Booking Conditions

When booking a holiday with Embrace Sports the individual or party leader should complete and return the booking form that we send to you following your enquiry. The deposit is then due immediately. The individual or party leader should be aged 18 or over at the time of placing the booking. When the deposit has been received we will confirm your booking and it is at this stage that a contract between us is formalised. If final payments are not made in the timescales detailed below then we have the right to treat the booking as cancelled and deposits will be retained.

Deposit:
A non-refundable deposit of £100 per person is required when booking.

Full Payment:
Full payment is due 6 weeks before travelling. If your holiday is booked with less than 6 weeks to go before you travel, full payment will be due when booking.

Cancellation:
Once payments have been made there are no refund options but please see below for change options. Changes: Changing the names of individuals travelling prior to the start date is fine. Changes in dates after booking are not generally possible but please ask and we will confirm if we can make the change. For group bookings there is also the option to make changes to specific details you require on the holiday to suit your party. This includes additional vehicle hire, catering options, training options, excursions etc. We try and tailor the holiday to produce the best possible experience for your party.

Accommodation unavailability:
We reserve the right to cancel any booking should the accommodation become unavailable due to reasons outside our control. Our liability will be limited to a full refund of any monies paid.

Embrace Cancellation:
In the unlikely event that a large number of guests cancel close to the start of a scheduled trip Embrace Sports reserve the right to cancel a scheduled holiday if there are not adequate numbers to justify the trip. Embrace will return all funds to the booking parties that have not cancelled and offer any alternatives possible.

Check in and out:
The accommodation is available from 4:00pm on the day of arrival and guests must vacate their rooms by 10:30am.

Cleanliness and Damage:
When booking on an organised trip we ask individuals to abide by a general housekeeping etiquette. For group bookings the villa should be left in a similar condition to which it was rented. Any excess cleaning costs or damage costs will be subject to a charge at cost.

Flights:
Flights are not included in the package to allow you maximum flexibility. Some recommended sites for purchasing tickets can be found here.

Accommodation Terms & Conditions:
Each villa may have some specific terms and conditions that you should be familiar with and abide by, e.g. some villas request no smoking. We will provide a copy of these terms.

Embrace Staff:
There will be staff in the Algarve for your entire stay. We will provide phone numbers if you need to contact them. The staff are there to provide very specific roles, please do not expect them to do additional duties.

Catering and Cleaning

Usage:
As you will see below we provide a lot of food and drink for your stay. Although we don’t apply quantity limits to most of the products we do have a limit on what we can spend over the week. This is 100 Euros per head, which actually goes a long way in Portugal. Please don’t take advantage of the products we deliver or we will charge you the excess food bill. We provide this service to make your week as enjoyable as possible and we don’t make any money on it.

Liability:
We cannot be held liable for illness resulting from the catering services.

Dietary Requirements:
It is the guests’ obligation to make sure that the representatives are fully aware of any dietary requirements in the ‘Post Booking Form’ completed in advance of the party travelling. Food menus are fixed and generally cater for vegetarians. If one of the travelling party is not able to consume the majority of products on the menus then we will provide a 50 euro refund for them to purchase suitable products. We assume they will still consume a high percentage of products i.e. drinks, fruit etc hence the refund is not 100%. Evening meals will be reduced in size accordingly.

Evening out:
One night of the stay is at a restaurant. We have found very good value for money restaurants that we will recommend but it is at your cost. If you wish to eat out other nights that is fine but again it will be at your cost. If you wish to eat in that night, that is also fine but you will need to purchase and cook the meal.

Breakfast:
Embrace will provide a good selection of products such as breads, jam, yoghurts, marmalade, eggs, cereals, porridge, milk and fruit for your breakfast. These will not be prepared, just provided.

Lunch:
Embrace will provide a good selection of products for you to prepare for lunch such as bread, ham, cheese, tomatoes, salad leaves, eggs and crisps.

Dinner:
In the evening you will have a part prepared meal. The main part of the meal will be prepared by the Embrace representatives and/or delivered to your villa.

Drinks:
The following products will be supplied: Water, milk, juice, coffee, tea, diet coke, coke, beer and wine. Wine is limited to half a bottle per person per night or 3 bottles of beer per person per night. We apologise for putting a cap on this, but we have to stick to the budget.

Cleaning Products:
Most villas don’t provide all cleaning products so we will make sure the following are provided: washing up liquid, dish clothes, dishwasher tablets, bin bags, soap and sponges. Again this is subject to the weekly catering budget.

Maid service:
Most villas have a maid service. They differ from villa to villa but you will be informed of the specifics of their service. However they do not do general cleaning. It is your responsibility, as with most villas, to keep the place clean, wash up put plates away etc.

Transport

Transfers:
Embrace Sports will provide transfers from Faro Airport or Lagos Bus station to the villa.

General Transport:
Embrace will provide transport for all training and planned excursions.

Hiring Your Own Vehicles:
Your vehicle hire is subject to the terms and conditions of the vehicle hire company. It will be your responsibility to make sure you understand the terms of the hire policy. We have partnered with a very competitive company. They can usually deliver and collect from the villa.

Group Bookings:
Embrace will generally provide vehicles for the groups use when booking a villa solely for the use of a group. The group will need to elect one or two drivers who will need to agree to the hire conditions of the vehicle hire company. The group will need to cover petrol costs.

General

Injury:
It is your responsibility to make sure that you understand the sporting nature of this holiday and are able to complete the training. The terrain is a mixture of road, off road and coastal paths. Please make sure you bring appropriate clothing and shoes.

Health:
Bookings are taken on the understanding that any person/s participating in a holiday with Embrace Sports are in good health and have an appropriate level of fitness for the level of running and sports undertaken. In any event Running Holidays will not be held liable for any injury caused whilst engaging in any activity. If recovering from a major operation, you should obtain a certificate stating you are fit for this type of holiday.

EHIC:
We recommend that UK residents obtain an EHIC Form from www.ehic.uk.com. This entitles you to health care within the EU (subject to conditions). This replaces the old E111 form.

Personal Travel Insurance:
We recommend that all guests have personal travel insurance and appropriate cover for any expensive items i.e. bikes that they may be travelling with.

Force Majeure:
We regret we cannot accept liability or pay compensation where the performance of our obligations are affected by Force Majeure. Force Majeure means any event which we or the 3rd party supplier of the services could not foresee or avoid. Such events may include war, terrorist activity, adverse weather conditions, fire, health concerns and all similar events outside of our control.

Excursions:
You partake in all 3rd party excursions at your own risk and subject to any terms and conditions they may specify.

Complaints:
Please make complaints directly to the representatives so they can act to try and remedy any issues you may have that fall in line with the terms and conditions detailed here.

Behaviour:
We expect all clients to have consideration for all other people.

Financial Security:
In the unlikely event that there is a financial issue with Embrace Sports your risk is minimal. We have taken individual insurance out that covers every single person on the trip should Embrace Sports become insolvent.

Note:
These terms and conditions may be updated by Embrace Sports at any time and will be made available in the internet immediately