Thank you for trusting in Padel Roaming. For your records, please find our terms and conditions for the event you have signed up to. Any questions please email hello@padelroaming.com

1. About these Terms

These Booking Terms and Conditions apply to bookings made with Padel Roaming Ltd, 45 Lorraine Court, London NW18SG ("Padel Roaming", "we", "us" or "our") for padel holidays, retreats, events, trips, coaching experiences and related travel services.

By making a booking, you agree to these Terms. The person making the booking is the lead booker and confirms that they are authorised to accept these Terms on behalf of all participants in the booking.

2. Definitions

"Booking Confirmation" means the written confirmation issued by Padel Roaming confirming the package, price, dates and inclusions.

"Event Partner" means the local club, coach, academy, host or destination partner appointed to deliver in-destination services such as coaching, courts, welcome activity, local support and organised play.

"Package" means the combination of travel services sold or organised by Padel Roaming, which may include accommodation plus padel coaching, court hire, tournament play, social activities or other tourist services.

"Remote Support" means support provided by Padel Roaming before, during or after the trip by email, WhatsApp, telephone, booking platform or other remote communication channels.

"On-site Support" means in-destination support provided by an Event Partner or local supplier, or Padel Roaming employee.

3. Our Role as Package Organiser

Padel Roaming sells and organises padel travel packages. Where your booking is a package under the Package Travel and Linked Travel Arrangements Regulations 2018, Padel Roaming acts as the organiser of that package unless we state otherwise in writing.

Padel Roaming may arrange services through hotels, clubs, coaches, venues, transport providers, event partners and other suppliers. Those providers are independent businesses and are not employees of Padel Roaming. However, where their services form part of your package, Padel Roaming remains responsible to you for the proper performance of the package as required by applicable package travel law.

4. Booking Your Trip

A booking is confirmed when: (a) you complete the booking process via our website or authorised channel; (b) the required deposit or full payment is received; and (c) we issue a Booking Confirmation.

A website enquiry, quotation request, itinerary proposal or provisional availability message does not create a confirmed booking. All bookings are subject to availability.

5. Lead Booker and Group Bookings

The lead booker confirms that they are at least 18 years old, authorised to accept these Terms on behalf of all participants, responsible for making all payments due, and responsible for ensuring that all participants receive and comply with these Terms and all travel information.

Where group information, player levels, dietary requirements, medical information or rooming details are required, the lead booker must provide accurate and timely information.

6. Deposit and Payment

Unless otherwise stated in your Booking Confirmation, a non-refundable deposit of GBP 250 / EUR 300 per person, or the stated deposit amount, is required to secure your place.

Unless otherwise stated, the remaining balance must be paid no later than 98 days before the trip start date. If the balance is not paid by the due date, we reserve the right to cancel the booking and the deposit may be forfeited.

For bookings made within the balance due period, full payment may be required immediately.

For non-standard events (such as private hosted events), payment terms may vary. These will be clearly stated in the booking process and confirmation of registration.

7. Prices and Website Accuracy

Prices shown on our website are indicative unless clearly stated as fixed. Final prices may vary depending on accommodation availability, room type, group size, padel programme, local taxes, optional extras and supplier availability.

Once your booking is confirmed, we will only change the price where permitted by law and these Terms. We reserve the right to correct obvious pricing errors before confirming a booking.

8. What Padel Roaming Provides

• Support designing event itineraries
• Provision of a booking management system with access for customers, Padel Roaming staff and event partners
• Landing and booking pages integrated into the event partner website, where applicable
• Creation of new events when requested, including hotel and other supplier interactions
• Customer enquiries before the event and sales processing
• Financial processing and payment of suppliers
• Coach and court reservations
• Hotel reservation and booking management
• Group data collection related to the organisation and delivery of the event
• Marketing to referral partners where necessary
• Pre-event communication with groups, including WhatsApp group creation and introductions to the event partner team
• Remote support during events, including activity timing communications, hotel issue escalation and schedule changes
• Provision of group information to event partners, including player information, levels and other requirements
• Technology to support the group during the event, including itinerary access, reminders and a searchable database of local activities, shops and restaurants where available

