Terms & Conditions

1. Company details and scope

1.1 These Booking Conditions apply to business customers purchasing travel services from Sports Tourz B.V. (“Sports Tourz”, “we”, “us” or “our”) for resale or incorporation into their own travel products.

Company name: Sports Tourz B.V.

Address: Stuyvesantstraat 9, 2023 KK Haarlem, the Netherlands

Chamber of Commerce number: 97855952

VAT number: NL868262018B01

Email: hello@sportstourz.eu

Emergency telephone number during travel: +31648495446

1.2 “Customer” means the tour operator or other business identified as the contracting customer in the quotation. “Participants” means the individuals taking part in the tour. “Tour Start Date” means the first day of the services booked with Sports Tourz.

1.3 The Customer purchases in its own name unless a different agency arrangement is expressly agreed in writing. The quotation and confirmation will identify the services and responsibilities undertaken by Sports Tourz.

1.4 These conditions, the accepted quotation and the booking confirmation form the agreement. Expressly agreed booking-specific provisions take precedence over these conditions, subject to mandatory law.

1.5 The Customer’s purchasing conditions do not apply unless expressly accepted in writing by Sports Tourz.

2. Booking and confirmation

2.1 A binding agreement is formed when Sports Tourz issues written confirmation following the Customer’s acceptance of the quotation within its validity period.

2.2 Payment and cancellation obligations apply from confirmation. Failure to pay the initial instalment does not automatically release the Customer from the agreement.

2.3 The Customer is responsible for payment irrespective of whether it has received payment from Participants, agents or its own customers.

2.4 Availability and prices remain subject to confirmation until the agreement is formed.

3. Prices, VAT and city tax

3.1 The quotation specifies the booking price, its VAT treatment and whether city tax, tourist tax and other mandatory charges are included or payable locally. Known mandatory charges will be disclosed before confirmation.

3.2 If, after confirmation, applicable legislation or a binding decision of a competent authority changes VAT, city tax, tourist tax or another mandatory tax or levy affecting the booked services, Sports Tourz may adjust the booking price by the actual resulting increase, to the extent legally permitted. A corresponding decrease will be passed on to the Customer.

3.3 Adjustments will be limited to the affected services, taxable amounts, Participants and nights. A tax must not be charged twice.

For a percentage-based tax, the adjustment will reflect the difference between the old and new rates applied to the legally applicable taxable amount. For a fixed tax, the adjustment will reflect the change in the amount per applicable unit.

3.4 Sports Tourz will provide written notification explaining the legal change, effective date and calculation as soon as reasonably practicable. No additional margin or administration fee will be added to the tax adjustment.

3.5 Other price changes require the Customer’s written agreement unless another expressly agreed contractual mechanism applies.

4. Payment terms

4.1 The total booking price is payable as follows:

a) 30% upon written booking confirmation;

b) a further 50% no later than two calendar months before the Tour Start Date;

c) the remaining 20% no later than one calendar month before the Tour Start Date.

4.2 If confirmation occurs on or after the date falling two calendar months before the Tour Start Date, but before the date falling one calendar month before it, 80% is payable immediately upon confirmation. The remaining 20% is payable one calendar month before the Tour Start Date.

4.3 For bookings confirmed on or after the date falling one calendar month before the Tour Start Date, full payment is payable immediately upon confirmation.

4.4 Exact due dates will be stated in the confirmation and invoices. Calendar-month dates use the corresponding day of the relevant month or, if that day does not exist, the last day of that month.

4.5 Payments must be received in euros by the due date. Any payment-transfer charges imposed on the Customer by its payment provider are the Customer’s responsibility.

4.6 Any alternative payment schedule must be expressly agreed before confirmation. All advance payments are credited against the booking price.

4.7 If payment is overdue, Sports Tourz will issue written notice allowing seven calendar days to remedy the failure. A shorter reasonable period may apply where necessary because of imminent departure or a supplier deadline disclosed before confirmation.

If payment remains outstanding, Sports Tourz may suspend performance or terminate the booking by written notice, subject to applicable law. On termination for non-payment, Article 5 applies using the termination date. There will be no double recovery.

5. Cancellation by the Customer

5.1 Full or partial cancellations must be sent to hello@sportstourz.eu. Cancellation takes effect when received, including during weekends and public holidays. Sports Tourz will acknowledge receipt.

5.2 The following cumulative cancellation charges apply:

a) From confirmation until, but excluding, the date falling two calendar months before the Tour Start Date: 30% of the applicable booking price.

b) From and including the date falling two calendar months before the Tour Start Date until, but excluding, the date falling one calendar month before the Tour Start Date: 80% of the applicable booking price.

c) From and including the date falling one calendar month before the Tour Start Date, including cancellation on the start date or a no-show: 100% of the applicable booking price.

