1. Agreement
This agreement is made between Team/Club, School, Group (hereinafter referred to as “You”) and L&J Group Inc. DBA Premier International Tours, with its principal place of business in Foxfield, Colorado, (hereinafter referred to as “PIT” or “We”).
2. Booking
Booking for a PIT project takes place by returning the booking form supplied by PIT. The agreement will become effective on receipt of a written confirmation from PIT that the tour will be organized according to the data on the booking form.
3. Deposit and Payment
Payments must be made according to the schedule in the tour confirmation/financial review and/or credit card authorization form. A non-refundable deposit (non-refundable under any circumstances) of $200.00 per person is required at the time of the tour booking. Upon tour booking, we will provide the group leader with detailed payment instructions, including a credit card authorization form required for all travelers for the payments. Together with your manager and/or coach we will make a payment schedule for your group and these payments will be included on the credit card authorization form. If your group would prefer to pay by check, your coach or manager can contact us for more instructions about check payments. PIT reserves the right to cancel the agreement and charge cancellation costs should there be non-fulfillment of the payment schedule by the group or any individuals from the group. All participants, coordinated by the team manager or coach, will be responsible for any cancellation fees owed in case of individual cancellations if the persons concerned have not paid enough to cover their cancellation fees.
4. Rate of exchange and participant prices
The tour costs are based on the exchange rate of the US$ towards the Euro and British Pound. Fluctuations of the exchange rates of all involved currencies can affect the tour costs. In addition to this, we reserve the right to increase the participant prices in case of an increase in airport (security) taxes and/or fuel surcharges for the airlines or any increase in vendor rates prior to payment in full. The following are not included in the participant price: entrance fees and/or optional excursions; city admission fees for the touring bus (mainly, but not limited to, for Italy); passport/visa fees; vaccinations; tips/gratuities to your tour manager or bus driver; laundry; telephone; mini-bar; beverages and food outside of what is included in proposed tour package.
5. Cancellation and cancellation fees
The following conditions apply for group cancellations or individual cancellations. The cancellation policy is based on the originally scheduled trip dates. Please be aware that upon booking your tour, PIT will start right away with securing airline tickets, hotel rooms, etc. for which deposits will be required to be paid by PIT (non-refundable). Besides financial investment, a significant amount of time, resources and planning is required early in the tour to offer the best experience and most competitive pricing for your group. Our cancellation policy is reflective of this and based on unrecoverable finances and resources invested when the tour is cancelled/postponed. Cancellation must be notified in writing, prior to the start of the tour. The day that the notification is received by PIT is the effective cancellation date. It is the responsibility of the group leader to inform all participants of the cancellation policy. If any individual or the entire group cancels their tour any time after booking the following cancellation fees will be charged:
1. Between booking and 20 weeks prior to departure: $200.00 per person. (non-refundable.
2. Between 20 weeks and 16 weeks prior to departure: $350.00 per person.
3. Between 16 weeks and 4 weeks prior to departure: 40% of the participant’s price per person plus added cancellation costs for the different suppliers.
4. Between 4 weeks and 1 week prior to departure: 60% of the participant's price per person plus added cancellation costs for the different suppliers.
5. Within one week of departure: 100% of the participant’s price per person.
All participants will be responsible for any cancellation fees owed in case of individual cancellations if the persons concerned have not paid enough to cover their cancellation fees.
Please note that individual cancellations within a group can increase the participant prices for the rest of the group as an individual cancellation will lower the overall number of people in the group and increase the price according to the prices outlined in your trip itinerary proposal.
Suppliers present these regulations to PIT. This policy is in place to protect all members in the group. If your total number of participants changes due to additions/ deletions your participant’s price may be adjusted accordingly. In case PIT uses a supplier with a different cancellation policy we will mention the different conditions on the tour confirmation. In general, the cancellation policy will apply in the event that the trip is canceled as a result of or following acts of force majeure, including, without limitation, acts of God, war (whether declared or not), terrorism, pandemics, civil unrest in the USA or other countries or in the event of PIT bankruptcy, insolvency, or cessation of business.
