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Terms & Conditions

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TOUR OPERATOR BOOKING CONDITIONS in respect of THE EVENTA GROUP LIMITED where the Package Travel Regulations apply

If you have not booked a package then the booking conditions applicable to your booking can be found by following this link Terms and Conditions.

Your Key Rights under the Package Travel Regulations 2018

1.    Travellers will receive all essential information about the package before concluding the package travel contract.

2.    There is always at least one trader who is liable for the proper performance of all the travel services included in the contract.

3.    Travellers are given an emergency telephone number or details of a contact point where they can get in touch with the organiser or the travel agent.

4.    Travellers may transfer the package to another person, on reasonable notice and possibly subject to additional costs.

5.    The price of the package may only be increased if specific costs rise (for instance, fuel prices) and if expressly provided for in the contract, and in any event not later than 20 days before the start of the package. If the price increase exceeds 8% of the price of the package, the traveller may terminate the contract. If the organiser reserves the right to a price increase, the traveller has a right to a price reduction if there is a decrease in the relevant costs.

6.    Travellers may terminate the contract without paying any termination fee and get a full refund of any payments if any of the essential elements of the package, other than the price, are changed significantly. If before the start of the package the trader responsible for the package cancels the package, travellers are entitled to a refund and compensation where appropriate.

7.    Travellers may terminate the contract without paying any termination fee before the start of the package in the event of exceptional circumstances, for instance if there are serious security problems at the destination which are likely to affect the package.

8.    Additionally, travellers may at any time before the start of the package, terminate the contract in return for an appropriate and justifiable termination fee.

9.    If, after the start of the package, significant elements of the package cannot be provided as agreed, suitable alternative arrangements will have to be offered to the traveller at no extra cost. Travellers may terminate the contract without paying any termination fee, where services are not performed in accordance with the contract and this substantially affects the performance of the package and the organiser fails to remedy the problem.

10.    Travellers are also entitled to a price reduction and/or compensation for damages where the travel services are not performed or are improperly performed.

11.    The organiser has to provide assistance if the traveller is in difficulty.

12.    If the organiser or, in some Member States, the retailer becomes insolvent, payments will be refunded. If the organiser or, where applicable, the retailer becomes insolvent after the start of the package and if transport is included in the package, repatriation of the travellers is secured. We, The Eventa Group, have taken out insolvency protection with the financial protection entity ABTA – The Travel Association. You can contact the financial protection entity ABTA – The Travel Association at 30 Park Street, London, SE1 9EQ; claims@abta.co.uk; 020 3117 0500, if services are denied because of insolvency.

13.    The Package Travel Regulations 2018 can be found on: https://www.legislation.gov.uk/ukdsi/2018/9780111168479/contents

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Introduction

These Booking Conditions only apply where you have booked a "package" as defined in The Package Travel and Linked Travel Arrangements Regulations 2018 (the "Regulations")

For the purposes of the Regulations a package arises where at least two out of the three following components are offered at an inclusive price:-

  1. (a) transport
  2. (b) overnight accommodation
  3. (c) other tourist services 

If you have booked a package then your contract is with The Eventa Group Limited, a company registered in England and Wales (Co.No. 04945685), whose registered office is at Hanover House, 118 Queens Road, Brighton, East Sussex, United Kingdom, BN1 3XG.

Where any booking is taken by The Eventa Group Limited (Co.No. 04945685) (which company trades as "The Stag Company" and "Hen Heaven") then such booking (whether taken in person, over the telephone or via their website) is taken merely as agent for and on behalf of The Eventa Group Limited.

Your contract incorporates these Booking Conditions and by making or joining a booking with us you confirm your acceptance of these Booking Conditions.

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Booking & Payment

A. BOOKING AND PAYMENT

A1. YOUR RESERVATION

A.1.1 Bookings are taken on the basis that they are made by a Group Leader. When you make a booking and pay your initial payment we will take an estimate of group numbers and will reserve your arrangements in accordance with these Booking Conditions. A binding contract between us will come into existence only when we send our Booking Confirmation to you. Prior to doing so, we may send you an acknowledgement of your booking. Any such acknowledgement simply indicates that we are dealing with your booking request and is not a confirmation of it.

A.1.2 Please check your Booking Confirmation together with all other documents we send you, as soon as you receive them. Contact us immediately if any information which appears on the Booking Confirmation or elsewhere appears to be incorrect or incomplete, as it may not be possible to make changes further down the line. We regret we cannot accept any responsibility if we are not notified of any inaccuracies in any document within 24 hours of our sending it out. Whilst we will do our best to rectify any inaccuracies notified outside these time limits, you will be responsible for any costs and expenses involved in doing so.

A.1.3 Any contract is with the Group Leader as shown on the Booking Confirmation. Unless you advise us to the contrary we will assume that every member of your group is over 21 years of age. If this is not the case and some members of your party do not fall into this age category, please check with us that the events you book can accommodate the younger members of your party. If this is not checked prior to your booking and you encounter problems during your arrangements, we cannot be held liable.

A.1.4 The Group Leader is responsible for ensuring that other members of his/her party are aware of these Booking Conditions and that they consent to him/her acting on their behalf in dealings with us.

A.1.5 The Group Leader is responsible for the reservation and for ensuring that all monies due for a booking are collected and paid on time by the members of the group. The Group Leader assumes all responsibility to settle the balance of the invoice for a confirmed booking before the final balance due date.

A2. OUR PRICE POLICY AND PAYMENT TERMS

A.2.1 We reserve the right to alter prices shown in any brochures or on any website and we will inform you of any price changes prior to the issue of our Booking Confirmation. Once our Booking Confirmation has been issued then, save in the case of manifest or system error, the price shown on the Booking Confirmation shall apply and no surcharges or other fees will be levied save where expressly provided for in these Booking Conditions.

