Terms and Conditions
These terms and conditions apply to the operations and the management of Integrated Business Travel Ltd. and BookOTel trading as arrangeMY.
For the purposes of these terms and conditions we will call and refer to our company as – arrangeMY
arrangeMY is the trading name for BookOTel Ltd. and Integrated Business Travel Ltd.
BookOTel a company incorporated under the Companies Act (Registered Number 03084962) having its Registered office at: Building 7, Berkeley Business Park, Wainwright Road, Worcester, WR4 9FA and/or its subsidiaries and/or its associated companies and authorised agents appointed in writing by BookOTel Limited.
Integrated Business Travel Ltd a company incorporated under the Companies Acts (Registered Number 2682152) and having its Registered Office at: Building 7, Berkeley Business Park, Wainwright Road, Worcester, WR4 9FA and/or its subsidiaries and/or its associated companies and/or its authorised agents appointed in writing by Integrated Business Travel Ltd.
Service Provisions of BookOTel Ltd and Integrated Business Travel Ltd trading as arrangeMY are as follows:
Travel – Rail & Air travel
Accommodation Bookings including Groups and Allocations
Venue Sourcing
Event management for Meetings & Conferences
Ground Transportation Service – Sourcing Taxis, Coaches etc.
Delegate Registration Services
Invoicing and credit facilities
This list is not exhaustive and when we work with a client/company we support all aspects of travel, accommodation and venue finding. If there is an option to support clients with other services, then these will be quoted and charged for on a case-by-case basis.
Definitions:
BookOTel Ltd & Integrated Business Travel Ltd together trading as arrangeMY and referred to collectively as the “Company” in these Booking Terms and Conditions.
“Customer” means any person, firm or company who contracts for the provision of travel Arrangement Services such as Venue Sourcing, Booking Travel and/or Accommodation.
References to “you”, “your” etc., are references to the Customer, authorised representatives of the Customer or those for whom travel is requested by the Customer.
“Passenger” means any Passenger in respect of whose travel arrangeMY provides the travel arrangement Services for on the instructions of the customer.
“Traveller” means any Traveller whose travel has been arranged for by arrangeMY
“Delegate” means any meeting attendee whose venue has been sourced, booked, and confirmed by arrangeMY
“Meeting Planner” means any client who has asked one of the arrangeMY team to find a suitable venue that meets their meeting brief
“Travel Arrangement Services” means arrangeMY’s services in recommending, booking and/or otherwise arranging, negotiating, and reporting of the supply of travel by air, land or sea, accommodation, meeting space, car hire, travel insurance or other related travel services by Third Party Suppliers to the customer.
“Third Party Suppliers” means any third parties who supply any travel by air, land or sea, accommodation, car hire, travel insurance or other related travel services to the customer.
“Materials” means all or any expertise, business systems, documentation, programs, and all other Materials owned by or available to BookOTel Ltd and/or Integrated Business Travel Ltd. and which existed before the Project was commenced.
“Project” means the establishment of an on-line booking system for a customer with such functionality as are agreed in the order by both parties. “Work Product” means any articles, apparatus, materials, items, data, goods, software, hardware, system, supplies, equipment, or any other materials arrangeMY provides to the customer in relation to the Project.
“Consolidator Ticket” means any travel arrangement service arranged on behalf of the customer by arrangeMY with a Third-Party Supplier, as agent, at a rate below the published rate.
“Published Price Ticket” means any travel arrangement service arranged on behalf of the customer by arrangeMY with a Third-Party Supplier as agent at a rate available to the public.
“Booking Channel” means the method by which the customer communicates to arrangeMY of its requirement for arrangeMY to supply the travel arrangement services (e.g.,” Offline” means by personal visit, telephone call, letter, fax, and/or e-mail, “Online” means by making the booking on arrangeMY’s online booking system known as arrangeMY Trip and/or the arrangeMY Trip App).
“Booking Fee” means the fee levied by arrangeMY for supplying the travel arrangement service and any ticketing/confirmation (which for the avoidance of doubt is in addition to the amount quoted or charged to the customer by arrangeMY on behalf of itself or the relevant Third-Party Supplier in respect of the underlying travel, accommodation and/or other services supplied).
