Booking Conditions

The following booking conditions form the basis of your contract with your chosen ride operator and with any provider of services other than the ride operator (together and individually referred to as the “operator” in these booking conditions). All arrangements which form part of your holiday are the responsibility of the operator with whom you will enter into a contract. The operator will be identified during the booking process and their details will appear on your confirmation invoice. In these conditions, the operator who contracts to provide your riding or other holiday arrangements is referred to as the “operator” and the ride operators and service providers we represent as “operators”. The operators’ own individual terms and conditions apply in addition to these booking conditions. In the event there is any conflict between any provision of these booking conditions and the operator’s terms and conditions, the relevant provision of the operator’s terms and conditions will take precedence. A copy of the operator’s terms and conditions will be made available at the time of booking or earlier on request.

Please read these conditions carefully. By seeking confirmation of your booking, you are deemed to have accepted these conditions in full.

These conditions also cover the role and responsibilities of In The Saddle Limited in respect of the bookings we arrange on behalf of our clients. Please note, In The Saddle Limited (“In The Saddle”, “we” and “us”) is the disclosed agent of the operators we represent. We do not act in any other capacity and do not enter into any contract with you in respect of the provision of any arrangements or activities including without limitation, the rides, guiding and support services, accommodation, catering and transport. As agent, In The Saddle’s responsibilities are limited to the provision of information in respect of the rides and riding / other holiday arrangements provided by the operators, making your booking with your chosen operator and otherwise communicating between you and the operator in respect of your booking. The information we provide is obtained from the operators and is passed on in good faith.

1. Definitions

In these booking conditions, the following words have the following meanings:
1.1 “arrangements” and “holiday” means the arrangements which the operator has contracted to provide;
1.2 “balance due date” means the date by which the operator requires full payment of the holiday cost as advised at the time of booking (which is usually 10 weeks before the start date);
1.3 “booking” means the booking made on your behalf with the ride operator or service provider for arrangements which are operated or otherwise provided by that ride operator or service provider;
1.4 “lead name” means the person who makes the booking (who must be at least 18) and with whom we communicate in respect of that booking (and any substitute for them);
1.5 “operator” means the relevant ride operator and/or service provider, as the context requires;
1.6 “operator’s terms” means the terms and conditions of the ride operator or service provider which apply to your booking and which are additional to or separate from these booking conditions;
1.7 “service provider” means any provider of services (other than the ride operator) who enters into a contract with you for the provision of any services;
1.8 “start date” means the start date of the arrangements which the operator has contracted to provide;
1.9 “we” and “In The Saddle” means In The Saddle Limited;
1.10 “you” and “party members” means all persons on whose behalf a booking is made (including anyone added or substituted at a later date), or any of them as the context requires.

2.  Making your booking

The lead name must be authorised to make the booking on behalf of all party members on the basis of these booking conditions and operator’s terms. A binding contract between the operator and the lead name will come into existence when we confirm your booking by issuing a confirmation on the operator’s behalf following receipt of the payment due at the time of booking. This contract will be subject to these booking conditions and the operator’s terms.

In order to make a booking, you must pay a deposit of 20% of the total booking cost or, if greater, £200 per person unless otherwise advised. Some operators require a higher deposit than this of which you will be informed. Where you are booking after balance due date, the full cost of the holiday arrangements must be paid at the time of booking. Otherwise the balance of the booking cost (after deducting the deposit paid at the time of booking) must be received by us by the balance due date so that we can make payment to the operator on your behalf. To guarantee the price quoted at the time of booking, you may be required to pay part or all of the balance prior to balance due date. If any payment is not received by us on time, the operator may treat your booking as cancelled by you and apply cancellation charges as referred to in clause 5.

3.  Your holiday price

The prices we advertise are provided by the operators and are subject to change at any time before your booking is confirmed. Once we have confirmed the cost of your chosen arrangements on behalf of the operator at the time of booking, this will not change.

