Terms & Conditions

Last updated: May 2026

Please read these Terms and Conditions carefully before making a booking with Race Ready Travel Ltd. By placing a booking and paying a deposit, you confirm that you have read, understood and agreed to these Terms and Conditions on behalf of yourself and all members of your party.

Race Ready Travel Ltd is a company registered in England and Wales. These Terms and Conditions are governed by English law.

1. Eligibility

• You must be 18 years of age or over to make a booking with Race Ready Travel Ltd.
• By making a booking you confirm that you have the authority to accept these Terms and Conditions on behalf of yourself and all members of your travelling party.

2. Definitions

In these Terms and Conditions:
• "We", "us" and "our" refers to Race Ready Travel Ltd.
• "You" and "your" refers to the lead booker and all members of the travelling party.
• "Package" refers to the travel and race package booked with Race Ready Travel Ltd.
• "Suppliers" refers to third party providers including hotels, race organisers and transfer companies.

3. Lead Booker Responsibility

• Where a booking is made on behalf of more than one person, the lead booker is responsible for the entire booking and all payments due.
• The lead booker confirms they have the authority to accept these Terms and Conditions on behalf of all members of the party.
• The lead booker is responsible for communicating all relevant booking information and these Terms and Conditions to all members of the travelling party.
• The lead booker is responsible for ensuring all members of the party comply with these Terms and Conditions throughout the trip.

4. Bookings and Deposits

• The balance may be paid in up to 3 equal monthly instalments as agreed at the time of booking. All instalments must be completed no later than 12 weeks before the race date.
• A booking is confirmed upon receipt of your deposit payment and issue of a confirmation by Race Ready Travel. Until both a deposit is received and a confirmation issued, your place is not guaranteed.
• The deposit amount will be confirmed at the time of booking and is non-refundable

• Deposits are non-refundable under any circumstances, including illness, injury or personal circumstances beyond your control.
• The balance of your package must be paid in full no later than 12 weeks before the race date. Failure to pay the balance by the due date may result in cancellation of
your booking without refund of your deposit.
• If your scheduled balance payment is not received within 7 days of the due date, we reserve the right to treat your booking as cancelled and your deposit will be forfeited.
• All prices are quoted in pounds sterling (GBP). Prices are subject to change due to currency fluctuation, changes in supplier costs or other factors beyond our control until full payment has been received. No price changes will be made within 20 days of your departure date.
• For the purpose of these Terms and Conditions, total package cost refers to the full price of your package as stated on your booking confirmation, inclusive of deposit.
• Our packages are sold as a complete experience. No partial refunds will be issued for any individual elements of the package that you choose not to use or are unable to attend, including but not limited to the pre-race pasta party, airport transfers, or post-race events.

5. Promotions and Discount Codes

From time to time, Race Ready Travel Ltd may offer promotional discount codes ("Promotions"). Unless otherwise stated, the following terms apply:

Promotions are valid only for the specific package and time period stated at the time the Promotion is offered.
Where a Promotion requires two or more qualifying bookings to be linked (such as a "refer a friend" offer), all qualifying bookings must be completed within the stated time window. If the required linked booking is not completed within this window, Race Ready Travel Ltd reserves the right to reverse the discount applied, which may be collected by adjusting the remaining balance of your payment plan.
Promotions may not be combined with any other offer or discount code unless expressly stated.
Race Ready Travel Ltd reserves the right to correct any discount applied in error, including where a Promotion has been used on a booking or package for which it was not intended.
Race Ready Travel Ltd reserves the right to withdraw or amend any Promotion at any time.

6. Cancellations and Transfers

If you wish to cancel your booking, you must notify us in writing by email as soon as possible.
Cancellations received more than 90 days before the race date: deposit forfeited, balance refunded minus a £50 administration fee.
Cancellations received between 90 and 60 days before the race date: deposit forfeited and 30% of the total package cost forfeited. Any remaining balance will be refunded.
Cancellations received between 60 and 30 days before the race date: deposit forfeited and 40% of the total package cost forfeited. Any remaining balance will be refunded.
Cancellations received between 30 and 15 days before the race date: deposit forfeited and 50% of the total package cost forfeited. Any remaining balance will be refunded.
Cancellations received within 15 days of the race date: no refund will be issued under any circumstances.
If you do not show up for any part of the trip without prior written notice, no refund will be issued.
If you are unable to attend due to injury or illness, you may transfer your place to another person subject to a £50 transfer fee and subject to the race organiser permitting a bib name change. Name changes are subject to the race organiser's own deadlines and policies which we cannot guarantee.
At our discretion, we may offer a credit towards a future Race Ready Travel trip in cases of medical emergency supported by a doctor's note. This is entirely at our discretion and is not a guaranteed right.
We strongly recommend that all participants take out comprehensive travel insurance that covers trip cancellation, medical expenses and race withdrawal.

