TERMS & CONDITIONS
Company: LXRYWEEKENDS LTD
Company Number: 16723119
Protected Trust Services (PTS) Membership: 6430
1. Introduction
Welcome to LXRYWEEKENDS (“we”, “our”, “us” or “LXRYWEEKENDS”).
These Terms & Conditions set out the basis on which LXRYWEEKENDS provides and arranges travel, accommodation, activities, transfers, events and other services for its clients.
By making a booking with LXRYWEEKENDS, you agree to these Terms & Conditions. Please read them carefully before confirming your booking.
These Terms & Conditions apply to bookings made with LXRYWEEKENDS across the United Kingdom and international destinations.
Where a booking constitutes a “package” within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018 (“Package Travel Regulations”), the additional statutory rights and responsibilities applicable to package bookings will apply.
Nothing within these Terms & Conditions is intended to exclude, restrict or reduce any statutory rights that cannot lawfully be excluded or restricted.
2. Our Role and Package Responsibility
LXRYWEEKENDS is an events and travel business arranging accommodation, activities, transfers, events and other travel-related services through a network of third-party suppliers.
Depending on the services included within your booking, LXRYWEEKENDS may act as the organiser of a package for the purposes of the Package Travel Regulations.
Where LXRYWEEKENDS is the package organiser, we are responsible for the proper performance of the travel services included within the package in accordance with applicable law.
Individual elements of your package may be physically delivered by third-party suppliers, including accommodation providers, activity providers, transport operators, restaurants, venues and local destination partners.
LXRYWEEKENDS manages the overall booking and acts as your primary point of contact in relation to the arrangements we have organised.
Booking confirmations issued by LXRYWEEKENDS represent arrangements made through our approved suppliers and partners.
We do not normally disclose confidential supplier cost prices, commercial agreements or internal supplier correspondence.
Clients will be provided with the information reasonably required for their trip, which may include:
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Accommodation details and address
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Activity details and timings
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Transfer information
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Meeting points
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Joining instructions
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Relevant local or emergency contact details
Final itinerary information may be provided closer to departure once arrangements and operational details have been finalised.
3. Communication
All queries relating to your LXRYWEEKENDS booking should be directed through LXRYWEEKENDS unless we specifically advise otherwise.
Clients should not independently amend, cancel or renegotiate services directly with suppliers where those services form part of a booking managed by LXRYWEEKENDS.
Any questions, requests, changes or issues should be raised with your designated LXRYWEEKENDS contact or our central support team.
This allows us to maintain accurate records, coordinate suppliers and manage your arrangements effectively.
Where we provide you with the details of a local representative, supplier or emergency contact for operational purposes, you may contact that person where reasonably required during your trip.
LXRYWEEKENDS cannot accept responsibility for unauthorised arrangements, cancellations or amendments made directly between a traveller and a supplier without our knowledge or approval.
4. Planning Deposit & Booking Payments
a. Planning Deposit
A £50 planning deposit is normally required before LXRYWEEKENDS begins creating a bespoke itinerary and obtaining quotations from suppliers. The planning deposit is paid directly into our Protected Trust Services (PTS) Trust Account via the payment link we provide.
The planning deposit covers the time involved in researching, designing and preparing your personalised package.
Where the group subsequently confirms the booking, the £50 planning deposit will be credited towards the Lead Organiser's £100 booking deposit, leaving £50 payable to complete it.
If you decide not to proceed with the proposed booking, the planning deposit is non-refundable to the extent permitted by applicable law, reflecting the planning and research services already undertaken by LXRYWEEKENDS.
b. Booking Confirmation
Unless otherwise agreed in writing, each guest is required to pay a £100 booking deposit within the payment period stated in the booking documentation.
For the Lead Organiser, any planning deposit already paid and credited towards the booking will be deducted from their £100 booking deposit. Where the standard £50 planning deposit has been paid, the Lead Organiser will therefore pay the remaining £50.
Payment deadlines may vary depending on how close the booking is made to departure and the requirements of the relevant suppliers.
A booking is not considered fully secured until the required payments have been received and LXRYWEEKENDS has confirmed the booking.
Supplier availability and prices may remain subject to change until the booking has been confirmed.
Each guest's booking deposit forms part of the total package price.
c. Final Balance
The remaining balance will normally be due six (6) weeks before departure, unless a different payment deadline has been agreed or stated within your booking documentation.
Where appropriate, LXRYWEEKENDS may offer an instalment payment plan.
All applicable payment deadlines will be communicated as part of the booking process.
