Terms & Conditions

Updated 30/12/2022




1. Your Key Rights under the Package Travel and Linked Travel Arrangements Regulations 2018

1.1. Travellers will receive all essential information about the package before concluding the package

travel contract.

1.2. There is always at least one trader who is liable for the proper performance of all the travel

services included in the contract.

1.3. Travellers are given an emergency number or details of a contact point where they can get in

touch with the organiser or travel agent.

1.4. Travellers may transfer the package to another person, on reasonable notice and possibly

subject to additional costs.

1.5. The price of the package may only be increased if specific costs rise (for instance fuel prices),

and if expressly provided for in the contract, and in any event not later than 20 days before the

start of the package. If the price increase exceeds 8% of the price of the package, the traveller

may terminate the contract. If the organiser reserves the right to a price increase, the traveller

has a right to a price reduction if there is a decrease in the relevant costs.

1.6. Travellers may terminate the contract without paying any termination fee and get a full refund

of any payments if any of the essential elements of the package, other than the price, are

changed significantly. If before the start of the package the trader responsible for the package

cancels the package, travellers are entitled to a refund and compensation where appropriate.

1.7. Travellers may terminate the contract without paying any termination fee before the start of the

package in the event of exceptional circumstances, for instance if there are serious security

problems at the destination which are likely to affect the package

1.8. Additionally, travellers may at any time before the start of the package terminate the contract in

return for an appropriate and justifiable termination fee.

1.9. If, after the start of the package, significant elements of the package cannot be provided as

agreed, suitable alternative arrangements will have to be offered to the traveller at no extra

cost. Travellers may terminate the contract without paying any termination fee, where services

are not performed in accordance with the contract and this substantially affects the

performance of the package and the organiser fails to remedy the problem.

1.10.Travellers are also entitled to a price reduction or compensation for damages or both where the

travel services are not performed or are improperly performed.

1.11.The organiser has to provide assistance if the traveller is in difficulty.

1.12.If the organiser or the retailer becomes insolvent, payments will be refunded. If the organiser or,

where applicable, the retailer becomes insolvent after the start of the package and if transport

is included in the package, repatriation of the travellers is secured. We have taken out

insolvency protection with [ ]. Travellers may contact this entity or, where

applicable, the competent authority (contact details, including name, geographical address,

email and telephone number) if services are denied because of our insolvency.

1.13. The Package Travel Regulations 2018 can be found on: The Package Travel and Linked Travel

Arrangements Regulations 2018 (legislation.gov.uk)

2. Introduction

2.1. These Terms and Conditions only apply where you have booked a “package” as defined in the

Package Travel and Linked Travel Arrangements Regulations 2018 (the “Regulations”).

2.2. For the purposes of the Regulations a package arises where are least two out of the four

following components are offered at an inclusive price:-

2.2.1. Carriage of passengers

2.2.2. Accommodation

2.2.3. Motor Vehicle Hire

2.2.4. Any other tourist service

2.3. Your contract is with [COMPANY NAME], a company registered in Scotland (Company Number:

[NUMBER]), whose registered office is at [REGISTERED OFFICE ADDRESS].

2.4. [If you have not booked a package, for example a day event, please refer to the Terms and

Conditions for non-package bookings: [LINK] ]. If you are uncertain whether your booking

constitutes as a package, please contact us to confirm.

2.5. These Terms and Conditions set out our obligations to you and your commitments to us when

you book Arrangements with us. These together with the information contained in the booking

confirmation, our website terms and conditions of use, and any other written information we

brought to your attention before we confirmed your booking is the basis of our contract with

you. It is important that you read through these Terms and Conditions before you book. It is

important to understand that these Terms and Conditions apply for all package bookings with us

whether you have chosen to read them or not and are applicable for all members of your group.

By making a booking, you agree to be bound by all of it.

3. Definitions

“Arrangements” means any service, activity, facility, accommodation, vehicle hire, reservation (as

applicable) provided, made or booked by us as part of your booking.

