Booking Terms & Conditions

Terms & Conditions (inc Cancellation Policy)


We are Unity in the Sun Limited, a company registered in England and Wales under company number 10555746 whose registered office address is at 424 Margate Road Westwood, Ramsgate, Kent, England, CT12 6SJ. These are the terms on which we will arrange a booking, consisting of accommodation, transfer, events, or event ticket (the ‘Arrangements’). Please read them carefully as they set out our respective rights and obligations. References to "you" and "your" in these terms means all persons on the booking (including anyone added or substituted at a later date). "we", "us" and "our" means Unity in the Sun Limited.


Because you can book different combination of event arrangements with us, in these terms we use different terms to describe them. Where you book a combination consisting of accommodation, transfers and event tickets this will create a ‘Package’. As we do not include flights within our packages we are not regarded as “Travel Agents” as defined in the Package Travel and Linked Travel Arrangements Regulations 2018.
We organise our own event packages and, in these terms, they are called ‘Packages’ (A full definition of this term can be found in the Special Notice at the end of these terms). We also sell passes for the events taking place within the week and in these terms, they are called ‘Event Only Passes’.


When making your booking for airplane travel, you will enter into contracts with the airline companies providing the service(s) of travel to and from the event. All claims regarding to air travel are to be undertaken with the airline. Please ensure your airline is ATOL registered prior to booking, ensuring cover for all eventualities.

  1. Booking and Confirmation
    1.1 By making a booking, the first named person on the bookings agrees on behalf of all persons detailed on the booking that he/she:
    1. a) has read these booking terms and agrees to be bound by them;
    2. b) consents to our use of personal data in accordance with our privacy policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable, special categories of data (such as information on health conditions or disabilities and dietary requirements); and
    3. c) is over 18 years of age at the time of booking and where placing an order for services with age restrictions, declares that he/she and all members of the party are of the appropriate age to purchase those services; and
    4. d) accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.A booking is made when a) you pay us a deposit (or full
    payment purchase); and b) we issue you with a booking confirmation. Your booking
    contract will be made up of these booking terms, our privacy policy and any other
    written information we brought to your attention before we confirmed your booking.
    Until your booking has been confirmed by us, no contract has been formed. We
    reserve the right to return your deposit and decline to issue a confirmation at our
    absolute discretion.

1.2 Please check immediately that all names, dates, timings and other details on any
documents we send to you are correct and that the names stated are the same as in the
relevant passport. If you believe that any details on any document are wrong, you must advise
us immediately as changes may not be possible later and may incur charges. It may harm
your rights if we are not notified of any inaccuracies in any document as soon as possible.
Any changes to these details that are not as a result of an error on our part may incur an
additional charge.
1. Payment
2.1 The balance of the cost of your arrangements (including any applicable surcharge) is
due prior to the advertised payment deadline date, unless you are otherwise notified in
writing. If we do not receive this balance in full and on time, we reserve the right to treat your
booking as cancelled by you in which case the cancellation charges set out in clause 8 will
become payable.
2.2 Any money paid to an airline carrier in respect of a booking is not covered by Unity
in the Sun LTD, money paid to an airline carrier creates an agreement between you the
customer and the airline carrier as a supplier.

  1. Special Requests
    3.1 If you have any special requests (for example dietary requirements or room location),
    please let us know at the time of booking. We will pass on all such requests to the relevant
    supplier, but we do not guarantee that they will be met, and we will have no liability to you if
    they are not. We regret that we cannot accept any conditional bookings (i.e. any booking
    which is specified to be conditional on the fulfilment of a special request).
    1. Insurance
    4.1 Adequate travel insurance is a condition of your contract with either us or the
    supplier/principal in question, as applicable. You must be satisfied that your insurance fully
    covers all your personal requirements including pre-existing medical conditions, cancellation
    charges, medical expenses and repatriation in the event of accident or illness. If you were to
    travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
  3. Accommodation Ratings and Standards
    5.1 Accommodation ratings are displayed as provided by the supplier. These are intended to give a guide to the services and facilities you should expect from your accommodation/arrangements. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given and no warranty is given or implied.

  4. 1. Disabled Clients
    6.1 We will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your booking, please provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details. You must also promptly advise us if any medical condition or disability which may affect your trip that develops after your booking has been confirmed, in case the arrangements made are no longer suitable.

  5. 1. Pricing and Service Charges
    7.1 Pricing:
    We reserve the right to amend the price of unsold packages any time and correct errors in the prices of confirmed arrangements. We are not responsible for:
    (i) taxes or fees applicable to the resort/hotel;
  6. Amendment, Cancellation and Transfer of bookings by you
    8.1 If you wish to amend, cancel or transfer the whole or any part of your booking after a confirmation has been issued, you must inform us in writing, by email as soon as possible. This should be done by the first named person on the booking and mus. Cancellation notices will take effect at the time we receive them.
    8.2 Amendment:
    Whilst we will do our best to assist, we cannot guarantee that we or any supplier will be able to meet any requested change. Where we or any supplier can meet a request, all changes will be subject to any applicable terms and conditions of a supplier and the payment of an administration fee of £25 per person per change, as well as any further cost we incur in making the change such as increases levied by the supplier used to fulfil your reservation. You should be aware that these costs could increase the closer to the departure date that changes are made, and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking we will treat this as a cancellation by you. A cancellation fee may be payable in accordance with the charges set out in 8.2 ‘Cancellation’ below. Please ensure that you have received written confirmation of any changes to your booking prior to travel.

8.3 Cancellation:
In the event that you wish to cancel a Package, you will have to pay the cancellation charges imposed by the supplier
Period before departure in which you notify us:
Cancellation Charge
Within 30 days of booking
Full refund of deposit/payment made within those 30 days.


Up to 60 days before departure
50% of total invoice, excluding deposit


60- 15 days before departure
75% of total invoice, excluding deposit


Within 14 days
100% of total package cost


Please note that a holiday insurance policy should be taken out to cover cancellation charges.
IMPORTANT NOTE: Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. We will deduct the cancellation charge(s) from any monies you have already paid to us.
8.4 Cancellation of a Package by you due to unavoidable and extraordinary circumstances:
You have the right to cancel your confirmed Package before departure in the event of “unavoidable and extraordinary circumstances”.

Please note that if you have to cancel in the circumstances of the Foreign and Commonwealth Office advising against travel to the destination or its immediate vicinity you will be required to claim under your holiday insurance for cancellation.
For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, and significant risks to human health such as the outbreak of serious disease at the event destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the event destination.
8.5 Transfer of a Package booking:
If any member of your party is prevented from travelling on a Package, that person(s) may transfer their place to someone else, subject to the following conditions:
1. that person is introduced by you and satisfies all the conditions applicable to the arrangements;
2. we are notified not less than 10 days before departure;
3. you pay any outstanding balance payment, an amendment fee of £25 per person transferring, as well as any additional fees, charges or other costs arising from the transfer; and
4. the transferee agrees to these booking terms and all other terms of the contract between us.
You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges as set out in Clause 8.3 will apply in order to cover our estimated costs. Otherwise, no refunds will be given for persons failing to attend.
IMPORTANT NOTE: Certain arrangements may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.

 

  1. Amendment or Cancellation by us or the supplier/principal
    As we and suppliers plan your holiday arrangements many months in advance, we and they may occasionally have to make changes to or cancel your booking.
    9.1 Amendment by a supplier:
    We will inform you of any changes or cancellations made by a supplier as soon as reasonably possible. If the Supplier offers alternative arrangements or a refund, you will need to let us know your choice within the time frame we stipulate. If you fail to do so the Supplier is entitled to assume you wish to accept the change
    9.2 Amendment by us to a Package:
    We reserve the right to make changes to Packages at any time. If we make an insignificant change, we will make reasonable efforts to inform you as soon as reasonably possible if there is time before your departure, but we will have no liability to you. Examples of insignificant
    changes include alteration of event times, changes to venues, change of accommodation to another of the same or higher standard, changes of suppliers.
    Occasionally we may have to make a significant change to your confirmed Package arrangements. Examples of “significant changes” include the following, when made before departure:
     A change of accommodation area for the whole, or a significant part of your time away.
     A change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away.
     A significant change to your itinerary, missing out one or more days entirely.

9.3 Cancellation by us of a Package:
We shall endeavour not to cancel your Package 60 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance.
If we have to make a significant change to, or cancel, your Package, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of:
 (for significant changes) accepting the changed arrangements; or
 having a refund of all monies paid; or
 accepting an offer of alternative arrangements of a comparable or higher standard from us, if available (at no extra cost); or
 if available, accepting an offer of alternative arrangements of a lower standard, with a refund of the price difference between the original arrangements and the alternative arrangements.
You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.
9.4 Your insurance in the event of a change or cancellation we make:
If we cancel or make a significant change to a Package and you accept a refund, we will provide a full refund.
9.5 Compensation in the event of a change or cancellation we make:
Where you have booked a Package and we have issued a full refund of all monies paid by you, we will not pay compensation under any circumstances:

 

  1. Our Responsibilities to you
    Our responsibilities to you differ according to what you have booked:
    10.1 In respect of Package arrangements:
    (1) We will accept responsibility for booking the arrangements we agree to provide or arrange for you as an “organiser”
    (2) We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:
     the acts and/or omissions of a third party unconnected with the provision of the services contracted for and which were unavoidable and extraordinary; or
     the acts and/or omissions of the person affected; or
     Force Majeure (as defined in clause 11).
    (a) loss of and/or damage to any luggage or personal possessions and money: Holiday insurance is required by each individual booking a package to cover said losses.
    (b) Claims not falling under (a) above and which don’t involve injury, illness or death: Holiday insurance is required by each individual booking a package to cover any such instance

(c) Claims in respect of international travel by air, sea and rail, or any stay in a hotel:
1. i) The extent of liability will in all cases be with your travel provider, limited as carriers under the appropriate Conventions, which include The Warsaw/Montreal Convention (international travel by air); The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and The Paris Convention (with respect to hotel arrangements). You can get copies of these Conventions from the internet. In addition, you agree that the operating carrier or transport company's own 'Conditions of Carriage' will apply to you on that journey. When arranging transportation, you rely on the terms and conditions contained within these international conventions and those 'Conditions of Carriage'.
(d) We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised by us. For example, any excursion you book whilst away, or any service or facility which your hotel or any other supplier agrees to provide for you.

  1. Force Majeure
    11.1 Except where otherwise expressly stated in these booking terms we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event
    beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned control.
    11.2 Brexit Implications: please note that certain travel arrangements may be affected as a result of the United Kingdom’s decision to leave the European Union. This could include visa requirements of British citizens travelling to, within or through the EU. Please rest assured that this is something we will continue to monitor and will advise our customers as soon as possible if we become aware if the event will be affected. However, since this is something which is completely unprecedented and outside our control, we would treat any such changes as Force Majeure, and whilst we will endeavour to provide suitable alternative arrangements or refunds where possible, we will not be liable to pay you any compensation.
  2. Prompt Assistance to those travelling on a Travel Package
    12.1 If, whilst you are on a Package, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. We may, for example, provide you with appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where you require assistance, which is not owing to any failure by us, our employees or sub-contractors, we will not be liable for the costs of any alternative travel arrangements or other such assistance you require.
    1. Behaviour and Conduct
    13.1 All our customers are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any hotel manager or any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any other customers or any third party, or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate your booking with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave your accommodation or other arrangements immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other arrangements will be made, and we will not pay any expenses or costs incurred as a result of termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the hotel manager or other
    supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you.

13.2 We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
1. Passports, Visas and Health
14.1 It is your responsibility to check and fulfill the passport, visa, health and immigration requirements applicable to your trip. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change, and you must check the up to date position in good time before departure.
Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting.
Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit https://www.gov.uk/travelaware
Non-British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.
14.2 We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.

  1. Law and Jurisdiction
    15.1 These booking terms and any agreement to which they apply are governed in all respects by English law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales only. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live in those places and if you wish to do so.
    1. Complaints
    16.1 If you have a problem during your holiday, by please inform the relevant supplier (e.g. your hotelier) immediately who will endeavour to put things right. If the supplier cannot
    resolve the problem to your satisfaction, you must also contact a Unity Rep immediately by telephoning our duty office on: 07775 613235 so that we have the opportunity to help. We make every effort to ensure that your holiday arrangements run smoothly but In the event that that the issue cannot be resolved at the time, you must write to us within 14 days of return from your trip quoting the original booking reference and giving all relevant information to;
    info@unityinthesun.com
  2. Data Protection and Privacy
    17.1 Please see our privacy policy for full information regarding the way in which we use and store your personal data.
    1. Insolvency Protection
    18.1 We are not a travel agent, so do not come under the financial security of ATOL protected flights and flight-inclusive Travel Counsellors Packages.
    1. Delays, Missed Transport Arrangements & other Travel Information
    19.1 If you or any member of your party is subject to a delay, misses your flight or other transport arrangement, or your transport arrangement is cancelled, you must contact us immediately. You must also contact the airline for other transport supplier concerns immediately.
    19.2 Under EU Law, you have rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at EU airports and will also be available from airlines. If the airline does not comply with these rules you should complain to the Civil Aviation Authority at www.caa.co.uk/passengers. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund of your holiday price from us. If, for any reason, you do not claim against the airline and make a claim for compensation from us, you must, at the time of payment of any compensation to you, make a complete assignment to us of the rights you have against the airline in relation to the claim that gives rise to that compensation payment. A delay or cancellation to your flight does not automatically entitle you to cancel any other arrangements even where those arrangements have been made in conjunction with your flight.
    19.3 We cannot accept liability for any delay which is due to any of the reasons set out in the Force Majeure clause of these Booking Conditions (which includes the behaviour of any passenger(s) on any flight who, for example, fails to check in or board on time).

19.4 The carrier(s), flight timings detailed on your transfer confirmation are important as we arrange your transfers to the flight times. Any changes must be forwarded to us at your earliest convenience. We will not be held responsible for anyone missing transfers due to incorrect flight details provided
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Special Notice:
We use the term "Packages" as a descriptive way of differentiating between all our products that have various numbers of day/night/music hotel accommodation with inclusive hotel specific entertainment. In accordance with "The Package Travel and Linked Travel Arrangements Regulations 2018" we stipulate that the term "Packages" is used as a descriptive tool and not to define an item as a "Package" under "The Package Travel and Linked Travel Arrangements Regulations 2018".
We use the term ‘Event Only Passes’ for tickets that are inclusive of all the entertainment on offer, without hotel accommodation & transfers.