7. Room Type Changes and Amendments

Requests to change your room type are subject to availability and must be made in writing by email.
Room type changes are subject to a £25 amendment fee per change.
Any difference in package price resulting from a room type change must be paid at the time of the amendment.
The final deadline for room type changes is 2 weeks prior to arrival. No room type changes will be accepted after this date.

8. Price Variation

Our packages are priced in GBP. Where costs are incurred in foreign currencies, prices may be subject to variation due to exchange rate fluctuations until full payment is received.
We reserve the right to pass on any increases in supplier costs, taxes or levies that arise after your booking is confirmed but before full payment is received.
Once full payment has been received, we will not increase the price of your package except in exceptional circumstances which we will notify you of immediately.

9. Special Requests and Medical Conditions

If you have any special requests, please advise us at the time of booking. Whilst we will do our best to accommodate reasonable requests, we cannot guarantee that they will be fulfilled and any failure to do so shall not constitute a breach of contract.
If you or any member of your party has a medical condition, disability or reduced mobility which may affect your participation in any element of the trip, please provide full details at the time of booking. We reserve the right to advise you on the suitability of the package for your needs and in some circumstances may be unable to accommodate you.
You must promptly notify us of any changes to your medical circumstances that occur after booking but before departure.

10. Flights, Passports and Travel Documents

Flights are not included in any Race Ready Travel package unless explicitly stated.
Race Ready Travel accepts no liability for flight cancellations, delays, missed connections or any costs arising from flight disruption.
You are responsible for ensuring you arrive at the destination in time for all planned activities. We cannot refund or compensate for missed elements of your package due to flight issues.
You are solely responsible for ensuring you hold a valid passport, visa and any other travel documents required to enter the destination country. Race Ready Travel accepts no liability for any costs, losses or missed participation arising from a failure to hold the correct travel documents.
It is your responsibility to check entry requirements, visa regulations and passport validity requirements for your destination country prior to travel. Requirements may change and it is your responsibility to stay up to date. Up to date information can be found at gov.uk/foreign-travel-advice.
Most countries require passports to be valid for at least 6 months after your return date. Please check with the relevant embassy if your passport is in its final year.
Race Ready Travel will not issue refunds or credits where a participant is refused entry to a destination country or denied boarding due to inadequate travel documentation. You agree to reimburse us for any fines or losses we incur as a result of your failure to comply with travel document requirements.

11. Safety and Liability

Participation in any running event or physical activity during your trip is entirely at your own risk. You are responsible for ensuring you are physically fit and medically able to participate in all activities included in your package. If in doubt, please consult a medical professional before booking.
Race Ready Travel will not be liable for any injury, illness, death, loss, damage, expense, cost or other sum or claim of any nature whatsoever which results from: the act or omission of the person affected or any member of the group; the act or omission of a third party unconnected with the provision of your package; unavoidable and extraordinary circumstances; any loss or damage relating to services that do not form part of your contract with us; or any loss or damage that on the basis of information given to us prior to booking, we could not have foreseen you would suffer.
Lost, stolen or damaged personal belongings are the sole responsibility of the participant at all times. Race Ready Travel accepts no liability for loss or theft of personal items at any point during the trip.
All participants are strongly advised to take out comprehensive travel insurance prior to booking, covering medical expenses, trip cancellation, personal liability and loss of personal belongings.