“Management Fee” means any fee levied by arrangeMY to the customer for services such as alternative fare quotes, local and/or international account management, management information including any Electronic Data, credit account, management of credit/charge cards systems, travel policy advice, travel policy management, customer internal spend authority management, volume pricing negotiation and/or monitoring, electronic quality control, best buy fare guarantee, delayed ticketing option, etc.
“Payment Method” means the method that the customer uses to pay arrangeMY (E.g., Direct Debit, Credit Card, Charge Card, Credit Account, etc.).
“Venue, Hotel or Service Provider” means the person(s) or organisations responsible for as owner, manager, disclosed agent or otherwise of and providing the facilities and services being booked.
“Commission” means the sum of money received by arrangeMY from the Venue, Hotel or Service Provider for the Booking Confirmation.
“Booking Confirmation” means a contract negotiated by arrangeMY on behalf of the Client between the Client and the Venue, Hotel or Service Provider
“Contract” means these terms and conditions and the letter/ electronic communication or other document(s) from arrangeMY to the Client containing details of the Booking contractual obligations for any services we have provided. arrangeMY will make clients aware of any booking contracts and request that the booker agrees, accepts and signs the contracts for any bookings to create a contract between the hotel, venues or service provider and the client.
“arrangeMY” is the trading name for BookOTel Ltd and Integrated Business Travel Ltd, the disclosed agent/ third party whose services are being used to book a Venue, Hotel or Service Provider
“Services” means hotel accommodation, venue facilities, travel, audio visual entertainment, travel etc provided by associated suppliers to the Client.
‘Suggested Venue/ Hotel or Service Provider means any Venue/ Hotel or Service Provider suggested by arrangeMY to the Client, after receipt of the requirements of the Client.
“Event Management Service” this service is provided at an additional cost and describes the organisation and management of an event – can include delegate registration, supplier communication, and attendance at an event by a nominated employee of arrangeMY
“Event Management Fee” the fee for the Event Management Service that is charged by arrangeMY
General Terms and Conditions
1. General
a) The conditions shall be deemed to be incorporated into all contracts made by arrangeMY with the customer to the exclusion of all other terms and conditions and all work undertaken by arrangeMY shall be deemed to be carried out on the terms of these conditions unless otherwise expressly agreed in writing by arrangeMY.
b) arrangeMY shall provide such Hotel, Conference Venue Sourcing and or travel arrangement services to the customer as may be requested by the service from time to time. In the absence of any express written instructions to the contrary, arrangeMY may accept (and the customer shall be bound by) any requests made by any employee, agent, or other representative of the customer verbally over the phone, via email communication, online booking tool or face to face.
c) By making a booking, the customer is entering into a legally binding contract with the relevant Third-Party Supplier in respect of the goods and/or services to be provided by such Third-Party Supplier and which is subject to the terms and conditions of that Third Party Supplier (copies of which are available to the customer upon request). For the avoidance of doubt, arrangeMY shall not be responsible for any default or failure in any supply by any Third-Party Supplier or for any loss, claim, cost, damage, or injury incurred by the customer or any Passenger (directly or indirectly) as a result thereof. arrangeMY is not a fiduciary of the customer and does not assume any fiduciary duties to the customer. The customer will choose whether to accept a price quoted by arrangeMY for any Hotel, Conference venue Sourcing or travel arrangement services based on its satisfaction with the amount quoted for any such service.
d) No Passenger or any other third party will have any rights against arrangeMY, whether pursuant to the Contracts (Rights of Third Parties) Act 1999 or otherwise.
e) Subject to prior agreement arrangeMY can arrange for pre-payment by credit card of Hotel, Meeting costs and other travel arrangement services. The customer accepts that subsequent delays in receiving supporting documentation from Third Party Suppliers may result in delays by arrangeMY in billing. Any delay does not change the obligation to arrangeMY. arrangeMY maintains the right to charge an interest, service fee at the rate of 2% per month on all overdue sums until paid and withdraw credit service provision from client accounts too.
