate with Prestbury Tours on behalf of the team.

Individual parents or guardians may still be required to personally complete travel consent, medical information, passport information, emergency contact details, safeguarding declarations and other individual documentation.

Each participant or their parent/guardian remains responsible for that participant's payments, documentation, medical information, conduct, cancellation and compliance with these terms.

The price applicable to a participant is the price shown on the relevant Trip Page at the time their booking is accepted.

Different prices may apply to players, adult spectators, child spectators, coaches, volunteers or other participant categories.

The Trip Page will identify the principal services included. Anything not expressly stated as included should not be assumed to be included.

Prestbury Tours may amend advertised prices before a booking is confirmed. Once a booking has been accepted, any price adjustment will be made only where permitted by these terms and applicable law.

The deposit is the amount displayed on the relevant Trip Page and may vary from trip to trip.

Unless the Trip Page states otherwise, the deposit must be paid within 14 days of booking.

If the trip's published final payment date has already passed, the deposit becomes due immediately on the booking date. The remaining balance may also be immediately payable unless Prestbury Tours agrees otherwise.

A booking is not fully confirmed until the required deposit has been received. Prestbury Tours may release an unpaid place if the deposit is not paid by the required deadline.

Deposits are normally non-refundable where the participant cancels. This does not affect any statutory right to a refund where one applies.

After payment of the deposit, the remaining balance must be paid in accordance with the payment schedule shown within the booking system.

Payment arrangements may include monthly instalments, scheduled instalments, payment in full, or another arrangement agreed by Prestbury Tours.

The final payment date is the date displayed on the relevant Trip Page and takes precedence over any general payment timetable.

Where a booking is made after the published final payment date, the full outstanding balance may be required immediately.

Available payment methods may include bank transfer, PayPal, card payment, cash where specifically agreed, and any other method made available through the booking platform.

If a scheduled payment is missed, Prestbury Tours may issue a reminder, request immediate payment of the overdue amount, suspend further booking privileges or services, and ultimately cancel the booking if payment remains outstanding.

A reasonable administration fee may be charged where significant additional administration is required, but any fee will be proportionate to the actual administration involved.

Prestbury Tours will normally contact the booker before cancelling a booking for non-payment.

Fundraising and sponsorship may be used to reduce the cost of a participant's trip, but no fundraising or sponsorship amount is guaranteed.

The participant remains responsible for the full trip balance until fundraising or sponsorship funds have actually been received and allocated.

Fundraising may be allocated to an individual player, a team, a shared tour fund, a specific expense or the wider tour according to the rules of the relevant campaign.

Fundraising credits do not normally create a right to receive cash personally. Where a participant withdraws, unused fundraising money will be dealt with in accordance with the relevant campaign rules and any restrictions placed on the funds.

Sponsorship obtained for tour clothing, welfare packs, meals, activities, team costs or general tour costs may be used to reduce the overall tour cost rather than being credited to one participant.

Prestbury Tours may provide funded places for approved coaches, staff and volunteers. The number of funded places is determined by Prestbury Tours and may vary between trips.

A funded staff place has no cash value, cannot normally be transferred, may be withdrawn if the individual no longer performs the agreed role, and does not create a right to reimbursement or payment.

Accommodation will be allocated having regard to age, team, gender, safeguarding, staff responsibilities, room capacity and supplier restrictions.

For youth football tours, Prestbury Tours may choose to keep players within their own age group even where this results in unused beds.

Coaches and volunteers may share accommodation with other approved staff. Separate staff accommodation may be provided where appropriate for safeguarding, privacy or welfare.

Parents and spectators will normally be accommodated separately from player accommodation.

Where the accommodation provider charges for unused beds, an empty-bed supplement may apply. The applicable charge will be shown on the Trip Page or communicated before the rooming arrangement is confirmed.

Prestbury Tours will try to accommodate reasonable rooming requests but cannot guarantee specific cabins, rooms, neighbours or bed configurations.

Transport arrangements will be specified for each trip and may include coach, ferry, Eurotunnel/LeShuttle, air travel, rail, public transport or own transport.

Participants must follow instructions given by Prestbury Tours, the transport operator and relevant authorities.

Reasonable changes may be made to departure times, collection points, crossing times, operators, routes or other operational details.

It is the responsibility of the participant or parent/guardian to ensure that all required travel documentation is valid and meets the official entry requirements applicable to their nationality, destination, dates of travel and any transit countries.

Prestbury Tours may provide guidance but does not replace official government or embassy advice. Non-UK nationals must check their own visa and entry requirements.

A participant who cannot travel due to missing, invalid or incorrect documentation may still be liable for cancellation charges and unrecoverable costs.

Parents or guardians may be required to complete a separate travel-consent process covering participant details, passport details, emergency contacts, medical information, medication, allergies, dietary requirements, support needs and safeguarding information.

Prestbury Tours may prevent a participant from travelling where essential information has not been supplied.

Parents or guardians must provide complete and accurate medical information, including allergies, existing medical conditions, medication, current injuries, additional support needs and any condition which could affect participation.

Significant changes after booking must be reported promptly.

Medication should normally be supplied in its original packaging, clearly labelled and accompanied by appropriate instructions. Separate consent may be required before staff can administer medication.

Prestbury Tours may require further information where there is a reasonable concern about a participant's ability to safely travel, participate in football, take part in activities or remain away from home.

The objective will be to make reasonable arrangements where practicable. Prestbury Tours may refuse or restrict participation where there is a genuine and proportionate safety, welfare or safeguarding concern that cannot reasonably be managed.

The Trip Page will state whether travel insurance is included by Prestbury Tours, arranged through a group policy, or is the responsibility of the participant.