Failure to make payment by the applicable deadline may place the booking at risk and may be treated as a cancellation, subject to the cancellation provisions within these Terms & Conditions.
d. Protected Payments – PTS
All payments to LXRYWEEKENDS, including planning deposits, booking deposits, instalments and final balances, are made directly into the Protected Trust Services (PTS) Trust Account (PTS Membership 6430). Payments should always include your PTS booking reference. You will be provided with a Booking Link where you can view all payments made towards your booking.
Client monies are held in trust and supplier payments are made through the PTS trust process in accordance with the applicable client money and insolvency protection arrangements. LXRYWEEKENDS will never ask you to pay into a personal or business bank account.
Our insolvency protection provider is Protected Trust Services Limited, 307-315 Holdenhurst Road, Bournemouth, BH8 8BX.
5. Traveller Cancellations & Termination Charges
We understand that circumstances can change after a booking has been confirmed.
A traveller may terminate their package at any time before departure. Where a traveller chooses to cancel, LXRYWEEKENDS may apply an appropriate and justifiable termination charge in accordance with applicable law.
a. Booking Deposits
Following confirmation of the booking, the £100 booking deposit paid by each guest may be retained as part of any termination charge, as LXRYWEEKENDS and its suppliers begin committing costs and securing services from that point. Any termination charge will remain appropriate and justifiable in accordance with applicable law.
The planning deposit is non-refundable where the relevant planning and itinerary preparation services have already been provided, to the extent permitted by applicable law.
b. Cancellation Charges
Where a traveller or group cancels after a booking has been confirmed, the applicable cancellation charge may include:
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Non-refundable accommodation commitments
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Non-refundable activity costs
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Transport or transfer commitments
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Venue, restaurant or event commitments
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Supplier cancellation charges
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Other costs reasonably attributable to the cancellation
When determining an applicable termination charge, LXRYWEEKENDS will take account of relevant cost savings and, where applicable, income reasonably available from alternative deployment of the cancelled travel services. Where requested, LXRYWEEKENDS will provide justification for the termination charge in accordance with applicable law.
c. Cancellations Close to Departure
Supplier commitments commonly become increasingly restrictive and non-refundable as the departure date approaches.
For cancellations made within six (6) weeks of departure, a termination charge of up to 100% of the total package price may apply where the costs and commitments associated with the cancelled booking or place are non-refundable or non-recoverable.
Where costs can reasonably be recovered or saved as a direct result of the cancellation, this will be taken into account when determining the applicable termination charge.
d. Individual Cancellations Within a Group
Group packages are priced on the basis of the total group booking. Some arrangements, such as whole-property accommodation, room-based pricing, private transport or minimum group charges, involve fixed costs that do not reduce when an individual traveller cancels. Per-person prices reflect the group total divided between travellers.
Where an individual traveller cancels, any payments they have made will be retained as part of their termination charge. Where the cancelling traveller's termination charge does not cover their share of fixed costs, LXRYWEEKENDS will contact the Lead Organiser to agree how the vacant place will be covered, which may include finding a replacement traveller, sharing the cost of the vacant place between the remaining travellers, or changing the arrangements where suppliers allow.
The Lead Organiser remains responsible for ensuring the total group booking price is paid.
e. Travel Insurance
Where a traveller is unable to travel because of illness, injury, bereavement or other personal circumstances and a cancellation charge applies, the traveller should contact their travel insurer to establish whether the loss is covered under their policy.
LXRYWEEKENDS will provide reasonable documentation confirming payments and applicable cancellation charges where required for a legitimate insurance claim.
6. Transfer of a Booking to Another Traveller
A traveller may request to transfer their place on a package to another person who satisfies all conditions applicable to the booking.
Requests must be provided to LXRYWEEKENDS on a durable medium and with reasonable notice before departure.
Notice provided at least seven (7) days before the start of the package will be considered reasonable in accordance with the Package Travel Regulations.
Transfers remain subject to the replacement traveller satisfying all relevant requirements applicable to the booking.
LXRYWEEKENDS may recover the actual costs incurred in processing a transfer, including amendment charges imposed by suppliers.
Any transfer charges will not be unreasonable and will not exceed the actual costs incurred as a result of the transfer. Evidence of those costs will be provided where required by applicable law.
The original traveller and replacement traveller may be jointly responsible for any outstanding balance and applicable transfer costs as provided by law.
7. Unavoidable and Extraordinary Circumstances
Where unavoidable and extraordinary circumstances occur at the destination or its immediate vicinity and significantly affect the performance of the package or the carriage of passengers to the destination, travellers may have statutory rights to terminate the package without paying a termination fee.
