GROUP TRAVEL CONDITIONS OF CONTRACT RATES

1. Definitions and Application

1.01 These terms and conditions apply to all group bookings accepted by or on behalf of the Company. 

1.02 In these conditions: 
‘Group Booking’ means a booking for a contract for the carriage on the same crossing by ferry of a group of 10 or more passengers (or such other minimum number as the Company shall from time to time advertise as qualifying for discounted group fares); 


‘Company’ in relation to a Group Booking means either (a) P&O Short Sea Ferries, if you are sailing on a Short Sea route; (b) P&O European Ferries (Irish Sea) Limited, if you are travelling on an Irish Sea route; or (c) P&O North Sea Ferries, if you are sailing on a North Sea route; 


‘Irish Sea routes’ means sailings between Larne and Cairnryan and/or any other routes that may be operated by us across or around the Irish Sea.


‘North Sea routes’ means sailings between Hull and Rotterdam or any other routes that may be operated by us across or around the North Sea;


‘Short Sea routes’ means sailings between Dover and Calais or any other routes operated by us across or around the English Channel;


‘Operator’ in relation to a Group Booking means the Coach/Tour Operator or an individual making a group booking for and on behalf of any passenger and who discharges the obligations to any passenger included or intended to be included in such Group Booking;


‘Vehicle’ means the vehicle (if any) to be carried by the Company pursuant to a Group Booking; 


‘Group Passenger(s)’ means a person included or intended to be included in a Group Booking, including any employees or agents of the Operator; 


‘The Company’s Terms of Business’ (copy available on request and at www.poferries.com) means the Company’s terms and conditions for the carriage of passengers and any accompanying vehicles and property as current from time to time and any additional terms and conditions contained in any printed material published by the Company from time to time.  


1.03 These conditions shall continue to apply to a Group Booking notwithstanding any reduction in the number of passengers actually carried from the number originally included in the Group Booking, subject to a minimum requirement of 10 passengers. 

2. Nature of Contracts

2.01 The Operator acts as agent for each Group passenger and as principal in all other respects and confirms that it is duly authorised to enter into the Group Booking with the Company.

2.02 The Operator undertakes to be responsible for the payment of all monies due from time to time to the Company by Group Passengers. The Operator has no authority to bind the Company without express written permission in any separate agreement between the Operator and the Company whereby the Operator is specifically authorised to act on behalf of the Company including issuing tickets. 

3. Booking Arrangements

3.01 When a reservation is accepted by the Company it shall be regarded as a ¬booking option (unless advised exceptionally).  The Operator shall keep the Company fully and promptly informed of any possible reductions or increases in Group Passengers.  The Operator may without cost reduce the number of Group Passengers in a Group Booking to the minimum referred to in the definition in Condition 1.02 at any time prior to the cancellation period detailed in Condition 4.  

3.02 The final number of passengers travelling must be confirmed by the Operator:

a) Short Sea and Irish Sea routes: no later than 42 days  prior to travel, either by email or telephone,

b) North Sea routes: a final cabin list  for all passengers must be provided no later than 42 days prior to departure, unless otherwise agreed, via email

Failure to comply with these requirements may result in the booking being partly or entirely cancelled without notice.  The Company reserves the right to redeem any unsold cabins 42 days prior to the departure date.

3.03 Subject to the provisions of paragraph 3.08, fares are only guaranteed once your booking has been confirmed to you by way of a booking reference.  

3.04 You are not entitled to any refund as a result of currency fluctuations between the date our fares were published and the date of your departure.   

3.05 A fuel surcharge may be made on the 20th of the month preceding the date of travel.  The surcharge applicable will be calculated based on a 30-day rolling MGO average as per Bunkerworld.com and a 30-day rolling USD/GBP average as per Exchangerate.org.uk. The fuel surcharge will apply to Coach/ Minibus leg(s) and will be collected prior to your journey as appropriate.

3.06 Bookings may be based on provisional schedules and vessel disposition, which could subsequently change.  In the event of such a change you will be advised of the alternative options available.  If an alternative option is not suitable, you have the right to amend or cancel your booking without charge.  
 
3.07 It is the responsibility of the Operator to quote the correct account number or promotional code at the time of booking.  No refunds will be given where a booking is overpriced as a result of an incorrect account number being quoted by the operator.  