Where Prestbury Tours provides insurance, the policy terms, exclusions and limits remain subject to the insurer's policy wording. Participants should review the cover carefully and may choose to purchase additional personal cover where appropriate.

Prestbury Tours cannot guarantee that a claim will be accepted by an insurer.

Cancellation must be notified in writing to tours@prestburyacademy.co.uk and takes effect when Prestbury Tours receives the notice.

Unless the Trip Page provides a different trip-specific cancellation schedule, the following maximum charges may apply:

Prestbury Tours will take account of costs that can reasonably be recovered or avoided. Cancellation charges will not exceed the participant's total trip price.

Where permitted by relevant suppliers, Prestbury Tours may allow another eligible participant to take the place of a cancelling participant. Any substitution is subject to available team capacity, eligibility, tournament rules, travel-document requirements, safeguarding requirements and supplier amendment charges.

Prestbury Tours may cancel a trip where minimum viable numbers are not achieved, a supplier cancels a key service which cannot reasonably be replaced, serious safety or safeguarding concerns arise, or circumstances make the trip impossible to operate safely or lawfully.

Where Prestbury Tours cancels a trip, participants will receive the refund or alternative arrangements required under the contract and applicable law.

Minor or reasonable operational changes may be made where necessary. Examples include changes to accommodation, room allocation, meal arrangements, tournament scheduling, match venues, attraction timings, transport timings, itinerary order or similar operational matters.

Where a significant change is made before departure, Prestbury Tours will explain the options available to affected participants.

Trips may depend upon achieving minimum participant numbers. The applicable minimum may relate to the overall tour, transport, accommodation, a tournament team or an individual age group.

Where numbers are insufficient, Prestbury Tours may combine or restructure arrangements where appropriate, change suppliers, offer an alternative, revise the trip with agreement, or cancel the relevant element or trip.

All participants must behave appropriately and follow instructions from tour staff. Participants must treat others with respect, follow safeguarding requirements, comply with venue and accommodation rules, comply with local laws, remain within agreed areas, observe curfews and supervision rules, not use illegal drugs, and not consume alcohol where underage or otherwise prohibited.

Serious misconduct may result in removal from an activity, suspension from football, additional supervision, removal from the trip or early return home. Reasonable additional costs resulting from serious misconduct may be charged to the participant or parent/guardian.

Participants may be responsible for the cost of deliberate or negligent damage they cause to accommodation, vehicles, venues, equipment or third-party property. Prestbury Tours may seek reimbursement from the participant or their parent/guardian.

Prestbury Tours operates youth trips with safeguarding as a priority. Appropriate staff and volunteer checks, supervision arrangements and safeguarding procedures will be put in place for each trip.

Parents must disclose relevant information which may reasonably affect the safeguarding or welfare of their child. Safeguarding concerns will be handled in accordance with Prestbury's safeguarding procedures and applicable law.

Photography and promotional media consent will be handled separately from these Booking Terms.

Prestbury Tours will not rely solely on acceptance of these terms as consent for promotional photography. Parents or participants will be provided with an appropriate consent choice for social media, websites, promotional materials and publicity.

Operational photographs used for safeguarding, identification or internal trip administration may be processed where there is another appropriate lawful basis.

Prestbury Girls Academy processes personal information used by the Prestbury Tours service in accordance with applicable UK data-protection law, the Tour Privacy Notice and the Academy's master Privacy & Data Protection Notice.

Personal data may be processed because it is necessary to manage the booking, provide the trip, protect participants, fulfil safeguarding responsibilities, manage payments, comply with legal obligations or pursue legitimate organisational interests.

Where consent is the appropriate lawful basis, consent will be requested separately. Medical and other sensitive information will be handled with additional care and access restrictions.

Participants are responsible for their personal belongings. Prestbury Tours is not responsible for loss, theft or damage unless this results from a failure by Prestbury Tours to exercise reasonable care.

The Trip Page will describe the meals included in the tour price. Participants may still require personal spending money for optional food, additional drinks, souvenirs, optional activities or personal purchases.

Where Prestbury Tours provides a meal allowance, it will normally be limited to the amount specified for that meal.

Participation in activities is subject to venue rules, age restrictions, height restrictions, medical suitability, weather, availability and appropriate consent. Alternative arrangements may be made where a participant cannot safely or lawfully take part.

Prestbury Tours will provide its services with reasonable care and skill.

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Where services are provided by third-party suppliers, the rights and responsibilities of Prestbury Tours and the supplier will depend upon the nature of the booking, the applicable contract and relevant consumer/travel law.

Prestbury Tours is not responsible for events genuinely outside its reasonable control, including severe weather, war or civil unrest, terrorism, industrial action, transport disruption, epidemic or pandemic, border closure, government restrictions, natural disaster or major supplier disruption.

Where such circumstances arise, Prestbury Tours will take reasonable steps to minimise disruption and will provide any refund, assistance or alternative arrangements required by applicable law.

If a problem arises during the trip, it should be reported to the trip leader as soon as possible so that an attempt can be made to resolve it.

Formal complaints after travel should be sent to tours@prestburyacademy.co.uk and should include the booking reference, participant name, full details of the issue and supporting information.

Prestbury Tours may update these terms from time to time. The version applicable to a booking will normally be the version accepted when that booking was confirmed, unless a change is required by law, benefits the participant, or the participant agrees to it.

These terms are governed by the laws of England and Wales. Nothing in this section removes any mandatory consumer right to bring proceedings in another jurisdiction where applicable law provides that right.

Prestbury Tours

Email: tours@prestburyacademy.co.uk

For booking, payment, cancellation or tour enquiries, please quote the relevant booking reference wherever possible.