2. Payment
a) arrangeMY shall contract with the Third-Party Suppliers on behalf of the customer and the customer shall pay to arrangeMY on demand all costs, fees, taxes etc. invoiced by arrangeMY to the customer in respect of items contracted with the Third-Party Suppliers.
b) If credit account facilities have been made available by arrangeMY to the customer then all sums due by the customer to arrangeMY will be payable as set out below. arrangeMY reserves the right to decline credit account facilities or to withdraw such facilities. arrangeMY reserves the right to retain any funds due to the customer such as refunds or credits to offset against any outstanding debt. Should no such credit account facilities be made available by arrangeMY to the customer or should these facilities be at any time withdrawn then arrangeMY reserves the right to request an advance payment from the customer in respect of all contracts to be entered into on behalf of the customer.
c) Upon the withdrawal of credit account facilities all monies owing to arrangeMY will become immediately payable.
d) Payment by the customer of monies outstanding upon credit accounts is due as cleared funds as per your specific invoice details.
e) arrangeMY confirms that it does pass information with respect to the customer account to a nominated third party for credit reference purposes while financing its business and the customer consents to this.
f) The customer shall pay arrangeMY’s current transactional fees (details on request) in respect of any Consolidator tickets and/or Corporate Net Tickets and/or Wholesale Ticket plus any credit card merchant fees or other like fees incurred by arrangeMY in addition to any Booking Fee and/or Management Fee.
g) The customer shall pay arrangeMY’s current delivery fee (details on request) in respect of any items that are physically delivered to the customer by Royal Mail on behalf of arrangeMY. If Royal Mail’s fees for postage do change mid contract term with the client, then arrangeMY have permission to increase postage fees accordingly.
h) arrangeMY reserves the right to charge an administration fee for amendments or cancellations of any bookings, booking amendments or cancellation including where no additional documentation is required, if deemed by arrangeMY that client changes and amendments to be excessive.
i) The customer is responsible for the accuracy of all data supplied to arrangeMY. If such information is found to be incorrect additional costs may apply to correct such data. More details on request.
j) Travel arrangement services not ticketed but committed to by the customer at the time of booking may incur a higher fee. Until the booking is confirmed and committed to by the customer the price cannot be guaranteed and is subject to change. In addition, the travel arrangement services may be subject to cancellation by the Third-Party Supplier without prior notice. It is important to note that some Third-Party Suppliers may apply a charge for travel arrangement services not cancelled in advance of the departure date.
k) All calls may be silently monitored and recorded for training and quality purposes.
l) Where payment for travel arrangement services is made using arrangeMY’s credit card the customer indemnifies arrangeMY from any misuse of the card by any current or past employee. An additional charge per transaction may apply when such a card is used. In making such bookings arrangeMY acts as an intermediary on behalf of the customer and for the avoidance of doubt, arrangeMY shall not be responsible for any default or failure in any supply by any third party or for any loss, claim, cost, damage, or injury incurred by the customer or any Passenger (directly or indirectly) as a result thereof.
m) arrangeMY purely acts as an agent with regards to payment thus the financial liability always rests with the customer.
n) Late payments: In the event that any sums due by the Customer to arrangeMY are not paid when due then, without prejudice to any other remedies of arrangeMY, arrangeMY may at any time:
Suspend all or part of the provision of Travel Arrangement Services to the Customer; and/or
Charge a service fee at the rate of 2% per month on all overdue sums until paid; and/or
Cancel (without any liability to the Customer or to any Passenger) any bookings made on behalf of the Customer, with any cancellation fees incurred as a result thereof being for the account of the Customer.
If payment of an invoice remains outstanding for a period of in excess of 28 days, arrangeMY will exercise its right to claim interest and compensation for debt recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998.
3. Application of conditions
By providing arrangeMY with an enquiry for services, the Client shall be deemed to have accepted all terms and conditions of this Contract.
4. Booking Confirmation to Client and Venue, Hotel or Service Provider
a) arrangeMY has agreed to provide the Client with a list of Suggested Venues, Hotel or Service Provider either via our online booking tool or via an offline quote (usually in the form of an email proposal)
b) Upon instructions from the Client as to the chosen Venue, Hotel or Service Provider, arrangeMY will confirm the Booking Confirmation with the Venue, Hotel or Service Provider on behalf of the Client.
c) On receipt of the Booking Confirmation the Venue, Hotel or Service Provider will issue their own terms and conditions to the Client, which the Client agrees to be bound by.
d) The Client accepts that the Booking Confirmation made by arrangeMY on their behalf with a Venue, Hotel or Service Provider is strictly between the Client and the Venue, Hotel and/or Service Provider.