"Organiser" means the person who makes the booking on your group’s behalf and who will be our

point of contact (and any substitute for that person).

"You", "your" and “party” in these booking terms means all persons (or any of them including the

Organiser) named on the booking (and persons added or substituted at a later date).

"We", "us" and "our" means YourStagDone.

The suppliers whose services make up your Arrangements make those supplies in accordance

with their own terms and conditions which will also form part of your agreement with us. Some of

those terms and conditions may limit or exclude the supplier's liability to you, usually in

accordance with applicable International Conventions. Copies of the relevant parts of these terms

and conditions are available on request from us or the supplier concerned.

4. Key terms

4.1. The key terms of our agreement:-

4.1.1. You will enter into a binding contract with us when we confirm to you that your

Arrangements are booked in a confirmation email. If you then cancel your

Arrangements, you will be required to pay any applicable cancellation charges in

accordance with clause 9.

4.1.2. You can make changes to your confirmed Arrangements in certain circumstances by

providing sufficient notice. Please see clause 8 for further details.

4.1.3. We may make changes to and/or cancel your confirmed Arrangements. Please see

clause 9 for further details.

4.1.4. Some of our Arrangements may involve physical exertion and/or risk.

4.1.5. We are not responsible if your confirmed Arrangements are performed negligently but

there are some limits on and exceptions to this, and you must always report any

dissatisfaction to us as soon as you can in accordance with clause 18.

4.1.6. We will not be liable for booking errors which are attributable to you.

4.2. We take no responsibility for any loss or injury incurred by you or any party members taking

part in agreed Arrangements.

5. Accuracy of Information

5.1. All website descriptions are made in good faith and every care is taken to ensure their accuracy.

However, errors may occasionally occur. We cannot accept any liability for any errors or

omissions except where these have arisen due to our negligence.

5.2. We endeavour to ensure accuracy of all the information and prices in our quotes to you.

However, occasionally, changes and errors do arise and we reserve the right to correct them in

such circumstances. Please note that the price may change as a result of suppliers of services or

other relevant matters pertinent to your Arrangements which may be out of our control. We will

advise you in writing of any increase in charges payable which must be paid in full prior to the

Arrangement commencement date.

5.3. Prior to booking, prices given on quotes and those made verbally are subject to availability and

subject to change at any time. We make every attempt to ensure that all prices given are

accurate at the time of enquiry. You will be given the current price of your Arrangements at the

time you wish to book before your contract is confirmed.

6. The Organiser

You accept that the Organiser is responsible for your booking and that the Organiser has the

authority to deal with us on your behalf. We can only accept bookings if the Organiser is a

minimum of 18 years old and we will assume that every member of your group is over 18 years of

age. If for any reason there is a change in the Organiser, you should notify us in writing

immediately. The Organiser assumes all responsibility to settle the balance of the invoice for a

confirmed booking before the final balance due date.

7. Making a Booking

The agreement between you and us only comes into existence once your booking has been

formally confirmed in writing via email by us. Upon confirmation of your booking we will ask the

Organiser to make a non-refundable, non-transferable deposit or full payment as applicable to

secure the booking, which upon payment, a binding contract between you and us will come into

existence. The Organiser is responsible for the booking and for ensuring that all monies due for a

booking are collected and paid on time by the members of the group and that everyone within

the group is aware of these Terms and Conditions. Please check all details on the itinerary

immediately on receipt of your confirmation email. It may not be possible to make changes to

your Arrangements later so you should notify us of any inaccuracies as soon as possible after

confirmation. It may harm your rights if you don’t.

8. Payments

8.1. An initial deposit is payable on confirmation of booking by the Organiser. Party members then

have up to 14 days to pay the deposit to confirm their place on the booking unless specified in

writing. The deposit is non-transferable and non-refundable unless agreed by us. If the deposit

(or balance) has not been paid by the deposit due date (or balance due date) we reserve the

right to cancel the booking.