Where such statutory rights apply, the traveller will be entitled to the refund required by applicable law.
Personal circumstances affecting an individual traveller, including personal illness or inability to attend, do not automatically constitute unavoidable and extraordinary circumstances affecting the destination or performance of the package.
Travellers are therefore strongly encouraged to obtain appropriate travel insurance.
8. Changes Requested by the Client
If you wish to amend your booking after it has been confirmed, LXRYWEEKENDS will make reasonable efforts to accommodate the request.
However:
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Amendments remain subject to availability and supplier approval.
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Changes to group size requested by the Lead Organiser, such as adding travellers or changing arrangements, may result in the package price being recalculated. Individual cancellations are dealt with under section 5d.
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Accommodation configurations may need to change.
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Suppliers may impose amendment or administration charges.
No amendments can be made to a booking within six (6) weeks of departure. This does not affect a traveller's right to transfer their place to another person under section 6, or the right to cancel subject to the termination charges in section 5.
Any additional costs resulting from a client-requested amendment will be communicated before the amendment is confirmed wherever reasonably practicable.
9. Changes Made Before Departure
Occasionally it may be necessary to make changes to a booking before departure.
LXRYWEEKENDS reserves the right to make insignificant changes where permitted by applicable law and will notify the Lead Organiser where appropriate.
Where LXRYWEEKENDS is constrained to make a significant change to one or more of the main characteristics of a package before departure, we will notify the Lead Organiser without undue delay and provide the options required under applicable law.
Depending on the circumstances, these options may include:
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Accepting the proposed change;
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Accepting a suitable substitute package or arrangement where offered; or
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Terminating the package without paying a termination fee and receiving any refund due under applicable law.
Any applicable refund will be processed within the period required by law.
10. Cancellation by LXRYWEEKENDS
In limited circumstances, LXRYWEEKENDS may be required to cancel a package before departure.
Where LXRYWEEKENDS terminates a package because we are prevented from performing it due to unavoidable and extraordinary circumstances, the traveller will receive the refund required under applicable law.
Where a package is expressly dependent upon a minimum number of travellers and that minimum is not reached, LXRYWEEKENDS may terminate the booking where this possibility and the relevant minimum number have been communicated as part of the contract and the statutory notice requirements are satisfied.
Where applicable, notice of termination due to minimum numbers not being reached will be given no later than 20 days before departure for trips lasting more than six days, 7 days before departure for trips lasting two to six days, and 48 hours before departure for trips lasting less than two days.
Where LXRYWEEKENDS terminates a package in circumstances giving rise to a statutory right to a refund, the refund will be provided without undue delay and within the timeframe required by applicable law.
Nothing in this section limits any additional statutory rights that may apply depending upon the reason for cancellation.
11. Performance of the Package & Suppliers
LXRYWEEKENDS works with third-party accommodation providers, activity operators, transport companies, venues, restaurants and other suppliers to deliver the services included within our packages.
Where LXRYWEEKENDS is the organiser of a package, we remain responsible for the performance of the travel services included within that package as required by applicable law.
Clients must inform LXRYWEEKENDS without undue delay if they experience a problem or lack of conformity during their trip.
Where appropriate, we will work with the relevant supplier to remedy the issue within a reasonable period.
Nothing within these Terms & Conditions excludes or limits liability where it would be unlawful to do so.
LXRYWEEKENDS will not be responsible for losses resulting from circumstances attributable to the traveller, an unconnected third party where the event is unforeseeable or unavoidable, or unavoidable and extraordinary circumstances, except where applicable law provides otherwise.
12. Client Responsibilities
By booking with LXRYWEEKENDS, travellers agree:
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To provide accurate names, contact information, group information and other details reasonably required to administer the booking.
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To check booking documentation and notify LXRYWEEKENDS promptly of any errors.
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To arrive at activities, transfers and other arrangements at the stated time.
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To behave responsibly and respectfully at accommodation, venues and activities.
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To comply with reasonable supplier rules and local laws.
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To pay any applicable damage deposits or charges arising from damage caused by members of the group.
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To ensure that they possess any passports, visas or other travel documentation required for their journey where applicable.
Travellers are responsible for their own conduct. Serious misconduct or failure to comply with supplier or accommodation rules may result in a traveller being refused or removed from a service. Any refund in such circumstances will be subject to applicable law and any recoverable amounts from the relevant supplier.
13. Supplier and Commercial Information
LXRYWEEKENDS maintains confidential commercial relationships with suppliers and destination partners.