5. Ticketing
Tickets will be issued immediately once a booking is made unless alternative arrangements, which may carry a supplement, have been made. arrangeMY will issue e-tickets wherever possible and if available.
Where an e-ticket or ticketless travel is not available a ticket on departure will be arranged. Certain airlines do charge an extra fee for tickets on departure.
Reservations will be held and documents issued by arrangeMY from our office at Building 7, Berkeley Business Park, Wainwright Road, Worcester, WR4 9FA.
6. Disclosure
The Client agrees to provide arrangeMY with full disclosure of all material circumstances and of everything known to it regarding its instructions to arrangeMY, which could influence the conduct of arrangeMY.
It is the Booker’s and Traveller’s responsibility to ensure that all Passports, Visa, travel requirements such as vaccinations and documentation are in place to permit and allow safe travel at the time of booking/travel.
If bookers and or travellers need to consult or research travel advice, we strongly suggest the website below, please note that exclusions or additions to travel advice can happen between booking and travelling, so please ensure that travel advice is sort for the time of travel.
https://www.gov.uk/foreign-travel-advice
7. Alteration and / or Cancellation of an Event
7.1 The Client agrees to notify arrangeMY immediately in writing of any cancellation and/ or postponement to the Booking Confirmation. arrangeMY will then notify the Venue, Hotel or Service Provider accordingly. Bookings that are cancelled completely will be given a cancellation number or reference from the venue which the Client will need to keep for future reference. In some instances, charges will apply to cancellations and no refund will be available.
7.2 The Client accepts that any reduction in the services required from the Booking Confirmation will alter the pricing structure and accepts that it will be 100% liable for any cancellation charges. The Client should take note of the terms and conditions of the Venue, Hotel and Service Provider in relation to cancellations and the likely penalty charges applicable, if any, plus any key dates highlighted to supply final chargeable numbers.
7.3 arrangeMY does not accept any responsibility for any loss, damage, liability suffered by the Client or by any third party with whom the Client has contracted or is otherwise obligated to because of a cancellation, part cancellation, and postponement, in the whole or in part of the contract with the Venue, Hotel and/or Service Provider.
7.4 On alteration or cancellation of an event, booking, allocation or travel plan arrangeMY reserve the right to issue the Client with an invoice to include, but may not be limited to the following: administration / management time taken to alter or cancel the event, negotiate the cancellation fees from the Venue, Hotel or Service Provider, lost commission costs, or any other out of pocket expenses.
7.5 In the situation where Event Management services had been requested to be provided and in the event of the Event potentially being cancelled or amended, arrangeMY will have the option of issuing a new Cost Breakdown detailing the alterations.
7.5.1 If any Event is altered or cancelled by the Client for any reason, in whole or in part, the Client accepts full liability for all sums of money expended by arrangeMY or which arrangeMY are obligated for in connection to the Event.
7.5.2 On alteration of an Event, arrangeMY will have the option of issuing the Client with an alteration invoice which include but will not be limited to the following: in-house services, commission costs, out of pocket expenses and the Event Management Fee.
7.5.3 On cancellation of an Event, arrangeMY will issue the Client with a cancellation invoice which will include, but will not be limited to the following; in-house services, commission costs, out of pocket expenses and the Event Management Fee.
7.5.4 From time-to-time arrangeMY may find it necessary to make a significant alteration to the items and services specified in the Cost Breakdown. If as a result of this arrangeMY are required to make a significant alteration to the Event, arrangeMY shall use its reasonable endeavours to inform the Client of such alteration as soon as reasonably possible.
7.5.5 Any alteration as specified in clause 6.5 shall be deemed to have been accepted by the Client unless the Client provides arrangeMY with prompt written notice of its wish to reject the alterations or cancel the Event.
7.6 The Client agrees not to assign or otherwise deal with the contracts entered into by arrangeMY on behalf of the Client, without the consent in writing of arrangeMY.