8.2. A request to add further group members after 14 days of booking must come from the

Organiser and must be made in writing. The addition of group members is subject to availability

and will incur an administration charge and payment in full for the Arrangements from the

additional group member. Please be aware we will make every effort to accommodate your


8.3. There may be circumstances where your itinerary or the party size changes after all group

members have paid the balance. This could give rise to an extra cost or refund

(“reconciliation”). If this extra cost or refund is applicable we will notify you by email and invite

you to pay the “reconciliation” fee or provide details for a refund

8.4. The final balance for the Arrangements must be settled 6 weeks prior to the Arrangements

commencement date unless specified in writing. The Organiser can elect to pay for the whole

group at any stage prior to the final payment date.

8.5. No documents or tickets relevant to the booking will be dispatched until the booking has been

fully paid. Your booking may be cancelled if full payment is not received by the due date and any

payments will be deemed non-refundable.

9. Changes to your Booking

9.1. By You

9.1.1. All changes must be requested in writing by the Organiser. We will make every effort to

accommodate your changes but may not always be able to do so. If you make any

changes directly with the supplier and this incurs charges to us then you agree to pay our

costs. Where we are unable to assist with making a requested change, and you do not

wish to proceed with the original booking we will treat this as a cancellation by you. We

will assume that after the 14 day deposit date that the group size is confirmed. The

Organiser is responsible for ensuring the group members settle their final balance by the

final payment date. Adding additional group members after the final payment date will

incur a charge per person and full payment of the Arrangements and is subject to


9.1.2. If any member of your party is prevented from travelling, that person(s) may transfer their

place to someone else (introduced by you and satisfying all the conditions applicable to

the Arrangements, including an agreement to these booking conditions) providing we are

notified in writing not less than seven days before departure and meet all costs and

charges incurred by us and/or incurred or imposed by us or any of our suppliers. Both you

and the person to whom you would like to transfer your Arrangements shall be jointly and

severally liable for the payment of any balance due and for any additional fees, charges or

other costs arising from the transfer. If you are unable to find a replacement, cancellation

charges as set out below will apply in order to cover our estimated costs. Otherwise, no

refunds will be given for passengers not travelling or for unused services.

9.2. By Us

9.2.1.Changes to the price We reserve the right to change the price of the Arrangements if the change is a

consequence of one of the following reasons: Increase in transport costs due to changes in fuel prices or other

power sources. Changes in taxes or fees on travel services imposed by third parties

not involved in performance of the package, e.g. tourist taxes. Exchange rates relevant to the package.

Should the same factor lead to a reduction in price for the Arrangements, the

difference will be refunded to the Organiser. We will notify the Organiser of any prices changes at least 20 days before the

start of the package and will provide an appropriate justification for the change.

Price increases over 8% of the original price are considered a significant change

to the main characteristics of the package. Please see clause 8.2.2 below.

9.2.2. Changes to the main characteristics of a package Insignificant changes made to your Arrangements, such as timings, will be

communicated on a case-by-case basis. If we have to make a significant change to your Arrangements at any time we

will inform you as soon as possible and provide the Organiser with the option to

terminate the contract without paying a termination fee. If the Organiser fails to respond to the option to terminate within 7 days, we will

send one further notice. If the Organiser still fails to respond within 14 days, the

contract will terminate and we will refund all payments within 14 days of the

contract being terminated. We reserve the right at any time to cancel or change any Arrangements made,

and to substitute alternative arrangements. Should alternative arrangements be

made at a reduced cost, the difference will be refunded to the client. Should the

alternative arrangements be at an increased cost, we will seek confirmation

from you before securing the alternative arrangement. If we do not receive a

response, your contract will be dealt with under the terms of clause


10. Cancellation

10.1.By You

10.1.1. Cancellation of a booking can only be accepted if made in writing by the Organiser

and will only be considered cancelled when written notice is received.