12. Unavoidable and Extraordinary Circumstances

Except where otherwise expressly stated in these Terms and Conditions, Race Ready Travel will not be liable for any damage, loss, costs or other expenses incurred by you where the performance of our obligations is prevented or affected by unavoidable and extraordinary circumstances.
Unavoidable and extraordinary circumstances are events that neither we nor our suppliers could, even with all due care, foresee or avoid. Such events include, without limitation: war or threat of war, civil unrest, riot, terrorist activity, health risks, infectious disease, epidemics, pandemics and government measures to combat such outbreaks, natural disaster, fire, flood, adverse weather conditions, volcanic eruption, industrial dispute, airport or airspace closure, or any other event outside our reasonable control.
In the event of unavoidable and extraordinary circumstances, we will endeavour to offer you alternative arrangements or a credit towards a future trip. Refunds will be subject to what we are able to recover from our suppliers. We recommend all participants hold travel insurance that covers cancellation due to extraordinary circumstances.

13. Race Cancellation or Changes

If the race is cancelled, postponed or significantly altered by the race organiser, Race Ready Travel will endeavour to recover costs on behalf of participants but cannot guarantee a full refund.
Race Ready Travel is not responsible for any decisions made by race organisers regarding race entry, bib allocation, course changes or event cancellation.
We recommend all participants take out travel insurance that specifically covers race cancellation or withdrawal.

14. Hotel and Accommodation

All participants must comply with the hotel's own terms and conditions, house rules and code of conduct.
Any damage caused to hotel property, rooms or facilities by a participant is the sole financial responsibility of that participant. Race Ready Travel reserves the right to recover any costs charged to the group booking as a result of damage or misconduct by an individual participant.
Some hotels may charge additional local taxes such as city tax which are payable directly to the hotel. We will inform you of any known charges in advance where possible.
Race Ready Travel is not responsible for the standard, quality or availability of hotel facilities beyond what is stated in our package description.

15. Third Party Suppliers

Race Ready Travel acts as an organiser and coordinator. We work with third party suppliers including hotels, race organisers and transfer companies.
We are not liable for the acts, omissions, failures or negligence of any third party supplier.
Your personal details including name and contact information may be shared with third party suppliers such as hotels and race organisers where necessary to fulfil your booking.

16. Behaviour and Conduct

All participants are expected to behave in a respectful manner towards other participants, Race Ready Travel staff, hotel staff, race officials and members of the public at all times.
Race Ready Travel reserves the right to remove any participant from the trip whose behaviour is deemed unacceptable. In such cases no refund will be issued and any additional costs incurred will be the responsibility of the individual.
The lead booker is responsible for ensuring all members of the party take into account their personal safety at all times and comply with all relevant local laws.

17. Photography and Video

Race Ready Travel may take photographs or video during the trip for use in our marketing materials, social media and website.
By booking with us and unless you advise us otherwise, you consent to Race Ready Travel using any such photographs or video without charge. No participants will be identified by name without their express consent.
If you do not wish to appear in any marketing materials, please notify us in writing before the trip. We will make reasonable efforts to accommodate your request.

18. Accuracy

We endeavour to ensure that all information and prices on our website and in our communications are accurate. However, occasionally changes and errors occur and we reserve the right to correct prices and other details at any time. You must check the current price and all details relating to your booking before making payment. We will not be liable for booking errors attributable to you.

19. Complaints

If you have a complaint during your trip, please notify a Race Ready Travel representative as soon as possible so we have the opportunity to resolve it at the time.
If your complaint cannot be resolved during the trip, you must notify us in writing by email within 28 days of returning home, including your booking details and full details of your complaint.
We will acknowledge your complaint within 5 working days and aim to provide a full response within 28 days.

20. Changes Made by Race Ready Travel

We reserve the right to make changes to your package where necessary due to circumstances beyond our control. We will notify you as soon as possible of any significant changes.
In the unlikely event that we are required to cancel your trip, we will offer either a full refund or the option to transfer to a future Race Ready Travel trip.

21. Travel Insurance

Travel insurance is not included in your package. We strongly recommend that all participants hold valid comprehensive travel insurance prior to travel, covering medical expenses, trip cancellation, personal liability, loss of personal belongings and race withdrawal. Race Ready Travel accepts no responsibility for any costs or losses arising from a lack of adequate travel insurance.

22. Variation

These Terms and Conditions may be updated by us at any time at our sole discretion. The most recent version will be published on our website at racereadytravel.com and will take immediate effect. We recommend you check the latest version before travel.

23. Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

24. Contact

If you have any questions about these Terms and Conditions please contact us at:

Race Ready Travel Ltd

Email: racereadytravel@gmail.com

Website: www.racereadytravel.com