7.7. Should the Client cancel the Event as a result of clause 7.5 the payment provisions in clause 7.5.1 shall apply.
7.8 arrangeMY shall have no liability to the Client for: –
The balance of any monies received by arrangeMY from the Client in respect of the cancelled programme will be repaid to the Client. Without prejudice to the foregoing arrangeMY shall offer the Client such assistance as arrangeMY team are reasonably able to subject to its incurring costs in respect of such assistance not exceeding the overall costs.
(a) the cancellation of the Event as a result of the decrease or increase in the number of the Client’s Delegates;
(b) the cancellation of the Event as a result of any circumstances beyond arrangeMY’s control;
(c) for any aspect of the Event affected by the occurrence of a matter over which arrangeMY has no control
8. Insurance Cover for Events
8.1 arrangeMY are able to provide the Client with information on tailor made insurance in respect of the Booking Confirmation to protect the interests of their business and which can include protection against the costs of cancellation, accident and illness of any delegates of the Client.
8.2 The Client accepts that insurance cover will not be provided or put into force unless the Client requests this in writing.
8.3 We strongly suggest that clients have sufficient professional insurance in place to covers their employees travelling, arranging events and for staying over in hotels for the needs of their business.
9. Cancellation of Travel Plans
9.1 Any changes and cancellations can only be accepted in accordance with the terms and conditions of the Third-Party Supplier of the travel services. The Third-Party Supplier may charge the cancellation or amendment charges shown in their terms and conditions (which may be as much as 100% of the cost of the travel services and will normally increase closer to the date of departure). In addition, you must pay arrangeMY the appropriate transaction fee and or administration fee for any amendments to or cancellations of bookings.
9.2 Credit notes or refunds (if any) for travel services not used may only be issued upon the return of the relevant documentation relating to the travel service concerned and are subject to the terms and conditions of the relevant Third-Party Supplier. Failure to return the said documentation will imply an acceptance of the invoice for the travel services and payment will become due as per the standard payment terms.
9.3 In the event that any cancellation or refund requires the consent of or calculation by the relevant Third Party Supplier then the invoices issued shall remain due and payable in terms of Clause 1 above and any sum refunded by the Third Party Supplier shall only be credited to the customer’s account on receipt of same from the Third Party Supplier.
9.4 Without prejudice to the generality of Clauses 9.1 and 9.2 above, the customer acknowledges and agrees that:
9.5 any credit notes or refunds in respect of rail travel services can only be issued provided the relevant documentation is returned within one month of date of the issue of the said documentation (or on any other terms relating to the ticket issued in respect of the rail services in question); and
9.6 not all tickets may be refunded or altered and that any refunds made may be liable to any fees which the Third Party Supplier may from time to time levy.
9.7 If the customer is unsure as to the cancellation and/or refund provisions of any particular ticket or the charges levied, then clarification should be sought from one of the arrangeMY Travel consultants at the time of booking.
10. Liability
10.1 The Client undertakes to accept all legitimate charges made by the Venue or Service Provider for the Booking Confirmation.
10.2 The Client accepts that arrangeMY will not be held liable for the failure of the Client to honour the Booking Confirmation wholly, or in part, or for the failure of the Venue or Service Provider to honour the Booking Confirmation wholly or in part or for the quality of service provided by the Venue or Service Provider.
10.3 Where the Client selects their own supplier for the provision of any additional services required in conjunction with an event booked through arrangeMY, (e.g., audio visual, entertainment etc) it is the Clients’ responsibility to carry out ‘due diligence’ on these individuals or organisations. arrangeMY accepts no responsibility for any acts, losses or omissions of such suppliers.
10.4 In the event of any breach of the Booking Confirmation by the Client with the Hotel, Venue or Service Provider, arrangeMY reserves the right to invoice the Client for the full amount of Commission which would have been payable by the Venue or Service Provider.
10.5 arrangeMY shall not be liable for any loss, liability, damage, injury, costs, claims, demands or expenses suffered or incurred by the Client, its staff, disclosed agents or customers arising from the use by the Client of a Suggested Venue and/or Service Provider, from a Booking Confirmation, the provision of services or arising from a referral of a third party by arrangeMY to the Client for any reason whatsoever.