4.  Special requests, disabilities, medical conditions and reduced mobility

If you have any special request, you should advise us at the time of booking. We will pass any reasonable requests on to the relevant operator but no guarantee is given that any request will be met. Failure to meet any special request will not be a breach of contract on the operator’s part. Confirmation that a special request has been noted or passed on to the operator or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. For your own protection, you should obtain confirmation in writing that a special request will be complied with (where it is possible to obtain this) if it is important to you. Any special request which we have accepted will be specifically confirmed as accepted on your confirmation invoice.

The holidays we advertise may not be suitable for people with certain disabilities, medical conditions or significantly reduced mobility. Before your booking is confirmed, we will on the operator’s behalf advise you as to whether the proposed holiday arrangements are generally suitable for someone with reduced mobility. However, reduced mobility of course means different things to different individuals as individual capabilities, restrictions and requirements vary considerably. When we refer to reduced mobility, this means any material reduction in mobility whether this is permanent or temporary and whether caused by age or by physical or mental disability or impairment or other cause of disability.

Should you suffer from any medical condition, disability or significant reduction in mobility which may affect your holiday (including any which affect the booking process) or have any special requirements as a result, please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, you must provide full details in writing at the time of booking and whenever any material change in your condition, disability or mobility occurs so that we can pass this information to the operator. You must also promptly advise us if any medical condition, disability or reduced mobility which may affect your holiday develops after your booking has been confirmed.

5.  Riding ability and experience

It is your responsibility to ensure you have provided full and accurate information as to the riding ability and experience of all party members. You must do so at the time of booking and at appropriate times during your holiday. It is your responsibility to ensure that the person who allocates your horse to you is aware of your particular ability and experience, particularly if this is more limited.

Whilst riding or in the vicinity of horses, you must comply with the instructions of the operator. The operator is entitled to ask you to dismount or to refuse to allow you to ride if for any reason, such as ability, behaviour or health, they consider that you may endanger the safety or welfare of the horses, yourself or any other person.

6.  Changing your booking

If, after your confirmation has been issued, you wish to change your arrangements in any way, we will endeavour to assist but it may not always be possible to do so. Any request for changes should be made in writing by the lead name which should be sent by e-mail. Where the change can be made, you will be asked to pay our administration fee of £30 per change together with any charge applied by the operator.

Where you are unable or no longer wish to travel for any reason and want to transfer your riding holiday booking (or the place(s) on the booking of the individuals concerned) to someone else (introduced by you), you may do so without payment of the ride operator’s cancellation charges providing the person(s) to whom you are making the transfer satisfies all the conditions which form part of your contract with the ride operator. Requests for a transfer must be made in writing at least 7 days prior to departure and must be accompanied by the name and other applicable details of the replacement person. Where a transfer to a person of your choice can be made, our above mentioned administration fee will be payable together with any transfer charge applied by the ride operator. Please note, this right to transfer does not apply if your booking is for accommodation only or any other single service.

7.  Cancelling your booking

You, or any member of your party, may cancel your holiday arrangements at any time. Written notification of the cancellation must be received from the lead name at our offices. If you cancel 10 weeks or more before your start date, you will lose your deposit. In The Saddle is entitled to be paid its commission from the deposit and the balance of this will be retained by the operator. If you cancel within 10 weeks of your start date, you will have to pay such additional cancellation charges as the operator may apply in accordance with the operator’s terms.

You should ensure that you have personal travel insurance to cover the risk of cancellation for reasons outside your control such as illness or accident which prevents you travelling. Where you cancel for a reason which is covered by insurance, you must pay the applicable cancellation charges and then seek a refund of these from your travel insurer.

8.  Cancellation or amendment by the operator

Occasionally, the operator may need to alter or cancel a booking. Most of these changes will be minor and the operator has the right to make these. Where an insignificant change is made by the operator of which we are notified before the start date, we will advise you or your travel agent accordingly. If a particular holiday is subject to a minimum number of participants, the operator will have the right to cancel your booking if that minimum number is not achieved by the applicable deadline. We will advise you of any applicable minimum number and cancellation deadline (when notified to us by the operator) at the time of booking and of cancellation by the operator for this reason as soon as we are advised by the operator. The operator is not, however, obliged to cancel in the event that any minimum number is not reached so no representation or other commitment is made that there will be the specified minimum number of participants on any particular holiday.