3.08 Any bookings made on a route for which Contract Rates have not been agreed will be made at published group rates.  

3.09 Operators with a credit account will be invoiced on the day of travel.  The Company will send to the Operator a statement showing all balances outstanding in respect of bookings made.  For monthly accounts this will be sent at the end of each month.  Payment terms require payment of the total balance shown to be outstanding on each monthly statement to be received by the Company by the 15th day of the month following that to which the statement relates.  For weekly accounts, statements will be sent at the end of each week.  Payment terms require payment of the total balance shown to be outstanding on each weekly statement to be received by the Company by the last day of the week following that to which the statement relates.  For Operators with a cash account, payment is due at time of booking, irrespective of travel dates and times, except on the North Sea routes where a deposit is required – see 3.10

3.10 Private groups and cash account holders travelling on the North Sea routes are required to pay a deposit of £10 (€15) per person.  This deposit is only refundable up to 42 days before travel as full payment is due 42 days prior to booked outward departure.  Deposits are non-transferable.  In the event of a cancellation within 42 days of travel, refund will be processed in line with our cancellation policy in paragraph 4.

3.11 Promotional and published fares of fixed duration only apply if the number of passengers travelling is the same on both journeys. Bookings with different numbers of passengers on the outward and return journey as well as cross route, cross season and cross year bookings will be charged at the sum of two one-way journeys for the relevant booked sailings. Contract Rates are only available when any additional conditions, including but not limited to, times of travel, vehicle types, duration of stay are strictly adhered to.  Failure to observe these conditions will result in a supplement being required prior to travel.  Space is only guaranteed on the booked sailing. P&O Ferries reserves the right to charge £150 / €165 at the port, if you fail to check-in for travel on your booked sailing. Space on an alternative sailing is subject to availability at time of check-in.

3.12 The maximum length for group vehicle types and the number of passengers contained therein may vary and will be published in the relevant publication. 

3.13 The Operator is responsible for ensuring that the coach driver or party leader issues any documentation required by the Company to all Group Passengers (including travel documents required by various governments due to COVID-19 regulations). In the event that a passenger travelling with the Operator is found by the border authorities of a respective country to be travelling without the correct documentation required for entry into that country, and if the border authority implements a financial penalty on P&O Ferries for such failure, P&O Ferries reserves the right to charge the Operator the amount of such penalty. The Operator shall pay the amount of the penalty within 30 days of receipt of a valid invoice from P&O Ferries.  For the purposes of Passenger Registration the Operator is responsible for providing, prior to travel, the names, gender, age category and any special care/needs (in the event of an emergency) for all drivers and Group Passengers.  Passenger registration documents are available on our web site www.poferries.com. In addition, the coach driver or party leader is responsible for ensuring that all passengers are accounted for and identified prior to and post embarkation. Failure to undertake checks may result in costs being applied to the Operator should the Emergency services be required to undertake searches.

The Operator shall draw the attention of all passengers and drivers to the Company’s privacy policy, a copy of which is available on the Company’s website www.poferries.com, explaining that all Group Passenger and driver’s personal data that is processed by the Company will be handled in accordance with this policy.  The Operator shall also obtain the consent of any passenger or driver in providing special care/needs data as this information may be used by the Company for the purposes of providing such person(s) with any assistance they may require.

3.14 All contracts between the Company and the Operator and between the Company and a Group Passenger are on the terms of the Company’s Terms of Business, the Agency Trading Terms and Conditions, (both available at www.poferries.com) and your Group Travel Conditions of Contract Rate, which are deemed to be included herein and receipt of a copy of which is acknowledged by the Operator.  

3.15 Both outward and return legs of a booking will be automatically cancelled if the outward leg is not used within 48 hours of the original travel date.

 

4. Cancellations

4.01 If the Operator cancels a group booking, cancellation charges are payable to the Company as follows:

a) Short Sea routes: 50% for bookings cancelled 8-42 days before intended travel and 100% for bookings cancelled 7 days or less before intended travel.

b) North Sea routes (also see 4.05): 50% for bookings cancelled 15-42 days before intended travel.  100% for bookings cancelled 14 days or less before intended travel.

c) Irish Sea routes: 50% for bookings cancelled 8-42 days before intended travel and 100% for bookings cancelled 7 days or less before intended travel.