10.6 The Client is exclusively responsible for ensuring the Suggested Venue, Hotel or Service Provider is suitable and for ensuring that all legal requirements in relation to the use of a Suggested Venue and/or a Service Provider, including but not limited to health and safety, are complied with.
10.7 The Client shall indemnify arrangeMY and keep arrangeMY indemnified both during the continuance of the Contract and after its termination, during any Booking Confirmation and throughout the provision of any services, against all losses, injury, damage, claims, demands or expenses howsoever arising that arrangeMY suffers or incurs as a result of the Contract, a Booking Confirmation or the Provision of services.
10.8 The Client shall indemnify arrangeMY against all liabilities incurred by arrangeMY as a result of a breach by the Client of any law from time to time in force.
11. arrangeMY acting as ‘Principal’
On the rare occasion that a Hotel, Venue or Service Provider refuses to deal with arrangeMY as the disclosed agent of the Client and arrangeMY must act as Principal with the Venue or Service Provider, these terms and conditions are amended as follows:
11.1 Whilst arrangeMY may seek confirmation from the Venue or Service Provider that the Suggested Hotel, Venue and/or a Service Provider has complied with all health and safety requirements and has adequate insurance for third party risks.
11.1.1 the Client fully indemnifies arrangeMY for any losses, claims, demands, expenses, costs or damages incurred by the Client, arrangeMY, the Venue or Service Provider or any third party, howsoever caused, saved for injury or death caused by the negligence of arrangeMY; and
11.1.2 arrangeMY shall not be liable for any losses, claims, expenses, costs or damages incurred by the Client, the Venue or Service Provider or any third party, howsoever caused, saved for injury or death caused by the negligence of arrangeMY.
11.2 The Client agrees that arrangeMY may terminate any contract with a Venue or Service Provider for failing to provide arrangeMY on request with confirmation that the Suggested Venue and/or a Service Provider has complied with all health and safety requirements and has adequate insurance for third party risks and arrangeMY shall not be liable to the Client for any loss, claim, demand, expense, cost or damage suffered by the Client as a result of that termination.
12. Delegates
12.1 Payment terms for Delegates will be agreed in writing between the Client and arrangeMY and terms and conditions will be amended accordingly and issued to the Delegate.
12.2 arrangeMY will not be responsible for any losses suffered by the Client or the Delegate, without limitation.
12.3 Where the Delegates are to settle their own extras, arrangeMY will instruct the Hotel, Venue or Service Provider accordingly. arrangeMY shall not be held liable for any outstanding payments under any circumstances.
12.4 The Client accepts full responsibility for any outstanding payments in respect of clause 11.4.
12.5 Booking terms and conditions will apply to the Delegates by arrangeMY on behalf of the Client.
13. Delegate fee collection Service
13.1 arrangeMY are able to provide the Client with a payment collection service from Delegates.
13.2 If the Client opts to use this service, arrangeMY will agree terms and conditions in writing with the Client on an event-by-event basis.
14. Event Management Service Specific Payment terms
14.1 Prior to the Event where Event Management services have been arranged, arrangeMY will issue the client with their invoice detailing agreed staged payment terms, e.g.
10% on contract signature,
50% 7 days before the Event, and
40% after the Event.
The Client will be required to make payments as detailed in the invoice.
14.2 Following the Event arrangeMY will issue the Client with a final invoice detailing their Event Management Fees
14.3 The Client accepts that the Event Management Fee is subject to change as a result of any alterations to the Event.
14.4 Payment of the Event Management Fee shall be due in full within 14 days of the invoice date. Interest will be charged at 2% for any monies still outstanding in excess of the required 14 days
14.5 If payment of an invoice remains outstanding for a period of in excess of 28 days, arrangeMY will exercise its right to claim interest and compensation for debt recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998.
14.6 Any queries on the invoices must be raised by the Client in writing within 7 days of the invoice date, otherwise the Client will be deemed to have accepted the invoice and the full balance will be due.
14.7 Should there be any ongoing queries, the remaining balance should be paid and only the queried amount withheld.
15. Termination
15.1 Without prejudice to any other rights or remedies which the arrangeMY may have, arrangeMY may terminate the Contract without liability immediately on giving notice to the Client if:-
(a) the Client alters or cancels a Contracted Event
(b) the Client commits a material breach of the Contract; or
(c) an order is made or a resolution is passed for the winding up of the Client, or circumstances arise which entitle a court of competent jurisdiction to make a winding up order of the Client.
