Get in touch
TERMS AND CONDITIONS
Hard Days Knight acts as a booking agent for activities and accommodation at various venues and locations. These terms and conditions are between the Company (from here on referred to as HDK) and the Client and set out the terms and conditions for the provision of entertainment services for the Event Date. The independent venues and services may have different terms and conditions and it is the Client’s responsibility to be aware of them. Where applicable, terms and conditions and insurance certificates are held with Hard Days Knight and can be requested by the Client.
THE CONTRACT PRICE
Booking process
As part of the HDK booking procedure we will require and therefore ask for your name and contact details, and when appropriate your payment details. At the time of booking you will be sent a Booking Confirmation via email or post (depending on your preference). You will be asked to supply any changes/alterations that need to be made to your booking confirmation. At this stage the booking will go ahead. Your name and contact details will be supplied by HDK to all associated activity venues and accommodation suppliers incorporated within your booking requirements. HDK does not and never will share your personal information with any other companies, associations and/or businesses that are not directly related to your booking. Client name and client contact details will be kept on file by HDK until after the booking has taken place, after which all information will be securely disposed of (by means of hard copy secure shredding and/or computer files will be permanently deleted). All information is kept on a secure network with appropriate data protection and antivirus software applications. Access to the network is restricted to the Directors of HDK only. Security passwords are enabled to all personal and confidential client information. We also practice quarterly auditing of our information security processes.
Payment methods
Customers are given several choices of payment.
WE DO NOT STORE ANY DEBIT OR CREDIT CARD DETAILS ON FILE UNDER ANY CIRCUMSTANCES
1. Cheques are payable to HDK Ltd. Cheques sent to HDK administration address (this must be cleared funds prior to the booking taking place).
2. By BACS transfer directly into HDK administration bank account (our bank details will be supplied to clients wishing to pay in this manner).
3. By debit or credit card. All major cards are accepted except American Express. In all cases of payment by credit card there will be a charge to the client of 2.2% of the total transaction value. This charge will be deducted at the same time as the main transaction. This amount will be clearly stated to you at the time of booking and will be clearly stated on your invoice/s. There is no charge for debit card payments
Activities
The deposit required to book and secure an event is £10 per person, per activity. The deposit is required at the time of the booking and will be payable directly to HDK. In cases where a partial deposit is taken, you hereby agree that you are liable for the WHOLE deposit amount when you make your booking. Where a partial deposit is taken, the remainder of the outstanding deposit amount will be required no later than 2 weeks after the date you paid your initial partial deposit, and is payable direct to HDK. You agree to pay the remaining balance 2 weeks before the event, again directly to HDK.
Accommodation
The deposit required to book and secure accommodation is 25% of the total accommodation cost, unless stated otherwise at the time of booking. The deposit is required at the time of the booking and will be payable directly to HDK. In cases where a partial deposit is taken, you hereby agree that you are liable for the WHOLE deposit amount when you make your booking. Where a partial deposit is taken, the remainder of the outstanding deposit amount will be required no later than 2 weeks after the date you paid your initial partial deposit, and is payable direct to HDK. You agree to pay the remaining balance 2 weeks before your check-in date, again directly to HDK. In some cases accommodation suppliers will require the final balance payment up to 8 weeks before the Clients check in date. In these cases this will be stated to the Client at the time of booking. Some accommodation providers may ask for a damages/breakages bond to be supplied by the Client. All payments will be made to HDK unless otherwise stated. The bond payment will be kept with HDK until 1 week after the Clients departure from the accommodation. Upon confirmation from the accommodation supplier that no breakages/damages have occurred during the Clients period of stay at the accommodation the bond will be released in full back to the Client. Where damages/breakages are reported, the full value of any such damages/breakages will be confirmed to the Client and the necessary amount will be deducted from the bond. In such cases any monies left from the bond after deductions will be returned to the Client.
In all circumstances
HDK will only accept a booking upon receipt of the Booking Deposit. Until the deposit is received, the Company shall be free to offer the Event Date to other interested parties.
LATE PAYMENT OF FINAL BALANCES
In the event of late payment of the final balance, HDK reserves the right to charge a daily penalty fee of 2% of the total outstanding balance from the date of the next working day after the final balance is due for payment. This charge will be added to your final balance payment unless otherwise agreed with a HDK Representative. In all cases the Client will be clearly notified of such charges where applicable and this fee will be clearly stated on your final balance invoice.
Please note in the case of the Client failing to contact HDK to pay the outstanding final balance within 1 week from the Event date, HDK reserve the right to cancel the Event with no refund of the deposit payment to the Client. HDK also reserve the right to invoice the Client for full outstanding payment of the final balance plus the associated penalty fees stated above.
AUTHORITY
The Client will be the point of contact for The Party (the individuals to whom the activities and/or accommodation or services will be provided) and upon payment of the deposit confirms that they have the authority to act on behalf of all other members of The Party. If the Client is no longer acting as the group leader, HDK should be notified in writing immediately. No correspondence will be entered into with any other member of The Party unless this condition is fulfilled.
DIETARY REQUIREMENTS
Some packages include meals. If any members of The Party have special dietary requirements, allergies or access requirements this information must be provided no later than 1 week before the Event Date.
CANCELLATIONS & ALTERATIONS TO YOUR BOOKING
If for any reason the Client cancels the booking
a) before 21 days from the Event Date, the Client shall be liable for the deposit.
b) less than 21 days before the Event Date, the Client shall be liable for 100% of the full Contract Price.