A.2.2 When you make your booking the Group Leader is required to pay a non-refundable initial payment of £50 or such other figure that may be agreed during the sales process. Each member of the group is then required to pay a non-refundable minimum payment of £30 or such other figure as may be agreed during the sales process, in order to secure their place. Unless a different timescale for payment is confirmed by us in writing, the final balance of the total price of your arrangements must be paid by each member of the group at least 42 days prior to the package commencing. It is the Group Leader's responsibility to make sure that all payments are made by members of the group by the due date for payment.

Each member of your group is able to pay separately through our online payment system and final numbers for your package will be determined by us based solely on the numbers who have paid the balance required in full as at the date 42 days prior to the package commencing (or any other final balance date specified). If your package is due to commence within 42 days of your booking then the total price shall be payable at the time of booking and numbers will be confirmed at the point at which we accept your booking and receive payment.

If the final balance date is more than three months away, and the package price is more than £100 per person, individuals will qualify to pay by instalment plan, whereby monthly amounts will automatically be deducted from their chosen payment card, on a set date.

Individuals may prefer to make a minimum payment by the set deadline in order to secure their place and then make further payments towards their final balance as and when they wish, ensuring that payment is received in full by the set deadline. In all cases, anyone who does not make the required payments by the deadlines specified will not be able to attend the weekend.

A.2.3 Payments via our online payment system or on the telephone can be made by credit or debit card via a secure payment system. Effective from 3rd January 2018 no surcharges will be applied to any card transactions, in line with UK legislation. Card surcharges imposed prior to this date are non-refundable in all instances, save where we actively cancel your booking.

A.2.4 Save where these conditions otherwise expressly state all initial payments, part payments, payment instalments, treatment fees, theatre or show tickets, administration and service fees are non-refundable and non-transferable. If you opt to make a payment on behalf of another guest, you agree for the funds assigned to them during the transaction to be subject to the name change process outlined in clause C2.2.1.

A.2.5 Where your arrangements consist of a number of activities then discounts may be applied to the total price of the arrangements. Such discounts will only apply where all the activities are included and if you, or a member of the group, decide not to take up a particular activity then we reserve the right to alter the monies due for the remainder of the activities included within the original package.

A.2.6 All prices are inclusive of value added tax or similar sales tax.

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Changes & Cancellation

B. CHANGES AND CANCELLATION BY US

B1. IF WE CHANGE YOUR ARRANGEMENTS BEFORE DEPARTURE

B1.1 We hope and expect to be able to provide you with all the services we have confirmed to you in our Booking Confirmation. We plan arrangements in advance using independent suppliers such as venues, hotels, activity suppliers etc., over whom we have no direct control. On occasions changes do have to be made, and we reserve the right to make these. Most of these changes are minor. However, if we consider them a "Significant Change” we will endeavour to advise you as soon as reasonably possible. A Significant Change includes, purely by way of example, a significant change of booking destination.

B1.2 In the case of a Significant Change before your departure we will provide you with three alternatives:

B1.2.1 alternative arrangements of equivalent or of closely similar (‘like for like’) standard and price, if available, or

B1.2.2 alternative arrangements of a lower standard together with a refund of the difference in price; or

B1.2.3 cancel the particular arrangements effected with a full refund of all monies paid.

In all 3 cases, compensation will be paid as detailed in clause D1 below unless the change occurs as a result of circumstances beyond our control where clause E will apply.

B2. IF WE CANCEL YOUR ARRANGEMENTS

B2.1 In the unlikely event we need to cancel your arrangements we will tell you as soon as possible. If we have to cancel your arrangements we will provide you with three alternatives:

B2.1.1 alternative arrangements of equivalent or of very closely similar standard and price, if available, or

B2.1.2 alternative arrangements of a lower standard together with a refund of the difference in price; or

B2.1.3 cancel the particular arrangements effected with a full refund of all monies paid.

In all 3 cases, compensation will be paid as detailed in clause D1 below unless the change occurs as a result of circumstances beyond our control (in which case clause E will apply) or we cancel as a result of your failure to pay your deposit or the balance or any other sum when due or where clause B2.2 applies.

B2.2 We regret that some packages shown on our website or in our brochures can only be operated if a sufficient number of people book onto the group booking. If there are insufficient numbers booked on your group, we have the right to cancel the arrangements in question or require an increase in the total payable by each person in the group. If we have to do so, we will tell you as soon as reasonably practicable and in any event prior to the package starting. Where we cancel for lack of numbers in accordance with this clause, no compensation or other amounts (for example, the return of monies paid or the cost of any connected travel arrangements you have made independently) will be payable.

C CHANGES AND CANCELLATION BY YOU

C1 IF YOU CHANGE YOUR BOOKING

C1.1 If you want to change your arrangements in any way you must inform us in writing, via your Party Hub, as soon as possible. We will try to help you, although we cannot guarantee that we will always be able to do this as changes are subject to availability at the time and the booking conditions of suppliers.

C1.2 Where we can make a change, we will charge for any additional services, facilities, or other items changed, at the price which applies on the day the change is made. In addition, we will also apply an administration charge of £75 to change the date or location of the booking or an administration fee of up to £30 per change to individual elements within the booking together with any further costs we incur, for example with our suppliers, in making any change.

It is not possible to transfer your booking to a start date more than three months after your original package start date without incurring cancellation charges.

Cancellation charges may also apply (as per those shown in the table set out in clause D1) where changes are made after the date when final payment is due.

C1.3 Any discount or special offer you may have received at the time your original booking was made may be altered or reduced whenever changes are made if such discount or special offer has since been altered, reduced or withdrawn. Discounts agreed on a specific package price will only be applied to those group members participating in the full package.

C1.4 If you have paid supplements for accommodation and the number of people in your accommodation changes less than 42 days prior to the package start date, you may have to pay extra.

C1.5 Any change to your start date, destination, or accommodation has to apply to all members of your group.

C1.6 You may not change arrangements chosen from our brochures or websites to special offer packages such as any featured in promotional publications, without incurring cancellation charges. Such a change would necessitate the cancellation of your existing arrangements (and be subject to our cancellation charges shown in clause D1) and the re-booking of new arrangements at the price applying on the day the re-booking is made.