For all Premium Sailing dates the Operator accepts 100% cancellation charges apply irrespective of the cancellation date. Details of Peak Date and Premium Rate travel can be found on your Group Travel Conditions of Contract Rates or at www.poferries.com.

4.02 Prebooked meals cancelled within 48 hours of scheduled departure time incur 100% cancellation charge. 

4.03 Amendments to bookings will be as follows:

a) non-Premium sailing dates: for amendments made within 42 days of scheduled departure, this will be deemed as a cancellation and charges will be applied as detailed in section 4.01.

b) Premium sailing dates: Any amendments to bookings on Premium Sailing dates may not be made without incurring 100% cancellation charges.

c) all sailing dates: within 42 days of scheduled departure, we will accept amendments to sailing times for travel on the same day only, increase in fares will be charged if applicable, and no refund will be issued in the event of a price decrease.

4.04 Credit operators must confirm, by email or telephone, Short Sea bookings, at least 43 days prior to travel to avoid their bookings being automatically cancelled.

4.05 Bookings, with the exception of those covered in paragraph 4.04,  will only be cancelled in full when a request is received in writing from the Operator. Amendments to passenger numbers, cabins and meals may be made via the telephone or in writing.

4.06 On North Sea routes, if travelling on a themed mini cruise sailing (as advised at time of booking), final numbers of passengers travelling must be confirmed, with full cabin list provided, no later than 45 days prior to scheduled departure. Failure to do so will result in the booking being cancelled with 100% cancellation charge.

5. Supporter Groups (Short Sea and Irish Sea) and Single Sex Groups

5.01 Supporter groups can only be carried on our Short Sea and Irish Sea routes.  

5.02 Single sex groups can be accommodated on all routes.  However, the Company reserves the right, at its sole discretion, to refuse any bookings requested on behalf of such groups.  Supporter and single sex groups are subject to the following special conditions:

a) A complete list of names, addresses and passport numbers (with the exception of Larne and Cairnryan departures, where passports are not required) of all passengers in the group must be supplied at least one week in advance of travel.  (Single sex groups ONLY).  

b) No supporter scarves, banners, flags or other emblems that may cause offence to other passengers are to be visible in the port, on the coach or onboard ship.  No singing or chanting that may cause offence to other passengers is permitted in the port or on board the ship.  

c) No alcohol is permitted on coaches.  Anyone appearing to be suffering from the effects of excess alcohol will be refused shipment.  

d) Each coach must have two nominated Stewards.  Names to be submitted when booking.

e) The carriage of supporter groups will be charged at full brochure-prices on all occasions.  All reservations MUST be confirmed in writing.

CONDITIONS OF CARRIAGE FOR SUPPORTER GROUPS DOVER TO CALAIS

6. Youth Groups

Youth and Child party organisers are required to appoint Group Leaders to be responsible for the supervision of their party at all times, who would also be instructed to report to the information desk on board immediately on embarkation.  We will not allow anyone under the age of 18 years to purchase tobacco, cigarettes, wines or spirits from any of our on board shops, bars or food outlets.  Natural exuberance from ¬children is to be expected but the dangers of unruly and foolish behaviour whilst on board should be explained to your party prior to boarding.  We also request that the comfort of, and courtesy to, other passengers is respected at all times.  The Company reserves the right, at its sole discretion, to refuse any bookings requested on behalf of such groups.   A Youth or Child party is defined where 50% of the total passengers are 0 -15 years of age.

Conditions of Group Rates and Group Travel should be read in conjunction with P&O Ferries full Terms of Business.  Please visit www.poferries.com and click on Terms and Conditions.

18 November 2021

7. Foot Passenger Groups

Operators booking foot passenger groups on our Short Sea routes must arrange their own coach to drop off and pick up their passengers from the berths in both Dover and Calais ports. The coach needs to remain parked safely and available to the passengers until they embark the vessel. 

Conditions of Group Rates and Group Travel should be read in conjunction with P&O Ferries full Terms of Business.  Please visit www.poferries.com and click on Terms and Conditions.