6. Image release
If you and/or your participants release pictures to us, you will give us the authority and permission to own, copyright, use, re-use, publish and re-publish pictures or video materials of all tour participants. Participants’ names will not be used with any of the photos, images, printed materials or videotapes unless authorization is requested.
7. Tour management
The group must be accompanied by at least one adult. The tour leader must be made known on the booking form supplied by PIT. The tour leader will be held responsible for any damage caused by one or more members of the group to property belonging to third parties with whom PIT has a contractual relationship (i.e. hotels, bus, etc.).
8. Travel insurance/trip protection
We advise everybody to buy travel insurance/trip protection. More information about this optional travel insurance/trip protection can be found on your group/team website page which was sent to the group leader. It is the responsibility of the group leader to inform the group members about the travel insurance/trip protection and it is the sole responsibility of the group members to obtain/purchase trip protection/travel insurance. PIT is not a licensed travel insurance broker/seller, and as such, is not legally permissible to discuss the plan inclusions/details to group members and group members must contact the insurance company directly for questions about plan inclusions, etc. PIT accepts no liability for damages of any nature, manner or form during or in relation to the trip. The general conditions of the insurance company apply to each traveler who accepts the plan/policy, including any changes in the insurance premiums or plans instituted by the insurance company.
9. Passports and Visas
It is the responsibility of all the participants to ensure that they have the appropriate travel documents for entry into the countries the group is visiting. You must check with the respective consulate(s) to determine what passports and/or visas are required for entry. Passports must be valid for at least 6 months beyond your tour departure date.
10. Duration of trip
The duration of the trip is stated in full days. The day of departure as well as the day of return is considered to be full days.
11. Air Arrangements
PIT is not responsible if an airline cancels, reschedules, or delays a flight for any reason. It is the group’s responsibility to work with the airline on which your group is ticketed while en route should there be any flight delays or cancellations. PIT is not responsible for and will not provide any refund for portions of trips missed due to canceled, rescheduled, or flight delays.
12. Accommodation
PIT withholds the right to substitute, within a timely manner, the housing accommodation for circumstances which are beyond the control of PIT. The substitution housing accommodation will meet the same criteria as established in the confirmation of the booking. Alternative accommodation made by the group without the approval of PIT will not be reimbursed. Participants must always adhere to the rules of the accommodation.
13. Sports program
PIT acts as an intermediary during the execution of the desired program. The organizers of the sports program and PIT reserve the right to alter the program should there be valid reasons. PIT accepts no responsibility whatsoever for the omission or partial omission of the sports program due to circumstances beyond their control.
14. Travelers Who Need Special Assistance on Tours
You must notify PIT of any person who requires special assistance at time of booking. PIT will make reasonable attempts to accommodate the special needs of travelers, but is not responsible in the event it is unable to do so nor is PIT responsible for any denial of services by air carriers, hotels or other independent suppliers. PIT cannot provide individual assistance to any tour participants with mobility, sight, hearing, motor skill issues or any other issues that require special accommodations throughout the tour program. A qualified and physically able companion must accompany any travelers who need such assistance and must assume full responsibility for their well-being.