These percentages are total charges, not amounts added to earlier instalments. The cancellation schedule therefore corresponds to the cumulative payment schedule of 30%, 80% and 100%.

5.3 For full cancellation, the applicable booking price is the total agreed booking price.

For partial cancellation, the charge applies to the price attributable to the cancelled Participants or services. Previously disclosed fixed group costs that remain payable will be allocated to the remaining booking. The same cost will not be charged twice.

5.4 Payments received will be credited against the cancellation charge. Any excess will be refunded within 14 days after cancellation. Any shortfall is payable within 14 days of the cancellation invoice.

5.5 Alternative cancellation arrangements apply only if expressly agreed before confirmation. They must identify the affected services and replace, rather than duplicate, the standard charge for those services.

5.6 Mandatory rights to cancellation, refund or reduction of charges remain unaffected.

6. Changes, participants and sporting events

6.1 Requests to change dates, services or Participant numbers are subject to availability and written acceptance. Sports Tourz will explain any price consequences before the Customer accepts the change.

6.2 The quotation will state any minimum group size, fixed group costs and deadlines for names, rooming lists and other required information.

6.3 Sports fixtures, venues and starting times may be changed by the relevant governing body or event organiser. Sports Tourz will inform the Customer promptly and discuss appropriate alternatives.

A change affecting an expressly agreed essential element is not automatically treated as an insignificant programme change.

6.4 Sports Tourz may make insignificant operational changes that do not materially reduce the agreed standard or value. Material changes require agreement or will be dealt with under applicable law.

7. Cancellation by Sports Tourz and force majeure

7.1 Sports Tourz will notify the Customer promptly if circumstances prevent performance and will discuss reasonable alternatives.

7.2 If Sports Tourz cancels before the Tour Start Date for a reason not attributable to the Customer, payments for services that will not be supplied will be refunded within 14 days, unless the parties agree to a replacement arrangement.

Any deduction for unavoidable, non-recoverable supplier costs is permitted only where a specific allocation of that risk was expressly agreed before confirmation and is legally enforceable. Supplier conditions do not automatically override this agreement.

7.3 Force majeure means circumstances beyond the affected party’s reasonable control whose consequences could not have been avoided despite reasonable measures. An event must actually prevent or materially affect performance; its description as a pandemic, strike or weather event is not sufficient by itself.

7.4 Force majeure does not automatically remove repayment obligations. Any entitlement to damages will be assessed separately under the agreement and applicable law.

8. Performance and liability

8.1 Sports Tourz is responsible for performing its contractual obligations with reasonable care and skill. The use of suppliers does not automatically exclude that responsibility.

8.2 To the extent legally permitted, liability for damage arising from a booking is limited to the total price of that booking. Liability for indirect or consequential business loss is excluded to the extent legally permitted.

8.3 These limitations do not apply to fraud, wilful misconduct or gross negligence by Sports Tourz or its management, death or personal injury for which liability cannot lawfully be limited, or other liability that cannot lawfully be excluded or restricted.

8.4 Each party will take reasonable steps to prevent or reduce loss. Mandatory rights of recourse remain unaffected.

9. Customer responsibilities and insurance

9.1 The Customer is responsible for its own resale contracts, information to its customers and legal obligations arising from its role. This does not transfer Sports Tourz’s own legal obligations to the Customer.

9.2 The Customer must provide accurate information and communicate relevant safety instructions and practical requirements to Participants.

9.3 The Customer should ensure that Participants have suitable travel, medical, sports-activity and cancellation insurance. Insurance does not replace either party’s contractual obligations.

10. Complaints and emergency contact

10.1 Problems must be reported to Sports Tourz without undue delay so that a solution can be sought.

10.2 For urgent matters during travel, contact Sports Tourz on +31648495446.

10.3 Unresolved complaints should be submitted to hello@sportstourz.eu with the booking reference and supporting information. Sports Tourz will acknowledge the complaint within seven days and aim to provide a substantive response within 30 days.

11. Governing law and final provisions

11.1 Dutch law applies. Disputes will be submitted to the competent court in the Netherlands, subject to mandatory jurisdiction rules.

11.2 Changes to an existing agreement require written agreement, except where an existing contractual provision or mandatory law expressly permits otherwise.

11.3 Updated conditions apply to new agreements and do not automatically amend existing bookings.

11.4 If a provision is unenforceable, the remaining provisions continue to apply to the extent legally possible.