Booking & Deposits
Once a booking is accepted by both parties, the event organiser, Move Sports, will then send a booking form with the terms and conditions to be completed, signed, and returned as early as possible. The booking form should be returned to Move Sports together with the deposit as stated on the final quote. The quoted price takes into account a minimum number of people travelling. Please be aware that surcharges may be applied in cases of underoccupancy. Please be aware that until a booking is received and payment has been cleared Move Sports cannot secure the booking. Once a booking form and deposit has been received the tour is secured.
Move Sports always tries to get the very best sports arrangements possible for your group/team as we have a wealth of experience in arranging fixtures for all age and ability levels. European qualifying birth dates for schools & youths are different from those of teams based in the UK and North America, so we are extra careful to make sure that similar age groups are matched up. Move Sports cannot be held liable for the cancellation of matches due to circumstances outside of our control, including weather conditions, league commitments or any other factor. If the tournament is cancelled for any reason, Move Sports reserves the right to re-arrange a fixture at another appropriate date within the duration of the touring date or arrange a fixture with another opponent not previously mentioned. Please ensure that all local rules and regulations are respected and promptness for all matches is adhered to.
Move Sports will inform, in writing, the training camp organiser of the payment dates for deposits and final payments once the tour/training camp price has been agreed upon. Total payment is normally due no later than 30 days before the departure date. However, if the tour/training camp is booked within the 8 weeks prior to departure, then payment must be made in full. If the group/team have requested extras, such as a ticketed event such as a football match, theme park or theatre show, tickets have to be paid for upfront and are not refundable.
Standard payment schedule:
|Payment due dates||Percentage Payment to be made|
|180 days prior to departure||20%|
|30 days prior to departure||Remaining 50%|
If payment is not received on time, a member of the Move Sports team will get in contact with the group/team organiser to resolve the issue and avoid cancellation. If payments are not made after this contact, Move Sports reserves the right to treat the booking as cancelled by the group/team organiser. In this case, Move Sports will be entitled to keep all deposits paid or due at that time. If Move Sports doesn’t cancel straight away because of payment promises made, cancellation charges will still apply depending on the date Move Sports reasonably treats the booking as cancelled.
Please note that Move Sports agreement with suppliers require that deposits are made for touring groups at various times. If Move Sports doesn’t pay these suppliers that are to be used in conjunction with the touring dates as requested, the supplier has the right to cancel. Therefore, even if Move Sports doesn’t cancel straight away because of payment promises made by the group/team organiser, please be aware that the supplier may cancel the booking, in which case Move Sports will have no liability towards the group/team and the organiser. The situation will be treated as a cancellation by the group/team organiser and thus liable for the cancellation charges due at the date the booking is cancelled.
It is the group/team organisers’ responsibility to have complete and final numbers and inform Move Sports no less than four weeks prior to departure. If additional persons have been added, all appropriate deposits must be made at the time of submitting the finals numbers. If you alter the number of people travelling, the total tour price will be altered accordingly and we will issue a supplementary pro-forma invoice for the revised total amount. If, however, the group/team size is reduced, this will result in an increase in price per person for the remaining tour members.
Payment can be made by bank check (made payable to Move Sports SA.) or, preferably, bank transfer. Note that all prices are in Euros and Move Sports needs to receive in the currency quoted and the exact amount. Move Sports is not responsible for costs that may occur with bank transfers and currency conversions.
Move Sports insists that all its clients are fully insured for every tour. The group/team organiser must arrange suitable travel insurance that provides the group/team with equal or greater cover in respect of:
- Cancellation or curtailment of the tour due to accident, sickness or redundancy
- Personal accident and personal liability
- Medical expenses
- Personal effects and money
- Playing and participating in sport.
Travel insurance is especially important if the group/team are booking their own flights, as Move Sports cannot refund any tours cancelled due to flight delays or cancellations. In addition to travel insurance, it is advised that all Europeans have the European Health Insurance Card (EHIC) (E111 equivalent). The EHIC cards take around 3 weeks to be delivered so please apply well in advance. Please allow at least 10 weeks to obtain all these documents. Please mention, at time of enquiry, whether any members of your group/team have any special needs or requirements, including physical, dietary or any other.
Move Sports SA is a fully licensed & insured tour operator: License 1380/06, under the stipulation of the Portuguese Tourism Board (DGT - Direcção Geral de Turismo). This license provides Move Sports not only with preferential operator rates but also with the appropriate classification under the law for civil responsibility insurance with Fidelidade, and a commitment of DGT with the bank Santander Move Sports complies with all Portuguese government travel regulations and the EC Package travel directives. In accordance with Portuguese Law, all travellers booking with Move Sports are fully insured for the initial deposit and subsequently for all amounts paid, arising from the cancellation or curtailment of the groups/teams travel arrangements due to the insolvency of Move Sports SA. This insurance has been arranged by insurance company Fidelidade.
Move Sports provides memorable tours and offer a superb selection of accommodation, sports facilities, leisure resorts and tailor-made tours for all sports teams. As such we only work with the most reliable service providers in the region and we have the best connections with sports clubs in the region.
However, should a problem occur whilst attending a training camp, the group/team organiser should immediately make the situation aware of Move Sports so that action can be taken straight away. Move Sports will explore all complaint issues meticulously and will aim to resolve the situation adequately. Additionally, Move Sports provides a 24-hour emergency phone number whereby a Move Sports representative can be contacted to help resolve any issues, should a situation arise outside of normal hours. If the complaint is not mentioned at the time of the tour or if the complaint has not been dealt with satisfactorily, the group/team organiser should put it in writing to Move Sports no later than 28 days after the tour has concluded.
Failure to follow the above procedure may result in a reduction or extinction of any rights the group/team may have to claim compensation from Move Sports.
Prices and Surcharges
Prices quoted by Move Sports for a group/team are correct at the time of publication. However, Move Sports reserves the right to change these prices due to increases in costs of products or services. We will, however, absorb up to 2% in any increase in the price of the tour and will not impose surcharges less than 2 weeks before tour departure. Check the quote sheet for the number of days that the quote is valid for and please return a booking form and deposits before this deadline or a new quote will be issued.
If the behaviour of any group/team member or the group/team as a whole is deemed likely to be disruptive or dangerous or in breach of any applicable local laws by Move Sports or by any of our suppliers, and if the group/team organiser or any other group/team member or the group/team as a whole appear unfit to travel due to drugs or alcohol, Move Sports or any relevant suppliers reserve the right to terminate immediately the provision of tour arrangements for the individual person or the group/team as a whole. This will include any return travel arrangements. In this event, neither Move Sports nor the suppliers shall be liable for any compensation or refund or reimbursement of expenses. Additionally, Move Sports reserves the right to cancel or terminate the tour without refund, compensation or reimbursement of expenses where:
- The group/team organiser or the group/team have failed to disclose all material facts that are required by the booking form and to secure the specific booking conditions agreed, or
- The group/team organiser or the group/team have made a materially false statement on the booking form, or
- Persons other than the group/team members are found in the occupancy of the accommodation.
Damage to Resort Property
Any damages or breakages caused by a group/team member or by the group/team as a whole, whether accidentally or otherwise, must be paid directly to the supplier at the destination. Likewise, compensation to a host club, should the group/team decide not to attend one of the arranged matches, must be paid directly to the host club.
Unfortunately, cancellation charges will occur if the tour is cancelled. All deposits are non-refundable. All tour cancellations must be made in writing by the group/team organiser and sent to Move Sports SA.
Standard cancellation charges are as follows:
|Amount of time before departure||Percentage of tour non-refundable|
|28 days prior to departure||50%|
|14-27 days prior to departure||75%|
|2 weeks or less prior to departure||100%|
Different charges can be applicable in specific situations. In this case, the cancellation policy will be provided to the client by the time deposits are collected.
The foregoing is applicable in the event of total cancellation due to justified force majeure derived from COVID-19, in the terms regulated in the following section.
CANCELLATION OF THE RESERVATION DUE TO FORCE MAJEURE DERIVED FROM COVID
On an exceptional basis and regardless of what is established in the previous sections, the cancellation of the reservation will be free of charge due to the reasons - duly justified - indicated below:
- Inability to travel, either to the leased facilities or back to the place of origin, on the reserved dates.
- Impossibility of using the hired services during the reserved period.
The impossibility of enjoying the reserved services (due to impediments in the trip or the use of the hired services and activities) will be understood to be justified when it responds to decisions or mandatory measures adopted by the Portuguese authorities, the country of origin, or international bodies, related to COVID-19, such as border closures or other mobility restrictions or in the contracted activity itself.
Likewise, sufficient cause to justify the cancellation of the reservation will be considered when there is a mandatory quarantine in place:
- On dates coinciding with the contracted period, as a consequence of contagion by COVID-19 of the people who should enjoy the reserved services; excluding positives cases detected during the accommodation and/or development of the contracted activities.
- The reservation may also be cancelled when the team must remain in preventive quarantine, during the time of enjoyment of the contracted services, due to direct contact with a person positive for COVID-19; excluding positive cases detected during the accommodation and/or development of the contracted activities.
- On dates immediately after the contracted period, as a consequence of having travelled to Portugal, when the health and government authorities of the country of origin so require.
In any case, for refund purposes, documentation proving the impediment to travel or to carry out the contracted activity must be presented (unless it is notarized and in the public domain), including a certificate or medical report that makes for a justifiable impediment.
When the sufficient cause affects only partially the development of the contracted activities or affects less than 25% of the team that would enjoy the services, the cancellation of the reservation, with the corresponding refund of the amounts paid, will be partial, since the services that can be provided will continue to be provided. When the cause affects only partially, the person who has contracted the service must provide evidence of the percentage of the team affected.
Tour Organiser's Responsibilities
It is group/team organiser’s responsibility to:
- Complete the booking form on behalf of the group/team;
- Make a deposit and remaining payments on time;
- Ensure that the group/team have up to date passports, that all Visa requirements are met, and that EHICs have been obtained in time;
- Keep your group/team well-informed of the information given to you by Move Sports;
- Arrive promptly for transfers, matches, events or departures;
- Inform Move Sports of any changes;
- Ensure that the group/team adhere to Portuguese laws and regulations and Move Sports and its suppliers' regulations in providing the contracted services.
Losses and Damage
The training camp organiser or any group/team member or the group/team as a whole agree to indemnify Move Sports for all losses and/or damage suffered by Move Sports and/or the suppliers arising from any act or omission on the part of the training camp organiser, any group/team individual or the group/team as a whole.
Except where otherwise expressly stated in these conditions, Move Sports cannot accept liability or pay any compensation when the delivery of Move Sports services under contract with the group/team organiser or group/team is prevented or affected by or otherwise suffer any damage or loss as a result of “force majeure”. Force Majeure means unusual and foreseeable circumstances beyond Move Sports control, the consequences of which neither Move Sports nor the suppliers of the services in question could, even with all due care, foresee or avoid. Such events may include war or threat of war; riots; civil strife; terrorist’s activities; industrial disputes; natural disasters; fire or adverse weather conditions; and all similar events beyond our control (for cancellation due to COVID-19 please see the above cancellation policy section).
Move Sports does not accept liability for death or bodily injury to any member of the group/team unless it is the proven fault of a member of Move Sports staff, representative, agent or supplier. Move Sports can accept no liability for unforeseen circumstances beyond the control of the company or its members of staff, including flight delays/cancellations or force majeure.