Occasionally, an operator may need to cancel or make a significant change to your confirmed holiday. Where this happens, the operator may also offer you alternative holiday arrangements if they are in a position to do so. We will pass this information on to you together with details of any impact the alteration may have on the cost of your holiday, the price of any alternative arrangements offered by the operator and the period within which you will need to notify us of your decision so that we can advise the operator accordingly. If you are not prepared to accept any significant alteration and/or any alternative arrangements offered, you will be entitled to cancel your booking. In the event of cancellation, we will arrange for you to receive a full refund of the booking cost from the operator. If you request us to do so, we will try in our agency capacity to make alternative arrangements with a different operator. Where we are able to do so, a new booking with the alternative operator will be made and the applicable cost of those arrangements will be payable.

The operator will have no liability to you and will not be obliged to pay any compensation, expenses or other sums of any nature in the event that your booking is cancelled due to lack of minimum numbers notified by the applicable deadline or is cancelled or changed as a result of unavoidable and extraordinary circumstances. The operator may also limit or exclude its liability in other circumstances connected with the cancellation or alteration of your booking in accordance with the operator’s terms.

In The Saddle has no liability for any cancellation or alteration of the booking by the operator and accordingly no responsibility for any costs, expenses, losses or other sums of any nature which you incur or suffer as a result of the cancellation or alteration such as, for example, the cost of any flights or other arrangements you have made in connection with your booking.

9.  Liability

a. Liability of the operator

The operator is responsible for the performance of the services it has contracted to provide in accordance with the operator’s terms, these booking conditions, the law applicable to your contract with the operator (which may not be English) and the laws and standards of the country where your holiday arrangements take place. The operator may exclude or limit its liability to you in respect of any breach of contract, negligence or other fault on its part (including without limitation, in respect of the acts and/or omissions of the operator, its employees, agents, suppliers and other third parties who provide any services in respect of or in connection with your holiday) which may otherwise give rise to an entitlement on your part to claim damages. Any such exclusion or limitation will usually be found in the operator’s terms. In some countries or states, certain limitations and exclusions of liability may be mandated, authorised or approved by the law of that country or state which may (or may not) be included in the operator’s terms. Please also see clause 9b “Liability for horses / horse related accidents” and clause 10 “Unavoidable and Exceptional Circumstances”.

b. Liability for horses / horse related accidents

Please remember that horse riding and all other forms of contact with horses involve the inherent risk of injury (which can be life changing in nature), damage to property and even death. The best behaved horses can be unpredictable at times and all manner of situations can frighten them. Accidents can happen at any time including within the riding centre or stables. You are responsible for your own safety at all times. You must ensure you follow all instructions you are given and wear a riding helmet. The ride operator may ask you to sign a disclaimer or waiver acknowledging that the ride operator is not responsible in the event of your suffering personal injury, death or damage to property. Whether or not you are asked to sign a disclaimer or waiver, neither the ride operators nor In the Saddle will be liable in the event you suffer personal injury, death or damage to property as a result of or in connection with horse riding or any horse related activity or which is otherwise caused by a horse or horses or any other animal.

c. Personal baggage

On many rides, your luggage may be in a transfer vehicle in dry, dusty or wet conditions, sometimes being carried on the roof of the vehicle. Operators will endeavour to ensure the safety of your luggage but loss and damage can occur. You are recommended not to travel with valuable, precious or irreplaceable items. The operator and In The Saddle will not be liable in the unlikely event of luggage or personal items being lost, damaged or stolen (including from vehicles or rooms) and you must ensure you have adequate and appropriate travel insurance to protect your belongings. Operators may exclude in all liability for loss or damage to personal property in all circumstances including as a result of the operator’s negligence. You should keep your passport in your personal possession or in a locked safe and have a photocopy of your passport in a separate section of your luggage.

d. Liability of In The Saddle

In The Saddle Limited is the disclosed agent of the operators. We do not act in any other capacity and do not enter into any contract with you in respect of the provision of any arrangements or activities including without limitation, the rides, guiding and support services, accommodation, catering and transport which form part of your holiday. In The Saddle Limited is wholly independent of the operators and we have no involvement in the organisation or operation of any holiday arrangements. These are not supervised, controlled or endorsed by us in any way.

