Group Leader benefits:
We know how important your role as a Group Leader is in booking the tour and co-ordinating your group, so we offer some excellent benefits to Group Leaders. These include VIP cards, free excursions and free places (see individual tours for details). Additional free places for SU staff overseeing very large centrally organised groups are also available. Remember, you are responsible for liaising with us before and during tour and passing on all information supplied to you to your tour members, as well as ensuring that deadlines for information and payments are met by your group.
We offer a generous 1:20 free place ratio meaning that every 21st person can travel free on tour. Either travel free as a Group Leader(s) or split the value of any free places amongst your committee or tour members as you wish. Some free places carry additional benefits (see individual tours for details).
Registering for tour is easy by visiting the website at sportsparty.co.uk and clicking on 'Book your Tour.' Simply choose your package, payment method and enter your personal details and we'll send you a confirmation e-mail. You can then either sign up individuals from your party on their behalf, or direct them to the website to sign up themselves. You'll need to authorise them into your group before they can be accepted.
Each year we improve the online facility based on feedback from Group Leaders and the system gives you the ability to manage and oversee your group members. You can appoint administrators or captains to look after teams within your group if you a booking a larger party. You can create your own home page, upload information and send messages to participants. Full "Booking System Guidelines" can be downloaded from the website.
As a group, you have the option to pay online or make traditional payments collectively if you prefer. The online system allows you to make payment instalments individually at any stage (subject to the stated deadlines) by debit or credit card. A small per person charge is payable for use of the online system but no additional fees are imposed for the processing of your payments. Alternatively, you are welcome to send us a single bank transfer (BACS) or a single cheque (payable to SportsParty) to collectively pay for all the individuals in your party from a central account, free of charge.
You will be required to make individual deposit payments to secure your places on tour (typically £60 per person) by the deadline dates, but ideally as soon as possible after booking. All deposit payments are strictly non-refundable. Your final balance payment must be paid by the deadline date shown and we reserve the right to treat your tour as cancelled if these have not been received on time. Should you request an extension for any reason, then this will only be valid if authorised in writing by us in advance.
Damage deposits & Tourist Tax:
Sometimes accidents do happen, so damage deposits are required to cover any damages that may occur on tour. The amounts and payment methods differ from one tour to another (see individual tours for details). These may be added to the package price you pay online in advance, but are typically paid in resort on arrival at check-in. They are refunded, less any amount held back to compensate suppliers, as soon as practicable thereafter. In 2013, a new Tourist tax was introduced in Spain. For groups travelling to LLoretfest, an amount of 0.50 Euro per person per night is payable directly to the hotel at check-in on your arrival.
Cancellations and Name changes:
Should you wish to cancel as a group or individually, then cancellation charges will apply. Please see our standard booking terms and conditions for details. Once a booking has been made, we understand that some tour members may drop out along the way. Name changes are possible on the online system and may be free of charge at an initial stage. Names changes for coach groups will be subject to an administration charge of £35 per person from 2-8 weeks prior to travel. Name changes thereafter may be possible on request at a further cost. Name changes on flight tours are often very expensive, depending on the appropriate airline.
Passports, visas and EHIC:
You are responsible for ensuring that you and your group have the correct documentation required to travel including valid passports and any visas that may be required. Let us know if you need a confirmatory letter from us to help you process any visa applications. Please note that visa applications can take several weeks to process, so we recommend you start this process as soon as possible. Remember, we won't accept any liability for your failure to have the correct documentation for you and your tour members to travel to your selected destination. Everyone that qualifies should travel with an up to date EHIC (European Health Insurance Card). Please keep photocopies of all important documents.
Any special requirements, needs or requests must be made at the initial booking stage if we are to attempt to accommodate your request.