9. What Event Partners Provide

Padel Roaming may at times provide a Padel Roaming representative on site during events. On-site support is generally provided by the appointed Event Partner and/or relevant local suppliers. Event Partners may provide:

• Assistance in designing event itineraries
• Provision of agreed coaching and courts where and when required
• Delivery of the agreed itinerary, including organisation of groups and social or tournament play
• On-ground support for the group outside coaching and court time, including welcoming the group, answering event delivery questions and providing local knowledge
• Participation in the relevant WhatsApp group as the local support contact
• Provision of the agreed welcome pack

You must raise any in-destination issue as soon as possible with the Event Partner, hotel, coach or relevant supplier, and also notify Padel Roaming using the support channel provided. This gives us and our partners a reasonable opportunity to resolve the issue during your trip.

10. What Your Package Includes and Excludes

Each trip page and Booking Confirmation will outline what is included. Typical inclusions may include accommodation, organised padel sessions or coaching, group match play or tournaments, social activities and hosted or supported event elements.

Unless clearly stated, the following are not included:

• Flights
• Travel insurance
• Airport transfers
• Equipment hire
• Meals not listed
• Personal spending
• Optional activities or local transport not listed as included

11. Financial Protection and ABTOT

The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Padel Roaming Ltd 5701, and in the event of their insolvency, protection is provided for:

• Non-flight packages

ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if transportation was included in your package. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Padel Roaming Ltd.

In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.

You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made

You can find out more about ABTOT here: https://www.abtot.com/

Unless your Booking Confirmation states otherwise, flights are not included in Padel Roaming packages. If flights are included in the future, different or additional financial protection arrangements may apply and will be stated before you book.

12. Changes by You

If you wish to change your booking, requests must be made in writing by the lead booker. Changes are subject to availability and supplier approval, and an administration fee or supplier charges may apply.

Examples of changes include changing participants, changing accommodation type, adding extras or transferring to another trip.

13. Cancellations by You

For our standard published camps, the following terms apply:
If you cancel your booking, the following cancellation charges may apply. Cancellation must be made in writing by the lead booker and takes effect when Padel Roaming receives it.

Refunds are calculated based on the date written cancellation is received. We strongly recommend purchasing travel insurance that covers cancellation. Where possible, we will always try to find alternative options for future events, but this cannot be guaranteed.

For private or bespoke events, other terms may apply and will be provided during the booking / payment process.

14. Minimum Group Numbers

Some trips require a minimum number of participants. If the minimum number is not reached, Padel Roaming may offer an alternative trip or date, or cancel the trip and provide a full refund of payments made for the package.

We are not responsible for additional expenses such as flights or independent travel arrangements unless the law requires otherwise.

15. Changes or Cancellation by Padel Roaming

Occasionally we may need to change or cancel a trip due to insufficient participants, extreme weather, venue closures, safety concerns, supplier changes, coach illness, operational issues, or circumstances beyond our control.

A major change may include a change of destination, a change of accommodation to a lower standard, a change of trip dates by more than 24 hours, or cancellation of a substantial part of the padel programme without suitable alternative arrangements.

If we make a major change before departure, we will offer the options required by law, which may include accepting the change, accepting an alternative trip where available, or receiving a refund.

Where events are focused on around certain individuals or players, you accept that we cannot control injuries or major personal circumstances that may affect their availability. Should a problem occur that impacts availability we will communicate with as much advanced notice as possible and either best endeavours to provide an alternative or offer a new date if possible.

16. Padel Programme, Coaching, Courts and Weather

Padel is an outdoor and facility-dependent sport. Court availability, coaching times, tournament formats and social play may need to change because of weather, safety, maintenance, group level mix, coach availability or local operational issues.

We and our Event Partners will use reasonable efforts to provide the padel programme described in your Booking Confirmation or a suitable alternative. A change to the order, timing, coach, court allocation or format of padel sessions will normally be treated as a minor change unless it materially reduces the overall value or nature of the package.

