Tennis Destination — Booking Terms & Conditions
Effective Date: January, 2025
Welcome to Tennis Destination. By booking a trip with us, you (“Guest”) acknowledge that you have read, understood, and agree to be legally bound by the following Terms & Conditions. This agreement governs all tennis holidays, retreats, and cultural travel experiences arranged by Tennis Destination. Please read carefully as these terms form the legal foundation of your contract with us.
1. Contract Formation & Responsibility
Your contract with Tennis Destination is formed when you receive written confirmation of your booking following receipt of a deposit or full payment. The lead traveler accepts these terms on behalf of all party members and assumes responsibility for payment and communications.
Tennis Destination acts solely as an operator of land-based tennis and travel experiences and does not sell, arrange, or manage international or domestic air travel. You are fully responsible for booking your own flights and for any consequences, delays, cancellations, or changes associated with those flights.
It is your responsibility to check your confirmation invoice carefully and report any discrepancies within 48 hours. Failure to do so may result in additional charges or loss of booking benefits.
2. Payments & Deposits
To secure your reservation:
- A non-refundable deposit of 25% is required at the time of booking.
- The remaining balance is due 60 days prior to the trip start date.
- Bookings made within 60 days of departure require full payment at time of booking.
All payments must be made in the invoiced currency. You are responsible for any associated bank fees or credit card processing charges. Payments are only considered valid once received as cleared funds.
Failure to make payments on time may result in automatic cancellation without refund.
3. Pricing & Surcharges
Prices are provided in US Dollars and are fixed once confirmed in writing. However, prices may be adjusted in the event of:
- Government-imposed taxes or local service charges
- Currency fluctuations of more than 5%
- Increases in supplier or operational costs
Any surcharge will be communicated clearly and fairly with supporting documentation if requested.
4. Guest Cancellations
All cancellation requests must be made in writing by the lead traveler and are subject to the following charges:
- More than 60 days before departure: Loss of deposit only
- 30–59 days: 50% of the total trip cost
- Less than 30 days: 100% of the total trip cost
Refunds, if applicable, will be processed within 14 days to the lead guest. Cancellation charges may be reimbursable under your travel insurance policy.
5. Guest-Initiated Changes
Requests to change dates, names, or services must be submitted in writing. While we will make every effort to accommodate changes, we cannot guarantee availability. An administrative fee may apply.
If a guest wishes to transfer the booking to another eligible individual, both parties must agree to the transfer in writing. Any additional costs incurred will be passed on to the guest.
6. Company Cancellations or Modifications
We reserve the right to cancel or modify a trip due to operational, safety, or legal reasons. When possible, you will be notified at least 30 days in advance. In such cases, we will offer:
- A replacement trip of equal or greater value
- A lower-value substitute plus refund of the price difference
- A full refund of payments received
Tennis Destination is not liable for any indirect costs, including independently booked flights, visas, or other non-refundable expenses.
7. Force Majeure
We are not liable for delays, disruptions, or cancellations caused by events beyond our control, including:
- Natural disasters
- Acts of terrorism or war
- Government restrictions
- Pandemics or epidemics
- Civil unrest or labor strikes
- Airline failures or border closures
In such cases, refunds or credits may be offered at our discretion based on our agreements with suppliers.
8. Travel Insurance
Travel insurance is mandatory for all Tennis Destination trips. Minimum required coverage:
- Trip cancellation: 100% of trip value
- Medical emergencies: $100,000 USD
- Emergency evacuation: $500,000 USD
Insurance must cover tennis-related injuries, pre-existing medical conditions, and travel delays. Proof of insurance may be requested before departure.
9. Guest Responsibility
You are responsible for:
- Ensuring valid passports, visas, and entry documents
- Complying with local customs and legal regulations
- Disclosing relevant medical conditions (see Section 11)
- Maintaining appropriate behavior throughout the trip
We reserve the right to remove any guest for:
- Harassment or discrimination
- Unsafe or unlawful activity
- Severe intoxication or drug use
- Violations of local laws or Tennis Destination’s values
No refund will be provided in such cases, and return travel arrangements are the guest’s responsibility.