C1.7 Subject to availability persons may join your group less than 42 days prior to the start date but there will be an administrative fee of £30 per additional name, such fee being in addition to the package costs, which will be payable immediately.

C2 IF YOU CANCEL YOUR BOOKING

C2.1 The Group Leader has the right, as agent for the remaining members of the group, to cancel the arrangements for all members of the group. If you wish to cancel all or part of your booking, you may do so at any time up to 42 days prior to the start date of your package but you will lose all monies paid on the booking. Within 42 days of the start date if some or all of your party cancel their booking or we are entitled to treat your booking as cancelled in accordance with these Booking Conditions, we may also levy a cancellation charge on the scale shown in the table set out in clause D1. These charges are based on the estimated cost of cancelling your arrangements and the expenses and losses we are likely to suffer if we cannot resell the package.

C2.2 If you or anyone included within your booking is unable to attend for any reason, partial monies paid against the space will be retained and are non-transferable, but where possible, a new guest may be invited instead. The new guest must pay for their space in full. If a full place payment has been made against the original name, the terms of the contract have been met and it may be possible to transfer the place on the booking of the person(s) concerned to someone else/other people suggested by you and acceptable to us subject to the following:

C2.2.1 The Group Member in question must opt to cancel their place via their online Party Hub confirming that they are happy for their funds to be transferred to a new guest. We must receive this notification at least fourteen days before departure for a name change to be possible.

C2.2.2 If the change can be made, you, or the new guest, will be required to pay amendment fees as noted in Clause C1.7 together with any extra costs we incur or are asked to pay in order to make the change.

C2.2.3 Anyone who travels in place of anyone who was originally due to travel agrees to these Booking Conditions and any other requirements which apply to the booking. If the full cost of the travel arrangements should already have been paid when the change is requested, this must be paid before the change can be finalised.

C2.3 If any person on the booking cancels and you cannot fill that person's place, you may have to pay additional supplements for your accommodation. For example, you may have to pay single or under-occupancy supplements.

C2.4 If you do cancel, you must still pay any amendment charges, which arose before the cancellation, and any required monies towards any pre-booked items or services.

D CHANGES AND CANCELLATION CHARGES

The following sets out the sums payable to us or you in the event of Significant Changes or cancellation. These sums are not payable where we have to make a Significant Change or cancel your arrangements as a result of:-

(a) matters outside of our control when clause E shall apply or

(b) where your booking was accepted "subject to availability” or similar, and the arrangements are not available

Period before start date of package in which notice of cancellation or Significant Change is received:

More than 42 days

Amount you will receive from us if we make a Significant Change - Return of initial payment only

Amount you will receive from us if we cancel - Return of any monies paid

Cancellation Charge if you cancel - Retention any paid monies

Between 42 days and 7 days

Amount you will receive from us if we make a Significant Change - Return of monies paid for arrangement affected by significant change

Amount you will receive from us if we cancel - Return of monies paid

Cancellation Charge if you cancel - Retention any monies paid plus up to 50% of total price owed per guest on the booking

Less than 7 days

Amount you will receive from us if we make a Significant Change - Return of monies paid for arrangement affected by significant change

Amount you will receive from us if we cancel - Return of monies paid

Cancellation Charge if you cancel - Retention any monies paid plus up to 100% of total price owed per guest on the booking

NOTE "total price" means the total price payable by each person for the arrangements excluding any fees payable for any changes made by you to your booking.

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Limitation of our liability to you

E. LIMITATION OF OUR LIABILITY TO YOU

E1 We will not be liable where any failure in the performance of the contract is due to:

E1.1 you; or

E1.2 a third party unconnected with the provision of the arrangements and where the failure is unforeseeable or unavoidable; or

E1.3 unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall.

E2 Our liability, except in cases involving death, injury or illness, shall be limited in any event to a maximum of two times the cost per person of the arrangements per person affected.

E3 Should you or any member of your group suffer illness, personal injury or death attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which we or our suppliers, even with all due care, could not foresee or forestall, we will offer you such advice, guidance and assistance as is reasonable in the circumstances.

E4 Our liability will also be limited in accordance with and/or in an identical manner to:

E4.1 the contractual terms of the companies that provide the arrangements which are incorporated into and form part of your contract with us; and

E4.2 any relevant international convention, for example the Paris Convention in respect of the provision of accommodation, which limit the amount of compensation that you can claim and which are incorporated into and form part of your contract with us and we are to be regarded as having all the benefit of any limitation of compensation contained in any such conventions.

E4.3 any transfers booked as part of your package. Transfers are booked on behalf of the group, and as such, the transport provider’s insurance and conditions apply. We cannot accept any responsibility or liability whatsoever for traffic congestion, road accidents, adverse weather conditions, compliance with requests of the police, customs or other government officials and security services, or other matters outside our reasonable control and will not be liable for any inconvenience or loss incurred caused by a breakdown or unforeseen delay.

E5 Unless otherwise expressly indicated by us in writing, excursions or other tours that you may choose to book or pay for whilst you are away are not part of the arrangements provided by us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.

E6 The provisions of clauses E1 to E5 inclusive are in addition to any other limitation of liability contained in these Booking Conditions.

E7 Nothing in these Booking Conditions affects any statutory rights that you may have under the relevant jurisdiction applicable pursuant to clause H3.

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Your responsibilities

F YOUR RESPONSIBILITIES

F1. SPECIAL REQUESTS

If you have a special request, we will do our best to help, but we cannot guarantee it except as set out below. Please advise us of your request at the time of booking and make sure that we are given as much detail as possible. If your special request is vital to your arrangements, it must be specifically agreed with us before or at the time you book. We will comply with any special request which we have specifically agreed and confirmed in writing. General confirmation that a special request has been noted or passed on to the supplier or the inclusion of a special request on your Booking Confirmation or on the acknowledgement of your booking or any other documentation is not confirmation that the request will be met.

Unless and until specifically confirmed in writing all special requests are subject to availability. If any additional cost is applicable, it must be paid for immediately.