10.1.2. You may cancel any Arrangements prior to their commencement in the event that: circumstances amounting to unavoidable and extraordinary circumstances

are occurring at the place where your Arrangements are due to be

performed or its immediate vicinity; those circumstances make it impossible to travel safely to the travel

destination; and the performance of your Arrangements will be significantly affected by

those unavoidable and extraordinary circumstances

10.1.3. In this event, you will receive a refund without undue delay of any payments made

but this is the maximum extent of our liability and we regret we cannot pay you

compensation or meet any other expenses or losses you may incur as a result.

10.1.4. In the event of a cancellation not pertaining to the above reasons, you will have to

pay the applicable cancellation charges up to the maximum shown below:- If more than 42 days before the date of your Arrangements, the amount

you must pay to us or the supplier(s) is the deposit plus any cancellation

fees notified by the supplier(s). If less than 42 days before the date of your Arrangements, we are entitled

to charge an appropriate and justifiable cancellation charge is up to a

maximum of 100% of the total cost of the Arrangements.

10.1.5. If any of your group members decide not to attend/are unable to attend or require to

depart early from Arrangements that they have paid for, no refund will be made.

10.2.By Us

10.2.1. We reserve the right to cancel any booking (before commencement of the

Arrangements), if: the minimum number of participants is not reached; or we are prevented from performing the contract due to unavoidable and

extraordinary circumstances, that we, in our absolute discretion, may


10.2.2. We will notify the Organiser as soon as possible of any termination and you shall receive

a full refund.

11. Changes and Cancellations after departure

If we become unable to provide a significant proportion of your Arrangements after you have

departed, we will try to offer you suitable alternative arrangements of, where possible,

equivalent or higher quality than those specified in the contract. If the alternative arrangements

we make are of a lower quality than those you originally booked, we will make a price reduction.

You may reject the proposed alternative arrangements only if they are not comparable to what

we originally promised to provide or if the price reduction we offer is inadequate.

12. Weather Conditions

Unfortunately, there is always the eventuality that you may be unable to take part in weather

dependent activities due to poor weather. If this occurs, you will not be entitled to change or

cancel your Arrangements without paying our normal charges. We will assist you to find

alternative activities or Arrangements but please bear in mind that these may only be available at

an additional charge to you. We regret that we cannot meet any other expenses or losses you

may incur as a result of any change or cancellation.

13. Insurance

It is a condition of our agreement that you are covered by adequate insurance for your

Arrangements. Such insurance as a minimum must cover your losses sustained as a result of

cancellation, medical issues, and repatriation in the event of accident or illness. You must ensure

that the policy you purchase is suitable for your confirmed Arrangements including any

hazardous activities. Many policies do not cover such activities so you must check the small print

before purchasing and if in doubt, check with the insurers that you will be covered. You must also

ensure that your insurance covers participation in any hazardous activities which do not form

part of your Arrangements. If you choose to participate without adequate insurance cover, we

will not be liable for any of your losses arising, in respect of which insurance cover would

otherwise have been available.

14. Hazardous activities and liability

14.1.Some of the Arrangements we offer are by their nature inherently dangerous and on the day of

the event some suppliers may require you to sign a disclaimer or acknowledgement of the risks

involved (copies are available on request). By participating in these events, you assume the

inherent risks involved. We cannot be responsible for any injury or loss suffered by you other

than as expressly set out in these Terms and Conditions. You must ensure you have personal

travel insurance which covers such activities and events.

14.2.Some of the events or activities you may book may require a good level of fitness, strength and

endurance. It is your responsibility to ensure that you and all party members have the

appropriate level of fitness. We will give you general information about whether your

arrangements are suitable for persons with reduced mobility but many events are not

recommended for those with any disability, illness or infirmity. If you have an existing medical

condition, allergies or disability which may affect your Arrangements you must let us know the

details before you make your booking. If, in our reasonable opinion, your chosen Arrangements

are not suitable for you taking into account your medical condition or disability or you are not

being accompanied by someone who can provide all the assistance you may reasonably require

where it is reasonable for us to require this, we will advise the applicable supplier(s) who can

instruct us to refuse to accept the booking. We do not accept any responsibility if suppliers do

not meet the requirements of your disability. If we find out after you have made the booking

that you have an existing medical condition or disability and you are not being accompanied by

someone who can provide all the assistance you may reasonably require as referred to above

and you have failed to give us this information at the time of booking, we may cancel your

booking and impose the cancellation charges set out above.