10. Accommodations & Substitutions
While we aim to provide the accommodations and inclusions as listed, we reserve the right to substitute hotels or services with those of equal or greater value due to availability or operational needs.
We are not liable for third-party service disruptions.
11. Health & Fitness Disclosure
Participation in a Tennis Destination trip requires moderate physical activity. Guests must complete a health declaration 30 days prior to departure and disclose:
- Cardiovascular conditions
- Joint or mobility issues
- Medications affecting stamina
- Pregnancy or recent surgeries
Failure to disclose relevant health information may result in removal from activities or the entire trip without refund.
12. Tennis Activities & Assumption of Risk
All tennis-related activities carry inherent risk. By booking, you:
- Acknowledge these risks
- Agree to participate voluntarily
- Release Tennis Destination from liability for injury or dissatisfaction
You are responsible for personal tennis equipment and are encouraged to bring backup gear. We do not guarantee skill improvement or coaching outcomes.
13. Personal Property
We are not liable for loss, theft, or damage to personal belongings including:
- Tennis racquets and equipment
- Jewelry and electronics
- Luggage
Guests should use hotel safes and ensure their travel insurance includes personal item coverage.
14. Alcohol & Legal Compliance
You must comply with all local laws related to alcohol, controlled substances, and conduct. Tennis Destination reserves the right to:
- Limit or prohibit alcohol consumption during group events
- Remove guests violating local regulations
- Deny participation in activities for intoxicated or disruptive behavior
15. Minor Policy
The minimum age for independent travelers is 16. Guests under 18 must be accompanied by a parent or guardian who assumes full legal and financial responsibility.
All minors require a signed parental consent form and additional waiver.
16. Privacy & Data Protection
We collect and process personal data in compliance with the GDPR, CCPA, and relevant privacy laws. Your data may be shared with third-party providers solely for booking fulfillment.
By booking, you:
- Consent to data collection and secure storage
- Accept necessary data sharing with trusted suppliers
- Agree to receive marketing communications, with the option to opt out at any time
Our full Privacy Policy is available at [website link].
17. Photography & Marketing Consent
Tennis Destination may photograph or film activities for marketing purposes. By booking, you consent to:
- Use of your image in promotional materials
- Reposting of content you publicly share using our hashtags or geotags
You may opt out by informing us in writing before the trip.
18. Code of Conduct
Guests are expected to uphold respectful conduct toward staff, guides, and other travelers. Immediate removal without refund may occur in cases of:
- Verbal or physical abuse
- Discriminatory behavior
- Dangerous or illegal activity
- Repeated policy violations
Return travel costs are your responsibility.
19. Technology & Communication
Tennis Destination may use messaging platforms (e.g., WhatsApp) for trip coordination. Guests:
- Must provide an active phone number and emergency contact
- Are responsible for international data/roaming charges
- Agree that we are not liable for missed updates due to tech failures
20. Dispute Resolution
For claims under $5,000, binding arbitration is required before pursuing legal action. Class action rights are waived. In disputes, the prevailing party may recover reasonable legal fees.
21. Third Parties & Assignment
Guests may not transfer or assign bookings without written approval. Tennis Destination may assign operational duties to qualified vendors or destination partners.
22. Electronic Acceptance
Submitting a booking form or checking the agreement box during online checkout constitutes your legal acceptance of these terms.
23. Severability & Entire Agreement
If any provision of these terms is deemed unenforceable, all other sections shall remain in full effect. These terms supersede all previous communications and agreements.
24. Governing Law
These Terms & Conditions are governed by the laws of Los Angeles. California, United States. All disputes shall be resolved in the courts of that jurisdiction.