F2. YOUR DOCUMENTATION

F2.1 You are responsible for ensuring that you and all other persons included in your group satisfy all passport, visa, travel insurance and health certificate requirements and we accept no responsibility for any refusal of travel or entry into any destination or for any liabilities, losses, delays or expenses incurred through any irregularity in such documentation. If you have any queries with regard to documentation and insurance requirements you must raise them with us well in advance. This includes sufficient photo ID for venues requiring proof of age where we can accept no liability for refusal of entry, on this or any other grounds.

In the event we are asked to re-issue tickets that have been lost, destroyed or stolen and we agree to do so, any charges incurred as a result of this will be payable by you.

F3. HEALTH PRECAUTIONS

F3.1 Some of our packages involve strenuous activities. It is your responsibility to ensure that you and your group members have the levels of health and fitness required for any particularly strenuous activities and to alert us before booking of any condition of which we, and our providers, should be aware.

F3.2 You must provide us with full details of any existing medical or physical problem (including unusual height or weight) or disability that may apply to any member of your group and which affect your arrangements (including, in particular, any accommodation requirements) at the time of booking. If in our reasonable opinion, your chosen arrangements are not suitable for the medical or physical problem or disability or you are not travelling with someone who can provide all assistance that may be required, we have the right to refuse to accept the booking or you may not be able to participate in certain events in which event we shall not be liable for any losses or compensation arising. If you do not give us full details of any medical or physical problem or disability at the time of booking, we can also cancel the booking when we find out the full details if in our reasonable opinion the arrangements are not suitable in the circumstances. If we cancel in this situation, monies paid towards the event will be non-refundable and cancellation charges as set out in clause D1 must be paid by the person concerned.

F4. INSURANCE

F4.1 It is your responsibility to make sure you have suitable insurance in place prior to travel. We cannot be held responsible for any costs you incur as a result of failing to have suitable insurance in place prior to travel.

If you are unable to attend all or some aspect of your package for any reason outside of your control, and you have the appropriate cover in place, we will be happy to provide you with a Statement of Payments Received to support an insurance claim, but please note that we are unable to confirm or deny your participation in the event.

F4.2 If you participate in sports and activities whilst travelling, whether or not organised and arranged independently of us, it should be understood that participation is at the individual's own risk and it is your responsibility to ensure that such activities are covered by your insurance policy.

F5. BEHAVIOUR

You must be responsible for the behaviour of yourself and your group, for the duration of the booking process and the event itself. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your arrangements if behaviour is or is likely to be, in our reasonable opinion, or in the reasonable opinion of any accommodation supplier or other person in authority, disruptive, upsetting or dangerous to yourself or anyone else or if you or any member of your party have caused or are likely to cause damage to property. This includes but is not limited to the possession and consumption of illegal substances by any members of the group, which is strictly prohibited during all aspects of the itinerary.

We will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your arrangements due to such unacceptable behaviour. In this situation we will then have no further responsibility for you or any other member of your party (including any return travel arrangements).

Please be aware that if you have accommodation included in your package, you are likely to be charged a refundable security bond on arrival. It is at the discretion of the accommodation provider to decide upon reasonable deductions for any damage incurred directly by your group, during your stay.

F6. ACTIVITY TIMINGS AND LOCATIONS

Our itineraries are designed for you to achieve maximum enjoyment from your arrangements. The general advice and timings provided must be adhered to at all times and failure to do so may result in your group being unable to participate in particular activities. We cannot be held liable should you fail to follow our advice or adhere to our planned timings. You are required to contact us immediately if any information which appears on the Booking Confirmation and/or Final Itinerary or elsewhere appears to be incorrect or incomplete, as it may not be possible to make changes further down the line.

Please note on occasion certain activities such as dance classes and cocktail making will not confirm the venue until around one week prior to the activity commencing and as a result your itinerary may be sent without the location and will be confirmed to you nearer to the date of the activity in question taking place.

F7. ACCOMMODATION AND SINGLE SUPPLEMENTS

When a group is staying at a hotel and there is an odd number in the group on any given night, we will, where possible try to place individuals in a triple room. If this is not possible a single supplement must be paid to cover the sole occupancy charge levied by the hotel. The single supplement charge will be specific to your hotel. We always try to place groups in twin rooms where available however if these are not available you may be in triple or quad rooms.

F8. ACCOMMODATION AND ACTIVITY LOCATIONS

We define a "centrally located hotel” or similar as one approximately ten minutes’ drive or less from the respective city centre. We define an acceptable distance for an activity to be within one hour’s drive or less from the city centre. If the arrangements we are holding for you fall outside of this, you will be informed at the point of booking.

For London packages, these distances cannot be guaranteed but we will aim to make your arrangements with no more than 40 minutes travel time between each element which we deem to be acceptable within this location. For packages in our EU locations these distances cannot be guaranteed but we will aim to make your arrangements within travel time deemed to be suitable by our ground agents in resort.

F9. REFUND POLICY

If we confirm that a refund is due for an aspect of your booking, we will endeavour to process this within 14 working days, wherever possible.

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Complaints

G. IF YOU HAVE A COMPLAINT

G.1.1. If you have cause for complaint whilst on the package, you must bring it to the attention of any supplier or accommodation provider immediately. They will do their best to rectify the situation. If your complaint is resolved locally, any formal refund or compensatory agreement made, including the provision of replacement arrangements to which you agree in location, will not be reconsidered or additionally compensated by us upon your return.

G1.2. If your complaint is not resolved locally, or you wish to make a formal complaint about the service you have received from us, please send your comments in writing within seven days of your return home, either via your Party Hub, or via email to feedback@thestagcompany.com / feedback@henheaven.co.uk or by post to The Eventa Group Limited, Hanover House, 118 Queens Road, Brighton, East Sussex, United Kingdom, BN1 3XG. Please give your booking reference and all other relevant information, keeping your account concise and to the point in order to assist us to quickly identify your concerns and speed up our response to you. Our After Care team will investigate the issues raised. They operate according to ABTA regulations, so will endeavour to respond within 14 days of receipt and resolve any issues raised within 28 days.

G1.3. Any claims for compensation, for example the request to refund unexpected travel costs incurred, must be received within three months of the departure date for them to be considered.

G2. We are a Member of ABTA, membership number Y2691. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. We can also offer you ABTA’s scheme for the resolution of disputes which is approved by the Chartered Trading Standards Institute. If we can't resolve your complaint, go to www.abta.com to use ABTA's simple procedure. Further information on the Code and ABTA’s assistance in resolving disputes can be found on www.abta.com.

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Miscellaneous

H. MISCELLANEOUS

H1. CHANGES DUE TO CIRCUMSTANCES BEYOND OUR CONTROL

We will not be liable to pay any compensation if we are forced to cancel or in any way change your arrangements as a result of unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even with all due care. These include unavoidable technical problems with transport, war or threat of war, civil strife, industrial disputes, natural disaster, bad weather, epidemic or terrorist activity.

H2. DATA PROTECTION

Information about you and members of your party, including your names, contact details and any special needs, disabilities or dietary requirements is collected by us when you request information or make a booking with us. We will ensure that all such data is stored securely and in accordance with UK data protection legislation. We may disclose this information to our service providers (who may be located outside the UK/EEA) for the purpose of providing you with your arrangements. Only information necessary for this purpose will be disclosed to them. Where email addresses have been provided for your group, we will send them transactional communications, such as payment reminders and receipts. We will contact you, as group leader for the booking, with any necessary information relating to your booking, via email, phone and SMS.

Please refer to our Customer Privacy Notice for a full explanation of how we will handle your data, including clear details about your rights in relation to this data, under the General Data Protection Regulation (GDPR).

H2.1. By booking with us in the role of group leader, you agree to your name and email address being shared with any guests (‘group members’) that you choose to invite via the Party Hub, for the sole purpose of them being able to communicate with you about the booking, for which you assume responsibility.

H3. JURISDICTION/GOVERNING LAW

We both agree that any dispute, claim or other matter of any description (and whether involving personal injury or not) which arises out of or in connection with your booking must be brought in the Courts of England and Wales only (unless you are a resident of Scotland or Northern Ireland in which case any proceedings must be brought in either the Courts of your own country or those of England and Wales). We both also agree that English law (and no other) will apply to your contract (unless proceedings are brought in Scotland or Northern Ireland, in which case Scottish or Northern Irish law, as applicable, will apply instead). If this provision is not acceptable to you, you must tell us at the time of booking.

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Online bookings

I. ONLINE BOOKINGS

Your booking is subject to our standard Terms and Conditions so please ensure that you read these before proceeding.

For your convenience, we have summarised below some additional key points that specifically apply to online bookings. An online booking is defined as a package custom built and purchased by placing payment online. Within the 48 business hours after placing payment online, these additional terms apply.

I1. About your online booking

I1.1 An online booking is defined as a package custom built and purchased by placing payment online, via the ‘The Quote Hub’ portal. Once your booking has been placed you will gain access to the ‘Party Hub’ portal, via which you will manage your booking.

I1.2 Please note that your package is purchased on a ‘request’ basis, which means that availability for each element could not be checked with the providers prior to you placing payment online. This means that whilst we hope and expect to be able to provide the itinerary you have requested, the individual elements of your package are subject to change, availability and price.

I1.3 We will confirm your booking by way of a booking confirmation in your Party Hub, which we aim to provide wherever possible, within 24 business hours for bookings made Monday to Friday, and 48 business hours for bookings made Saturdays, Sundays and public holidays.

I1.4 Activity dates and start times will be allocated to you by your assigned Event Planner, unless you have requested a specific date and/or start time in writing, via the ‘notes’ field, when placing your payment. Please note that some activities have a pre-assigned start time, which will be made apparent to you when selecting the activity.

Your assigned Event Planner will aim to secure the selected activities for your requested dates and times, however due to external demand, this may not always be possible. Confirmation of the dates and times we have been able to secure for you will be outlined in your booking confirmation. If your specified dates and times are unavailable, your Event Planner will aim to secure the closest possible alternative. If it is deemed necessary, your Event Planner will contact you with any significant date and time changes before securing the arrangements with the supplier(s).

I1.5 In line with clauses 1.2 and 1.3, accommodation room types and rates are not guaranteed until your Event Planner can confirm these with the supplier(s) directly, so on rare occasions, room types and rates may change, and we will contact you as soon as possible to inform you of the amended details. If these do not suit your group’s requirements, we will look to amend your accommodation reservation subject to availability and requote your package price accordingly.

I1.6 A binding contract comes into existence only when we send a booking confirmation to you via your Party Hub. Any prior acknowledgement of your booking simply indicates that we are dealing with your booking request and does not constitute confirmation of it.

You must check your booking confirmation carefully, along with any other document we may send you, and contact us immediately if any information appears to be incorrect or incomplete, as it may not be possible to make changes further down the line.

We regret that we cannot accept any responsibility if we are not notified of any inaccuracies in your booking confirmation or any document we may send you, within 24 business hours of our sending it out. If you do not contact us within this timeframe, we will make the fair assumption that you are happy to proceed with your booking as detailed. Whilst we will do our best to rectify any inaccuracies highlighted outside of this timeframe, you will be responsible for any costs incurred from such rectifications.

I2. Changes and alterations immediately after placing your booking

I2.1 If your desired accommodation is not available, we will look to secure you a reservation at a premises which we deem to be a ‘like for like’ alternative, that is, of a similar standard and price. If this alternative does not suit your group’s requirements, we will look to amend your accommodation reservation subject to availability and requote your package price accordingly.

Should we be unable to offer you what we deem to be a suitable accommodation alternative we will look to:

  • secure alternative arrangements of a lower standard together with a reduction in package price for the difference in price and a refund of any overpayments towards this element of the package; or
  • remove the arrangements affected from the package with a reduction in package price for the difference in price and a refund of all monies paid towards this element of the package
  • cancel the booking with a refund of all monies paid

I2.2 If your selected activity/activities are not available, then your booking will be processed without the affected activity/activities, or with an alternative which we deem to be a ‘like for like’ alternative of a similar standard and price.

Should we be unable to offer you what we deem to be a suitable activity alternative we will look to:

  • secure alternative arrangements of a lower standard together with a reduction in package price of the difference in price and a refund of any overpayments towards this element of the package; or
  • remove the arrangements affected from the package with a reduction in package price for the difference in price and a refund of all monies paid towards this element of the package

I2.3 If we are unable to fulfil all elements of your requested package we will look to:

  • offer alternative arrangements which we deem to be a ‘like for like’ alternative of a similar standard and price; or
  • offer alternative arrangements of a lower standard together with a reduction in package price for the difference in price and a refund of any overpayments towards this element of the package; or
  • cancel the booking with a refund of all monies paid

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Provisional bookings

Your booking is subject to our standard Terms and Conditions so please ensure that you read these before proceeding.

For your convenience, we have summarised below some additional key points that specifically apply to provisional bookings. A provisional booking is defined as a package that has been built and paid for without full confirmation of the time and availability of one or more elements. Within the 48 business hours after paying your non-refundable deposit or otherwise agreed amount, these additional terms apply.

J.1 About your provisional booking

J.1.1 A provisional booking is defined as a package that has been created and placed without full confirmation of the time and availability of one or more elements. Once your booking has been confirmed within the 48 business hours, you will gain access to the ‘Party Hub’ portal, via which you will manage your booking.

J.1.2 Please note that your package is purchased on a 'request’ basis, which means that availability for each element could not be checked with the providers prior to you paying your deposit or otherwise agreed amount. This means that whilst we hope and expect to be able to provide the itinerary you have requested, the individual elements of your package are subject to change, availability and price.

J.1.3 We will confirm your booking by way of a booking confirmation in your Party Hub, which we aim to provide wherever possible, within 24 business hours for bookings made Monday to Friday, and 48 business hours for bookings made Saturdays, Sundays and public holidays.

J.1.4 Activity dates and start times will be allocated to you by your assigned Event Planner, unless you have requested a specific date and/or start time when discussing your package. Please note that some activities have a pre-assigned start time, which will be made apparent to you by your Event Planner when enquiring.

Your assigned Event Planner will aim to secure the selected activities for your requested dates and times, however due to external demand, this may not always be possible. Confirmation of the dates and times we have been able to secure for you will be outlined in your booking confirmation. If your specified dates and times are unavailable, your Event Planner will aim to secure the closest possible alternative. If it is deemed necessary, your Event Planner will contact you with any significant date and time changes before securing the arrangements with the supplier(s).

J.1.5 A binding contract comes into existence only when we send a booking confirmation to you via your Party Hub. Any prior acknowledgement of your booking simply indicates that we are dealing with your booking request and does not constitute confirmation of it.

You must check your booking confirmation carefully, along with any other document we may send you, and contact us immediately if any information appears to be incorrect or incomplete, as it may not be possible to make changes further down the line.

We regret that we cannot accept any responsibility if we are not notified of any inaccuracies in your booking confirmation or any document we may send you, within 24 business hours of our sending it out. If you do not contact us within this timeframe, we will make the fair assumption that you are happy to proceed with your booking as detailed. Whilst we will do our best to rectify any inaccuracies highlighted outside of this timeframe, you will be responsible for any costs incurred from such rectifications.

J2 Changes and alterations immediately after placing your booking

J.2.1 If your selected activity/activities are not available, then your booking will be processed without the affected activity/activities, or with an alternative which we deem to be a 'like for like' alternative of a similar standard and price.

Should we be unable to offer you what we deem to be a suitable activity alternative we will look to:

  • secure alternative arrangements of a lower standard together with a reduction in package price of the difference in price and a refund of any overpayments towards this element of the package; or
  • remove the arrangements affected from the package with a reduction in package price for the difference in price and a refund of all monies paid towards this element of the package

J.2.2 If we are unable to fulfil all elements of your requested package we will look to:

  • offer alternative arrangements which we deem to be a 'like for like' alternative of a similar standard and price; or
  • offer alternative arrangements of a lower standard together with a reduction in package price for the difference in price and a refund of any overpayments towards this element of the package; or
  • cancel the booking with a refund of all monies paid

Special offers

Terms and conditions for ‘BLACKFREEDAY’ – Free Place Offer

  • The offer applies to groups that booked within the offer period (27th November 2019 – 4th December 2019)
  • A minimum of 14 group members must have paid the full amount (either at time of booking or by the final payment date) and must be attending/paying for the full package
  • Providing a minimum of 14 people have paid the full amount, a refund will be issued to the group leader
  • The booking must include a minimum of two elements (accommodation + two or more activities)
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • You must quote ‘BLACKFREEDAY’ to redeem your offer

Terms and conditions for Early Bird 

  • The offer applies to groups that have booked within the offer period (1st October - 23rd December 2019). Bookings are deemed confirmed when the initial deposit has been paid.
  • The booking must be for a departure from 1st August 2020.
  • A minimum of 14 group members must have paid the full amount (either at time of booking or by the final payment date) and must be attending/paying for the full package.
  • Providing a minimum of 14 people have paid the full amount, a refund will be issued to the group leader after the final payment date.
  • The booking must include a minimum of the following elements: Accommodation + a minimum of two activities or packages with a minimum of three activities.
  • This offer cannot be used in conjunction with another offer.
  • This offer cannot be used on any existing booking.
  • You must quote 'EARLYBIRD' to redeem your offer.

Terms and Conditions for Halloween 

  • The offer applies to groups that booked within the offer period (28th October – 1st November 2019)
  • You must call and ask for your ‘Halloween treat’ to claim your offer. Following this, your Event Planner will inform you of your special offer
  • The special offer will be selected at random from the following: Free Nightclub Entry, Free Butler in the Buff, One Free Place and One Half Price Place and cannot be amended
  • Please note you will receive one offer per group booking
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • This offer applies to groups with a minimum of 12 members

Terms and conditions for 'FREEHEN' - Free place offer

  • The offer applies to groups that booked within the offer period (16th - 30th September 2019)
  • A minimum of 14 group members must have paid the full amount (either at time of booking or by the final payment date) and must be attending/paying for the full package
  • Providing a minimum of 14 people have paid the full amount, a refund will be issued to the group leader
  • The booking must include a minimum of two elements (accommodation + two or more activities)
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • You must quote ‘FREEHEN’ to redeem your offer

Terms and conditions for 'FRIENDS25' cashback offer

  • The offer applies to groups that booked within the offer period (23rd – 31st July)
  • A minimum of 14 group members must have paid the full amount (either at time of booking or by the final payment date)
  • The offer applies to bookings with a departure date before 31st December 2019, and must have a minimum of 14 groups members
  • The booking must include a minimum of two elements (accommodation + two or more activities)
  • Providing all criteria above has been met, a total refund of £25 will be issued back to the group leader’s card
  • One cashback offer per group booking, for the group leader only
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • You must quote ‘FRIENDS25’ to redeem your offer

Terms and conditions for 'LASTMIN25' cashback offer

  • The offer applies to groups that have enquired within the last 14 days
  • The offer applies to bookings with a departure date of 1-8 weeks after enquiring, and must have a minimum of 12 group members
  • The booking must include a minimum of two elements (accommodation + activity or two activities)
  • A minimum of 12 group members must have paid the full amount (either at time of booking or by the final payment date)
  • Providing all criteria above has been met, a total refund of £25 will be issued back to the group leader’s card
  • One cashback offer per group booking, for the group leader only
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • The offer is valid for up to 7 days after receiving special offer email. After the 7 days, this will expire
  • You must quote ‘LASTMIN25’ to redeem your offer

Terms and conditions for Hen House Offer – Third Night Free

  • Minimum upfront deposit required £120, to secure the booking; depending on departure date full balance may be required.
  • Free nightclub entry included at no additional cost.
  • Many dates carry a zero-cancellation policy, due to them being last minute.
  • Must quote ‘FREENIGHT3’ upon enquiry.
  • Offer applies to specific dates across April and May 2019 in the following locations: Seascape (Brighton), Pamper House (Bournemouth), Coach House 1 (Nottingham), Coach House 2 (Nottingham)
  • Offer is subject to availability.
  • This offer cannot be used on existing bookings.
  • This offer cannot be used in conjunction with any other offer.
  • This offer applies to weekend bookings only.

Terms and conditions for 'CASH25' cashback offer

  • The offer applies to groups that have enquired within the last 14 days
  • The offer applies to bookings with a departure date within 10 weeks of enquiring, and must have a minimum of 14 group members
  • The booking must include a minimum of two elements (accommodation + activity or two activities)
  • A minimum of 14 group members must have paid the full amount (either at time of booking or by the final payment date)
  • Providing all criteria above has been met, a total refund of £25 will be issued back to the group leader’s card
  • One cashback offer per group booking, for the group leader only
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • The offer is valid for up to 7 days after receiving special offer email. After the 7 days, this will expire
  • You must quote ‘CASH25’ to redeem your offer

Terms and conditions for 'BOOK25' cashback offer

  • The offer applies to groups that have enquired within the last 14 days
  • The offer applies to bookings with a departure date of 10 weeks plus from the time of enquiring, and must have a minimum of 14 group members
  • The booking must include a minimum of two elements (accommodation + activity or two activities)
  • A minimum of 14 group members must have paid the full amount (either at time of booking or by the final payment date)
  • Providing all criteria above has been met, a total refund of £25 will be issued back to the group leader’s card
  • One cashback offer per group booking, for the group leader only
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • The offer is valid for up to 7 days after receiving special offer email. After the 7 days, this will expire
  • You must quote ‘BOOK25’ to redeem your offer

Terms and conditions for National Bridesmaids Day – Discounted Hen Houses

This offer is for a discounted rate for one of our hen houses in the following locations:

  • Brighton (Seascape)
  • Bournemouth
  • Nottingham

This offer is only valid for group bookings departing between the following dates:

  • Seascape, Brighton 1st April to 31st May
  • Coach House 1, Nottingham 1st March to 30th April
  • Coach House 2, Nottingham 1st March to 31st May
  • Pamper House, Bournemouth 1st March to 31st May
  • This offer applies to weekend bookings only
  • Discounted rate dependent on location and departure date
  • The offer runs from Monday 25th March and ends on Friday 29th March at 5pm and bookings must be made within this time
  • Houses are subject to availability
  • This offer cannot be used on existing bookings
  • This offer cannot be used in conjunction with any other offer

Terms and conditions for St Patrick’s Day – Cashback Offer

£50 Cashback Offer:

  • This applies for Dublin bookings only
  • Price per person must be between £100 - £199
  • The package must include accommodation
  • A minimum of 14 group members must have paid the agreed price (between £100 - £199) by the final payment date
  • Providing all criteria above has been met a total refund of £50 will be issued back to the group leader’s card
  • One cashback offer per group booking
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • Offer runs from Monday 11th March and ends Monday 18th March 2019 at 1pm and bookings must be made within this time

£100 Cashback Offer:

  • This applies for Dublin bookings only
  • Price per person must be £200 plus
  • The package must include accommodation
  • A minimum of 14 group members must have paid the agreed price (£200+) by the final payment date
  • Providing all criteria above has been met a total refund of £100 will be issued back to the group leader’s card
  • One cashback offer per group booking
  • This offer cannot be used in conjunction with another offer
  • This offer cannot be used on any existing booking
  • Offer runs from Monday 11th March and ends Monday 18th March 2019 at 1pm and bookings must be made within this time

Terms and conditions for International Women’s Day – Discounted Hen Houses

This offer is for a discounted rate for one of our hen houses in the following locations:

  • Brighton (Seascape)
  • Bournemouth
  • Nottingham

This offer is only valid for group bookings departing between the following dates:

  • Seascape, Brighton 1st April to 31st May
  • Coach House 1, Nottingham 1st March to 30th April
  • Coach House 2, Nottingham 1st March to 31st May
  • Pamper House, Bournemouth 1st March to 31st May
  • This offer applies to weekend bookings only
  • Discounted rate dependent on location and departure date
  • The offer runs from Wednesday 6th March and ends on Monday 11th March at 1pm and bookings must be made within this time
  • Houses are subject to availability
  • This offer cannot be used on existing bookings
  • This offer cannot be used in conjunction with any other offer

Terms and conditions for Butler in the Buff Offer

  • This offer includes one complimentary butler in the buff as part of a hen house booking
  • The butler will attend for two hours
  • The butler will travel to the house and can be used for serving food and drinks, making cocktails and playing games
  • This offer is only valid for group bookings departing between 1st January 2019 and 31st March 2019 and 1st October and 23rd December
  • This offer only applies to the following hen houses – Seascape in Brighton, The Pamper House in Bournemouth, The Coach Houses 1 and 2 in Nottingham
  • If hen house is cancelled from the booking the offer is no longer valid
  • This offer cannot be used on existing bookings
  • This offer cannot be used in conjunction with any other offer

Terms and Conditions for Nightclub Offer

  • This offer includes complimentary nightclub entrance in the following selected locations – Bristol, London or Cardiff
  • As standard, entry is at the discretion of the door staff on duty, so please behave accordingly and be aware of any dress codes requirements
  • This offer cannot be used on existing bookings
  • This offer cannot be used in conjunction with any other offer

Terms and Conditions for Refer a Friend Offer

  • The Refer a Friend offer is applicable to new quotes received from new customers only, on or after the date of your booking being processed
  • Existing quotes or contacts are not eligible for this offer
  • Offer can only be claimed by Group Leader
  • You can claim your £50 voucher once the new booking has been processed by our Event Planning team. You will need to tell us the full name and six digit booking reference of the person you have referred, along with confirmation of your email address
  • Please note that this is strictly a voucher offer; the £50 cannot be deducted from a booking with us

Terms and Conditions for Book Again

  • The Book Again offer is applicable to anyone who has booked with us in the past and wishes to use our services again
  • Offer can be claimed by both Group Leaders and Group Members
  • You can claim your £50 voucher once the new booking has been processed by our Event Planning team. You will need to tell us both six digit booking references, along with confirmation of your email address
  • Please note that this is strictly a voucher offer; the £50 cannot be deducted from a booking with us

When there is a hen there's a stag

If the hen and stag getting married both book with us, they will save £100 by getting £50 discount of each of their package. Claiming your £50 off couldn’t be easier, all it takes is three simple steps:

1. Both parties' book.  The hen & stag must both have their hen or stag party booked with us.

2. Get your reference numbers. You can claim your £50 discount once both bookings have been processed by our Event Planning team. You will need to tell us via specialoffers@henheaven.co.uk both six digit booking references (one for the stag and one for the hen) along with each hen and stag full name.

3. Claim it! That’s it, once we’ve approved your bookings, we’ll discount each package for £50 each as quickly as we can. If you have claimed once the booking is paid, that is not a problem our special offer team member will arrange a cash back to you. 

There are terms and conditions attached to this offer which you can read below:

  • This offer is applicable for a stag and hen couple, the couple to be married.
  • You can claim your £50 off each package once both bookings have been processed by our Event Planning team. You will need to tell us both six digit booking references, along with the hen and stags full names.
  • Both parties must book within 2 weeks of eachother and have a minimum of 6 people on each booking
  • This claim cannot also be used for a refer a friend offer, anyone can still claim for a refer a friend if they refer a new booking, both offers cannot be claimed for each booking.
  • This offer cannot be used in conjunction with another offer. The booking can still use Refer a friend claim but must refer a new booking, both offers cannot be claimed for the same bookings.
  • This offer cannot be used on any existing booking

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Your stories

By submitting content to The Stag Company and/or Hen Heaven (subsidiaries of The Eventa Entertainment Group Ltd) in relation to the Your Story campaign, you hereby agree to the following Terms and Conditions:

1. Definitions

    1a. The term ‘you’ refers to everyone who is submitting content

    1b. The terms ‘us’ and ‘we’ refer to The Eventa Entertainment Group Ltd

    1c. The term ‘content’ covers but is not limited to the following; videos, photographs, data, text, scripts and audio clips.

2. Eligibility

    2a. You are confirming that you and everyone featured therein were over the age of 18 at the time of production

3. Permissions

    3a. You are confirming that you have the required permissions and consents of any third party that appears in or is mentioned in the content

    3b. You are granting us sole ownership for any future use on, but not limited to, our social media platforms and our websites. This includes any editing, manipulation or removal of content without notice to you and for any reason we deem appropriate

    3c. You are giving us permission to feature your content and write any relevant articles and blog posts or any type of content. You understand that as result, content may be subject to further viral sharing across social networks and media channels

    3d. You are confirming that we are free to contact you for any further information relating to such articles, blog posts or any type of content

    3e. You are confirming that you are the owner of this content or you have obtained full permission to use this on behalf of a third party

    3f. You are confirming that you assign full copyright of all photographs and videos submitted to us

    3g. You are granting us permission to share your story and content with our affiliates, partners and selected press contacts

4. Privacy

    4a. The content will be securely stored, in line with UK legislation, for as long as we consider relevant. Full details of our Privacy Notice and your data rights under the General Data Protection Regulation can be found on our website.

5. Liability

    5a. Under no circumstances will we be held responsible for any direct or indirect consequences including any loss or damages affecting you or any third party by result, or alleged result, of submitting content.

6. Prizes

    6a. The prize of a £50 amazon voucher will be issued to the ‘story of the month’. We will choose one ‘story of the month’ winner, per month and this will be at our discretion.

    6b. We reserve the right to feature several user stories, including yours, on but not limited to our websites and social media platforms, at any time from submission of content onwards, alongside the chosen prize winner. These additional stories will not be provided with a prize.

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