14.3.In respect to activities arranged by us as part of your travel arrangements, we act only as

booking agent. We therefore exclude all liability for any aspect of the activity arrangements and,

in particular, liability for any loss, personal injury or death. Where activities are indicated as

being available it is not intended that this should be taken as a recommendation to take part.

We neither own nor operate these facilities and therefore cannot and do not provide

assurances that they are maintained or operated with customers safety in mind. Every effort is

made to ensure your safety and we take every effort to ensure our suppliers sites adhere to the

relevant health and safety legislation and have adequate insurance.

14.4.YourStagDone is inclusive and will not restrict participation of any party member based on age,

race, gender or disability. Should you or any party member require special accommodations

these must be requested upon booking.

15. Behaviour

15.1.You are expected to respect your environment and other people around you. All suppliers and

hotels have every right to terminate, without notice, your stay or activity under threat of

vandalism, violence or any other behaviour deemed inappropriate by them. In such cases, all

insurances will be invalidated and you will not have any entitlement to a refund of any kind

whatsoever. We accept no liability for any accident or misadventure that occurs while any of

your group is under the influence of alcohol or drugs, this also includes services terminated by

suppliers. Please also be aware that some hotels may require a behaviour 'bond' to be placed

on hold with a credit card or cash, upon check in. We will do our utmost to give you prior notice

where this might happen, but in some cases this may not be possible.

15.2.In the event of such termination our responsibilities to you will cease and you will be required

to leave your accommodation or other service immediately. We will have no further obligations

to you and will not meet any expenses, costs or losses incurred as a result. You may also be

required to pay for loss and/or damage caused by your actions directly to the applicable

supplier prior to departure from the service. If you fail to do so, you will be responsible for

meeting any claims and costs subsequently made against us as a result.

16. Itineraries

16.1.Our itineraries are designed for you to achieve maximum enjoyment from your Arrangements.

We will not be held responsible should you fail to follow our advice or adhere to our planned

timings. You agree to ensure that all members of the party comply with all timetables of the

events. Failure to keep to the timetables may result in either discontinuation of the event or

cancellation of the said event. We will not be liable for any refund, compensation or any costs

that may be incurred by you.

16.2.It is your responsibility to ensure that you have adequate time and suitable transport to get

between your chosen activities unless prior arrangements have been agreed with us.

16.3.Please note on occasion certain activities will not confirm the venue until around 1 week prior

to the Arrangements taking place and as a result your itinerary may be sent without the location

and will be amended nearer to the date of the Arrangements taking place.

17. Our Responsibilities

17.1. We have a duty to select the suppliers of the Arrangements making up your booking with us

using reasonable skill and care.

17.2. During your package, we will provide appropriate assistance as promptly as possible. This

includes providing information on aspects such a health services, local authorities and consular

assistance as well as practical help, for instance with regard to distance communications and

finding alternative travel arrangements. We reserve the right to charge a reasonable fee for

such assistance if the difficulty if caused intentionally by you or by your negligence.

17.3. It is a condition of our acceptance of the responsibility above that you inform us and the

supplier(s) concerned without undue delay of the lack of conformity you perceive; and allow us

a reasonable period in which to remedy it.

17.4.We will not be responsible, make a price reduction or pay you compensation for any lack of

conformity injury, illness, death, loss, damage, expense, cost or other claim of any description if

it results from:

17.4.1. the act(s) and/or omission(s) of the person(s) affected;

17.4.2. the act(s) and/or omission(s) of a third party unconnected with the provision of your

Arrangements and which were unforeseeable or unavoidable; or

17.4.3. unavoidable and extraordinary circumstances.