As agent, In The Saddle’s responsibilities are limited to the provision of information in respect of the rides and riding and other holiday arrangements provided by the operators, making your booking with your chosen operator and otherwise communicating between you and the operator in respect of your booking. In The Saddle Limited does not have any liability in any capacity (whether as agent for the operator or otherwise) in respect of the performance of your contract by the operator or for the acts and/or omissions of the operator, its employees, agents, suppliers and other third parties who provide any services in respect of or in connection with your holiday.

The information we provide is obtained from the operators and is passed on in good faith. In The Saddle Limited does not have any liability in any capacity in respect of any such information, including for any errors, inaccuracies or misrepresentation it may contain. We will of course notify you of any material error, inaccuracy or misrepresentation as soon as reasonably practicable if we become aware of the same.

In the event In The Saddle is found to have any liability to you in any capacity or on any basis, such liability will be limited to a maximum of the total commission which we have received or are entitled to receive from the operator in respect of your booking. Nothing in these booking conditions excludes the liability of In The Saddle for any death or personal injury which is directly caused by the negligence of In The Saddle or any of our employees. We will not be liable in any circumstances for any indirect or consequential loss or damage or for any sum which relates to or arises from any business including without limitation, self-employed loss of earnings.

10. Unavoidable and extraordinary circumstances

In these booking conditions, unavoidable and extraordinary circumstances means a situation which is beyond the control of the operator, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include (whether actual or threatened) exceptional weather conditions (including without limitation, storm, flood, drought and exceptional temperatures), riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, fire, war, pandemics/epidemics, interruption or restriction of any public utility (such as electricity or water) and compliance with any law or governmental order, rule, regulation or direction, local restrictions or bye-laws or local custom.

Except where otherwise expressly stated in these booking conditions, the operator will have no liability and will not be obliged to pay any compensation, expenses or other sums where the performance or prompt performance of its obligations under its contract with you is prevented or affected by, or you otherwise suffer any damage, loss or expense of any nature as a result of, unavoidable and extraordinary circumstances. In The Saddle will similarly have no liability for any claim, liability, expense or loss which arises from or in connection with any unavoidable and extraordinary circumstances.

11. Complaints and problems during your holiday

In the unlikely event you have reason to complain or may have a basis for making a claim in respect of any aspect of your holiday arrangements, you must inform the operator at the earliest opportunity after the complaint or issue arises. Any verbal notification should be put in writing as soon as possible. Please give the operator a sufficient opportunity to deal with the situation. Should you remain dissatisfied and require any help in resolving the problem, you can contact us on our 24 hour emergency telephone line +44 7932 644 993. Whilst we are the ride operator’s agent, we will endeavour to assist if we can in this capacity. Responsibility for any complaint or claim in respect of the holiday arrangements does however lie solely with the operator unless the complaint specifically relates to the performance of services by In The Saddle in our own right.

If your complaint or issue is not resolved locally to your satisfaction and you wish to pursue the matter, please follow this up within 28 days of your return home by writing to us in our capacity of agent for the operator giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up the operator’s response to you. It is strongly recommended that you communicate any complaint to the operator as well as via our emergency telephone line and complete a report form (where requested to do so) whilst you are on holiday. If you fail to follow this simple procedure, the operator will have been deprived of the opportunity to investigate and rectify your complaint during your holiday and this may affect your rights under your contract with the operator.