15.2 On termination of the Contract for any reason the Client shall immediately pay arrangeMY all of the outstanding unpaid invoices and interest and in respect of services supplied but for which no invoice has been submitted, arrangeMY may submit an invoice, which shall be payable immediately on receipt.
15.3 On cancellation of an Event by a Client, the Client will be liable to pay arrangeMY for all their services and out of pocket expenses up until the date arrangeMY are notified that the Event is to be cancelled/ or arrangeMY services are no longer required. In addition, the Client will be liable to pay 50% of the remaining balance of the contract amount.
15.3.1 If any provision of this Contract is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable or illegal, the other provisions will remain in force.
15.4 If any invalid, unenforceable or illegal provision would be valid, enforceable or legal if some part of it were deleted, that provision will apply with whatever modification is necessary to make it valid, enforceable and legal.
15.5 The parties irrevocably agree that the Courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of it or in connection with the Contract or its subject matter.
16. Force Majeure
arrangeMY shall have no liability to the Client under this Contract if it is prevented from or delayed in providing its services by acts, events, omissions or accidents beyond its reasonable control, including strikes, lock-outs or other industrial disputes, failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or sub-contractors.
17. Severance
17.1 If any provision of this Contract is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable, or illegal, the other provisions will remain in force.
17.2 If any invalid, unenforceable or illegal provision would be valid, enforceable, or legal if some part of it were deleted, that provision will apply with whatever modification is necessary to make it valid, enforceable, and legal.
18. Governing law and jurisdiction
18.1 The Contract and any dispute or claim arising out of or in connection with it or its subject matter, shall be governed by, and construed in accordance with, the law of England and Wales.
18.2 The parties irrevocably agree that the Courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of it or in connection with the Contract or its subject matter.
19. Currency
Rates quoted outside of the UK are liable to fluctuation prior to the date of arrival. arrangeMY cannot be held responsible for any currency increases/decreases.
20. VAT
VAT will be charged where applicable at the rate in force on the date of supply. arrangeMY can help and support your Finance Teams with VAT Reclaim process – this is chargeable service. Please do contact arrangeMY and schedule a meeting to define the VAT reclaiming process and to scope out the work involved.
21. ATOL Protection
21.1 The Civil Aviation Authority grants an ATOL (Air Travel Organisers License) to companies selling certain flight-inclusive travel arrangements in the UK. An ATOL provides consumer protection against supplier failure. Where the Company (“us” for the purposes of this Clause 19) are required to by the Civil Aviation Authority, it provides to customers and or Passengers (“you” for the purposes of this Clause 19) financial security for flight inclusive Packages, Flight Plus bookings and ATOL protected flights. The Company does this by way of a bond held in favour of the Civil Aviation Authority under ATOL number: 10710
21.2 When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
21.3 We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
21.4 If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
22. IATA
22.1 All Integrated Business Travel LTD ticketing locations are licensed by IATA (International Air Transport Association) to issue scheduled airline tickets. To be licensed by IATA an agency must satisfy strict security, financial and training requirements.
22.2 For further information see http://www.iata.org/about/index.
23. Complaints Process
23.1 The Client must inform arrangeMY and the Hotel, Venue or Service Provider of any complaints in writing within 7 days of the circumstances giving rise to the complaint. In the first instance contact a member of the Account Management Team.
23.2 arrangeMY will use their reasonable endeavours to satisfactorily resolve the complaint and reserve the right to reject any complaint. Photographic proof or additional evidence may be required in order to allow arrangeMY to pursue your complaint on your behalf.
23.3 arrangeMY will not be liable for any failure to supply or any unsatisfactory or inadequate supply of services by the Hotel, Venue or Service Provider as a result (either directly or indirectly) of the Client’s failure to provide arrangeMY with correct and complete instructions.
23.4 In addition clause 23.3 will apply even if the Hotel, Venue or Service Provider fails to deliver in any situation, even if it is nothing to do with the Client failing to provide arrangeMY with correct/ complete instruction.
24. Data Protection and Confidentiality
Please see our separate documented Privacy Policy.