15. Responsibility and liability
The responsibility of PIT, tournament organizers and hosting clubs is limited. PIT acts as an intermediary for the group and its individual members in all matters pertaining to the tours, such as, but not limited to, the arrangement of transportation, housing accommodation, meals, sightseeing, other social and cultural activities and the sports program. PIT, its partners and its officers, directors, employees, agents, independent contractors, and international affiliates (including but not limited to Esselle Sports Tours, Sports Management Creations, Play Sports Brazil, Trinidad and Tobago, Europe and the European/Scandinavian/UK tournaments), the branches, the agents, the representatives and their assistants and other affiliates involved with the operations of PIT, such as the tournament organizers and the hosting clubs (“Released Parties”) are not responsible for any personal injury, illness or death, nor for any loss, damage or theft of belongings (such as baggage, possessions or money), nor for any error, accident, delay, deviation or curtailment of any kind caused directly or indirectly by any actions, omissions, acts of neglect or failure by:
a) Any person or company retained for the benefit of the participant, including, but not limited to: housing accommodation, transportation companies and tour guides;
b) Acts of God, acts of public enemy, arrest or restraint by any government, seizure under legal process, quarantine restrictions, riots or civil commotions, strikes, lockouts or labor stoppages, war hazards or dangers incident to the state of war, applicable governmental policy, acts of terrorism, pandemics, advice of non-travel by governmental authorities;
c) Any defect or failure to comply with any part of local rules or regulations of any airplane, automobile, motor coach, ship or train or other vehicles;
d) Improper or insufficient passports or other documents;
e) Participation in sport activities.
The parties agree that the Released Parties may still be held liable for their own gross negligence or willful misconduct. Additional expenses incurred under any of these circumstances are to be paid by the participant.
16. Indemnification
You agree to indemnify, defend and hold harmless each Released Party from any claim, action, suit, and demands (including the recovery of all reasonable attorney's fees and costs incurred by a Released Party) which is initiated by a participant or a participant's parent or legal guardian which arises from an incident involving personal injury or loss that occurs during the tour.
17. Exclusion from participation
PIT in its sole discretion reserves the right to exclude any individual participant and/or team/club from any individual activity or for the remainder of the tour when an individual participant and/or team/club causes issues between PIT and its suppliers or jeopardizes the safety of any individual including but not limited to themselves, other participants, suppliers, guides and staff during the duration of the scheduled tour. Any expenses incurred will be at the individual participants and/or team/club expense.
18. Complaints
Complaints must be made known at once to the PIT representative and/or supplier. After a complaint is made/submitted, a reasonable amount of time must be given to PIT and/or its representative/supplier to resolve any such complaint(s). Should your group make alternative arrangements after submitting a complaint, without giving PIT and/or its representative/supplier a reasonable amount of time, PIT will not be obligated to reimburse your group for any additional costs associated with making alternative arrangements. In case a problem cannot be resolved in a timely matter, the PIT contacts in Europe or South America and/or your agent in the U.S.A and Canada must be informed by email while you are in Europe or South America. All complaints will be considered if made/submitted in writing up to 30 days after the trip.
19. Governing Law
The laws of the State of Colorado govern the rights and obligations of the parties to this Agreement and the interpretation, construction and enforceability thereof. You agree that any action or proceeding brought by me against any Released Party shall be brought solely in the courts of Colorado located in the City of Aurora. In the event any action or proceeding is initiated by me in a court outside of Aurora, Colorado, You agree to pay PIT's costs and reasonable attorney fees associated with defending such action or proceeding. The parties agree that in the event that any action or proceeding is initiated by either party in the City of Aurora, Colorado, the prevailing party shall be entitled to recover costs and reasonable attorney's fees.
20. Final conditions
These conditions are applicable to all agreements between PIT and any party, irrespective of domicile of parties involved in any agreement and irrespective of place where an agreement has been effected or executed or should have been executed. All groups or individuals using the services of PIT are subject to these conditions.
21. General
This Agreement is binding on the responsible officials of the participating club, the individual participants and members of the group, its parents or legal guardians and the tour manager(s).
22. Group Leader Roles and Responsibilities
The group leader acknowledges the following PRIMARY responsibilities:
1. Manage group expectations prior to departure, during the tour and post tour – please refer to the Tour Preparation Guide.
2. Manage the group dynamics including any behavior and safety issues that might arise.
3. Agrees to work with PIT staff and/or local guides to resolve any issues that may arise. prior to departure, during the tour and post tour