17. Accommodation and Rooming

Accommodation arrangements vary by trip. Unless otherwise stated, pricing is based on two people sharing, single occupancy may incur a supplement, and room sharing is only available with someone you book with.

Special accommodation requests, including room location, bed configuration, dietary needs and accessibility requests, cannot be guaranteed but will be passed to the relevant hotel or provider.

18. Travel Arrangements

Padel Roaming typically does not include flights in its packages. Participants are responsible for arranging their own flights, visas, travel documents and airport transfers unless these are expressly included in the Booking Confirmation.

We recommend booking flights only after receiving final trip confirmation. You are responsible for ensuring that your travel documents are valid for the destination and dates of travel.

19. Travel Insurance

Participants must have adequate travel insurance covering trip cancellation, medical expenses, participation in padel or similar sports, personal belongings and any other activities included in the trip.

Proof of insurance may be requested before travel. Failure to obtain suitable insurance is at your own risk.

20. Fitness, Safety and Participation

Padel Roaming trips involve physical activity. Participants confirm that they are fit to participate in padel or similar sporting activities and will inform us and the Event Partner of any relevant medical conditions, injuries or requirements.

Participants must follow all reasonable instructions given by coaches, Event Partners, venue staff, hotel staff and suppliers. You take part in sports activities acknowledging the ordinary risks of physical activity.

21. Behaviour and Conduct

Participants must behave respectfully towards other guests, coaches, hosts, hotel staff, suppliers and local communities.

Padel Roaming or an Event Partner may remove any participant whose behaviour endangers others, disrupts the group, damages property, breaches local laws or seriously breaches these Terms. No refund will be given in such cases, and the participant may be responsible for any costs arising from their conduct.

22. Data Protection, WhatsApp Groups and Group Information

We process personal data in accordance with our Privacy Policy. Your data may be shared with travel partners, Event Partners, hotels, coaches, venues and suppliers where necessary to organise and deliver the trip.

For group coordination, we may create WhatsApp or similar messaging groups. Joining such groups may reveal your phone number, profile name and messages to other participants, Event Partners and Padel Roaming team members. If you do not wish to join a group, tell us and we will provide key information by another reasonable method where possible.

You must not misuse other participants' contact details or share personal information from the group outside the group without consent.

23. Media and Photography

During trips, Padel Roaming, Event Partners or suppliers may take photographs or videos for promotional purposes. If you do not wish to be photographed or filmed, you must notify us in writing before the trip and remind the Event Partner on arrival.

We will use reasonable efforts to respect opt-outs, but we cannot guarantee that you will not appear incidentally in group or background footage.

24. Complaints

If you experience a problem during the trip, you must notify the Event Partner, relevant supplier and Padel Roaming as soon as possible so that we can attempt to resolve it.

If the issue cannot be resolved during the trip, please contact us in writing within 14 days of returning home, including your booking reference, details of the issue and any supporting evidence.

25. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, or rights that cannot be excluded under applicable package travel law.

Subject to the above, we are not liable for losses that are not foreseeable, business losses, loss or damage to personal property unless caused by our breach of duty, or failures caused by you, a third party unconnected with the package, or unavoidable and extraordinary circumstances.

Where permitted by law, our liability is limited to the total amount paid for the affected booking.

26. Force Majeure / Unavoidable and Extraordinary Circumstances

We shall not be liable for failure to perform, or delay in performing, obligations where this is due to unavoidable and extraordinary circumstances beyond our reasonable control. Examples include natural disasters, extreme weather, pandemics, government restrictions, strikes, war, terrorism, political unrest, venue closures and serious safety concerns.

In such cases we may modify or cancel the trip, subject to your rights under applicable law.

27. Governing Law and Jurisdiction

These Terms and Conditions are governed by the laws of England and Wales. Any disputes shall be subject to the jurisdiction of the courts of England and Wales, except where mandatory consumer law gives you the right to bring proceedings elsewhere.

28. Contact

Padel Roaming Ltd, 45 Lorraine Court, London NW18SG

Website: https://padelroaming.com

Email: hello@padelroaming.com