12.  ABTA

We are a member of ABTA, membership number W1733. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. In the event that you have a complaint or claim which specifically relates to the performance of services by In The Saddle in our own right (and not the performance of the holiday arrangements by the operator), that dispute may be referred to arbitration, if you so wish, under a special scheme arranged by ABTA and administered independently. This is a simple and inexpensive method of arbitration on documents alone with restricted liability on you for costs. The upper limit for claims is £5,000 per person and £25,000 per booking. The scheme does not apply to claims which are solely in respect of physical injury or illness or their consequences. It can however deal with claims which include an element of minor injury or illness subject to a limit of £1,500 on the amount that the arbitrator can award per person in respect of this element. Your request for arbitration must be received by ABTA within 18 months of the date of return from holiday. Outside this time limit, arbitration under the scheme may still be available if we agree but the ABTA code does not require such agreement. For injury and illness claims, you can request the ABTA mediation procedure and we have the option to agree to mediation. Further information on the code and ABTA’s assistance in resolving disputes can be found on www.abta.com.

Only disputes relating to our actions as agent can be dealt with by the arbitration scheme or mediation procedure and not complaints or claims concerning the arrangements themselves or the acts / omissions of the operator.

13. Passports, visas and health requirements

The passport and visa requirements applicable to the holidays we advertise will be provided at the time of booking. Requirements may change and you must check the up to date position in good time before departure. A British passport presently takes approximately 3 to 6 weeks to obtain. If any member of your party is 16 or over and hasn’t got or previously held a passport, you should apply for one at least 6 weeks before your holiday. The UK Passport Service has to confirm your identity before issuing your first passport and will ask you to attend an interview in order to do this. If any person on the booking is not a British citizen or holds a non British passport, you must check the applicable passport and visa requirements with the embassy or consulate of the country(ies) to or through which you are intending to travel.

We will advise you of any compulsory health requirements of which we are aware for any of the holidays we sell at the time of booking. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery, local travel clinic and the National Travel Health Network and Centre. Information on health abroad is also available on www.nhs.uk.  Vaccination and other health requirements/recommendations are subject to change at any time for any destination. Please therefore check with a doctor or clinic not less than 6 weeks prior to departure to ensure that you have met the necessary requirements and have the applicable information.

For holidays in the EU/EEA while the UK remains a member of the EU, you should obtain an EHIC (European Health Insurance Card) prior to departure from www.ehic.org.uk. An EHIC is not a substitute for travel insurance.

It is the responsibility of the person who makes the booking to ensure that all persons travelling are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. No liability can be accepted if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation.

14.  Foreign Office advice

The UK Foreign and Commonwealth Office publishes regularly updated travel information on its website www.gov.uk/foreign-travel-advice and https://travelaware.campaign.gov.uk which you are strongly recommended to consult before booking and in good time before departure.

15. Travel insurance and acceptance of risk

You are required by the ride operators to take out travel insurance which provides cover for medical expenses and emergency repatriation in the event of an accident or illness during your holiday. We may request proof of such insurance for your ride operator. You are also strongly recommended to have insurance in place to provide cover in the event of your cancelling your holiday.

In addition it is a condition of your booking is that you complete and sign the In The Saddle – Acceptance of Risk form. This form can be viewed here.

16. Behaviour

When you book any arrangements, you accept responsibility to the operator for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be made at the time, directly to the operator. You are expected have consideration for other people. If any person behaves in such a way as to cause or to be likely to cause distress, danger or annoyance to any third party or damage to property, the operator has the right to terminate the holiday arrangements of that person without notice. In this situation, the person(s) concerned will be required to leave their holiday arrangements. The operator and In The Saddle will have no responsibility towards such person(s) (including any return travel arrangements) in this situation. The operators will not make any refunds and no costs or expenses incurred as a result of termination will be met.

17. Governing law Jurisdiction

Your relationship with In The Saddle, including those parts of these booking conditions which affect that relationship, is governed by English law. In the event of any dispute, claim or other matter of any description arising between you and In The Saddle (as opposed to between you and the operator), this will be subject to the exclusive of the courts of England and Wales.

Your contract with the operator will be subject to the governing law and jurisdiction specified in the operator’s terms. This will usually be the law and courts of the country where the arrangements are provided.