17.5.We will not be responsible, make a price reduction or pay compensation:

17.5.1. for services or facilities which do not form part of our agreement or where they are not

arranged by us. For example, any excursion you book while away, or any service or

facility which your hotel or any other supplier agrees to provide for you; or

17.5.2. for any damage, loss or expense or other sum(s) of any description which on the basis of

the information given to us by you concerning your Arrangements prior to them being

confirmed, we could not have foreseen you would suffer or incur if we breached our

contract with you.

16.6 We have taken out insolvency protection with [NAME OF PROVIDER/ PROVIDERS], [CONTACT

DETAILS FOR PROVDER] for packages that don’t include flights. You may contact these entities

or, where applicable, the competent authority if services are denied because of our insolvency.

18. Covid-19

18.1.You acknowledge that you are choosing to travel at a time where you may be exposed to the

COVID-19 virus and that you must comply with all advice and guidance issued by relevant

governments, public and health authorities. You also acknowledge that some or all of the

activities or facilities described in your booking may be changed to accommodate the advice

and guidance in place at the time of travel. We will take all reasonable steps to ensure your

safety and suppliers may require you to follow additional safety protocols on your trip. However,

it is also your own responsibility to acquaint yourself with all relevant travel and participation

information, including applicable health risks, and the nature of your Arrangements. If these

issues impact your Arrangements, we will provide you with such reasonable assistance as we

are able to in the circumstances, however, we will not be responsible for meeting any costs

incurred by you or for refunding or compensating you or meeting other associated costs you

incur in connection with the same.

18.2.If you notify us before travelling, and we (or the relevant supplier) conclude that you are no

longer able to travel because of the COVID-19 risk, then your booking will be treated as being

cancelled by you and dealt with under clause 9.

18.3.The measures set out above are a necessary part of keeping you, other travellers, employees

and the public safe. You are making your booking in full knowledge that such measures are likely

to be a part of your event and do not amount to significant changes to your booking, nor do

they amount to a lack of conformity. We shall have no liability to you for any refunds,

compensation, losses, costs, expenses or damages you incur in connection with the matters

described above or if you are unable to travel or make use of all or part of your booking because

of these matters.

19. Complaints

If you have a complaint regarding any aspect of the Arrangements, you must communicate your

complaint to the supplier of the service concerned at the earliest opportunity and also contact us

to let us know of your complaint. If you do not inform the supplier of the service as well as us as

soon as possible, at least within 48 hours of the complaint occurring, we will not be responsible

for the complaint. If the complaint has not been dealt with to your satisfaction before your return

home, then you must make a complaint to us in writing no less than 7 days after your return

from your event. You will receive a reply within 28 days of us receiving your complaint in writing.

If you do not comply with the complaints procedure, we will not be responsible for your


20. General

20.1. Data Protection

20.1.1. Information about you and members of your party, including your names, contact

details and any special needs, disabilities or dietary requirements is collected by us

when you request information or make a booking with us. We will ensure that all

such data is stored securely and in accordance with UK data protection legislation.

We may disclose this information to our service providers (who may be located

outside the UK/EEA) for the purpose of providing you with your Arrangements. Only

information necessary for this purpose will be disclosed to them. Where email

addresses have been provided for your group, we will send them transactional

communications, such as payment reminders and receipts. We will contact you, as

group leader for the booking, with any necessary information relating to your

booking, via email, phone and SMS.

20.1.2. Please refer to our Customer Privacy Notice for a full explanation of how we will

handle your data, including clear details about your rights in relation to this data,

under the General Data Protection Regulation (GDPR).

20.2.Jurisdiction/Governing Law

20.2.1. We both agree that any dispute, claim or other matter of any description (and

whether involving personal injury or not) which arises out of or in connection with

your booking must be brought in the Courts of Scotland only. We both also agree

that Scots law (and no other) will apply to your contract. If this provision is not

acceptable to you, you must tell us at the time of booking.