THE CLIENT MUST NOTIFY HDK AT LEAST 2 WEEKS BEFORE THE EVENT DATE WITH ANY ALTERATIONS TO THE GROUP SIZE – IN CASES WHERE THE CLIENT FAILS TO DO THIS, HDK WILL ASSUME THE GROUP SIZE IS THE SAME AS ON THE BOOKING CONFIRMATION AND THE ORIGINAL FINAL BALANCE(S) WILL BE DUE IN FULL 2 WEEKS BEFORE THE EVENT DATE
a) Should numbers increase for activities, a £10 per person per activity deposit will be required immediately, and the new final balance will be notified to the Client.
b) Should numbers increase for accommodation, 25% per person deposit will be required immediately, and the new final balance will be notified to the Client.
c) Should numbers decrease for activities and/or accommodation the deposit will not be refunded. Again the new final balance will be notified to the Client.
d) Alterations to the group size CAN NOT BE INCREASED less than 2 days before the Event Date.
e) Alterations to the group size CAN NOT BE DECREASED less than 2 weeks before the Event Date.
f) Should the group number fall to less than the minimum group size for any item in the Booking Confirmation HDK reserve the right to charge for the minimum number. Activity minimum numbers are clearly stated on our website.
We reserve the right at any time to cancel or change any of the facilities, services or prices, including accommodation, activities, restaurants, entertainment venues and to substitute alternative arrangements of comparable monetary value without compensation and accept no liability for loss of enjoyment as a result of these changes.
Most accommodation that we offer is based on twin rooms, although this is not guaranteed. However, subject to changes in numbers and most suitable configurations, we reserve the right to move members of the same sex to different room configurations to make the best use of available accommodation. If your group numbers are confirmed at an odd number you will be advised; depending on your accommodation; if a single supplement will be added to your booking as this will increase the price.
Once your booking is fully confirmed please check all details are correct. If you require any alterations to your booking please contact a HDK Representative immediately.
CANCELLATION BY YOU
We must be notified of any cancellations or amendments immediately by the Client.
Cancellation of booking is required in writing.
If in any reason the Client cancels the booking
a) before 21 days from the Event Date, the Client shall be liable for the deposit.
b) less than 21 days before the Event Date, the Client shall be liable for 100% of the full Contract Price.
CANCELLATION BY US
We reserve the right to terminate any part of your event if for any reason your safety is threatened, including but not limited to adverse weather conditions. If this occurs we will endeavour to make every effort to reschedule the event for another date. Please be aware we’re not obliged to give any refunds in cases of adverse weather conditions.
Refunds will not apply in the following circumstances; war or threat of war, riots, civil unrest, terrorism, industrial disputes, natural or nuclear disaster, fire, technical problems or any other occurrence beyond our control.
REFUND POLICY
Deposits are non-refundable. Final balances are due 2 weeks before the Event Date and once paid are non-refundable.
THE COMPANY’S AUTHORITY ON SAFETY
The Client and each and every guest agrees to abide and comply with any request or order made by or on the Company’s behalf on the grounds of safety, whether it be the safety of the venue, the guests or some other person, or on any other grounds.
The Client and each and every guest agrees that the opinion of the Company or its Servants or Agents is final in regard to any matters of safety and the Client and each and every guest agrees to abide by any such opinion howsoever expressed. If in the opinion of the Company, its Servants or Agents, the Client is or may be behaving dangerously or is acting in a manner which would or may, in the opinion of the Company, its Servants or Agents, lead to a disruption of services at the Event, the Client or guest will, at the request of the Company, its Servants or Agents leave the event for the rest of the day contracted for, without the Company, its Servants or Agents encountering any liability.
BEHAVIOUR
All timings for any events or activities will be provided in your Booking Confirmation and this will be sent to you upon receiving your deposit. It is your responsibility to ensure you take the Booking Confirmation on your weekend as this includes all relevant information for your booking. Please ensure that you arrive on time. Should you arrive late and your event or activity time is reduced or cancelled, HDK will not offer a refund or any reimbursement for lateness.
Certain event and accommodation suppliers insist on a behaviour bond to be deposited by the group on arrival. We will endeavour to include such information on your Booking Confirmation, however we advise speaking to the grounds and suppliers directly prior to your weekend. You are responsible for any damage you cause to the accommodation or other property of our suppliers.
Please also note our suppliers have the right to refuse entry, use of their equipment or use of their accommodation should you turn up intoxicated, you will not be refunded for loss of part or the whole of your package.
COMPLAINTS
If you have a complaint regarding any element of your booking, in the first instance you MUST notify the onsite Instructor/s to allow them the opportunity to resolve any issues you may have. In addition, if a complaint arises during your weekend you must telephone our main contact number (01332 913113) and speak with a Hard Days Knight Representative. If you fail to call and report any such incidents or issues we will not consider ourselves to be liable for those complaints. You must then notify us in writing. All concerns must be forwarded in writing to us within 3 working days after your event. We will acknowledge receipt of your correspondence and we will respond to all complaints in written format within 14 days.
INSURANCE AND LIABILITY FOR DAMAGE
HDK are solely the booking agent, and advise that all the activity suppliers that we work with hold their own Public Liability Insurances. HDK hold a copy of all the suppliers PLI Certificates and a copy of these can be provided upon request.
Each party will be responsible for, and will indemnify the other party with respect to, third party claims for personnel injury and property damage based on each party’s common law liability, including claims by employees of the parties. We advise all clients take holiday insurance for the duration of their event.
The Company and its Servants or Agents accept no responsibility for unforeseen events causing the Event to be cancelled or altered from that contracted for, although every effort will be made to proceed with the Service where at all possible.
In the event of any disputes or claims under this contract, all matters will fall under United Kingdom jurisdiction and should legal proceedings be necessary, all legal matters will be dealt with through United Kingdom courts.