We do not normally disclose:
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Supplier wholesale or net cost prices
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Commercial commission arrangements
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Confidential contracts
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Internal correspondence
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Supplier information that is not reasonably required by the traveller
This does not prevent LXRYWEEKENDS from providing information that we are legally required to provide or information reasonably necessary for the traveller to use the booked services.
All booking amendments and commercial discussions should continue to be handled through LXRYWEEKENDS unless otherwise advised.
14. Travel Insurance
We strongly recommend that every traveller obtains adequate travel insurance from the date their booking is confirmed.
Insurance should be appropriate to the destination and activities included and should, where appropriate, provide cover for:
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Cancellation
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Illness and medical emergencies
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Personal accident
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Lost or damaged belongings
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Travel disruption
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Activities included within the itinerary
Where a traveller is unable to travel because of personal circumstances and cancellation charges apply, the traveller should contact their insurer to determine whether the loss is covered.
LXRYWEEKENDS does not currently provide or arrange individual travel insurance policies.
15. Flights & ATOL
Unless expressly stated otherwise in writing, LXRYWEEKENDS does not arrange or sell flights as part of its packages.
Clients are responsible for arranging their own flights.
As LXRYWEEKENDS does not currently sell flight-inclusive packages, our ground-based packages are not ATOL-protected.
Non-flight package insolvency protection is provided through Protected Trust Services (PTS). Please see section 4d for details.
Clients should ensure that any independently booked flights are suitable for the dates, timings and arrangements contained within their LXRYWEEKENDS package.
LXRYWEEKENDS should be informed of relevant flight details where airport transfers form part of the package.
16. Complaints & Problems During Your Trip
If you encounter a problem during your trip, you must notify LXRYWEEKENDS or the designated local contact without undue delay.
This gives us the opportunity to investigate the issue and, where possible, arrange an appropriate remedy while you are at the destination.
Where an emergency contact or local representative has been provided, travellers should use the relevant contact details where appropriate.
If a complaint remains unresolved following the trip, it should be submitted to:
Please provide your booking reference and full details of the issue.
Complaints raised only after returning home may be more difficult to investigate where LXRYWEEKENDS or the supplier was not given a reasonable opportunity to address the issue during the trip.
Nothing in this section affects any statutory rights available to the traveller.
17. Refunds
Where a traveller becomes legally entitled to a refund under the Package Travel Regulations or other applicable consumer law, LXRYWEEKENDS will process the refund within the period required by law.
Where a cancellation is initiated by the traveller and a termination charge applies, any refund due will be calculated after deduction of the applicable appropriate and justifiable termination charge.
Where refunds depend upon recoverable supplier amounts, LXRYWEEKENDS will administer the matter in accordance with applicable law and the relevant client money protection arrangements.
18. Group Bookings & Lead Organiser
For group bookings, the person making or managing the booking on behalf of the group will normally be treated as the Lead Organiser.
The Lead Organiser is responsible for:
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Providing accurate information to LXRYWEEKENDS;
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Communicating relevant booking information to the group;
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Ensuring travellers are aware of payment deadlines and important booking information; and
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Informing LXRYWEEKENDS promptly of relevant changes.
Each traveller remains responsible for complying with the requirements applicable to their own participation in the booking.
Where individual payment links are provided, payment by an individual traveller constitutes acceptance of the booking arrangements and applicable Terms & Conditions.
19. Accuracy of Information
LXRYWEEKENDS takes reasonable care to ensure that package descriptions, itineraries and other information provided to clients are accurate.
However, destination information, venue opening arrangements and supplier operating details may occasionally change.
Where we become aware of a material change affecting your booking, we will communicate this to the Lead Organiser as soon as reasonably practicable and comply with any obligations arising under applicable law.
20. Governing Law & Jurisdiction
These Terms & Conditions and bookings made with LXRYWEEKENDS are governed by the laws of England and Wales, subject to any mandatory consumer rights concerning applicable law or jurisdiction.
Nothing in these Terms & Conditions removes any right a consumer may have to bring proceedings in another jurisdiction where such a right is provided by applicable law.
21. Statutory Rights
Nothing within these Terms & Conditions is intended to exclude, restrict or otherwise prejudice rights granted to travellers under:
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The Package Travel and Linked Travel Arrangements Regulations 2018, where applicable;
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The Consumer Rights Act 2015; or
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Any other consumer protection legislation that applies to the booking.
If any provision within these Terms & Conditions conflicts with a mandatory statutory right, the statutory right will take precedence.
22. Contact Information
For booking queries, amendments, cancellations, complaints or support, please email: