1. WORDS OR EXPRESSIONS USED IN THESE TERMS

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“we”, “The Reserve Collection” or “us” refers to The Reserve Collection Ltd., a company registered in Scotland (registration number SC899954), of 6 Waterloo Place, Edinburgh, EH1 3EG, Scotland. “you” refers to the person or persons contracting with us for the provision of our services as set out in the Proposal. You may be a Traveller or Travellers, or a Tourism Business (who will on-supply our services to the Traveller(s)).

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“Acceptance” means your acceptance of the Proposal, signified by our receipt of the Advance Payment, and “booking” has the corresponding meaning.
 

“Advance Payment” means the advance payment described in Clause 4 below.

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“Client” means the person or entity who purchases the Itinerary on behalf of the Traveller. The Client may also be the Traveller.

 

“Contract” means the contract between you and us for the supply of the Program, consisting of (a) the Proposal and (b) these Terms, which are incorporated into and form part of the Contract.

 

“Date-Specific Event” means an event or experience with a specific calendar date and location that cannot be transferred if the Itinerary dates change, including but not limited to sporting fixtures, concerts, festivals, golf reservations, and flights arranged by us. Date-Specific Events may require supplementary deposits or full advance payment to secure access.

 

“Itinerary” means the schedule of services designed and arranged by us.

 

“Party” means the persons who will attend the Program, and “Member of the Party” shall be construed accordingly. The Party may include one or more Travellers (who have contracted to receive the Program) and other persons who are guests of the Traveller with no contractual rights under the Contract.

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“Package” has the meaning given to it in the Package Travel Regulations.

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“Package Travel Regulations” means the Package Travel and Linked Travel Arrangements Regulations 2018 (SI 2018/634), as amended from time to time, which apply where your booking with us consists of a pre-arranged combination of at least two of the following, sold at an inclusive price, covering a period of more than twenty-four hours or including overnight accommodation: (a) transport; (b) accommodation; (c) other tourist services not ancillary to transport or accommodation and accounting for a significant proportion of the arrangement.

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“Program” means the package of services comprising the chosen Itinerary and associated arrangements set out in the Proposal.

 

“Proposal” means the written “At a Glance” proposal issued by us, setting out the details and price of the chosen Program and containing a copy of these Terms.

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“Tourism Business” means a travel or tourism-related business procuring the Program, as principal, for on-supply to the Traveller.

 

“Traveller” means a person or persons contracting directly with us, or with a Tourism Business, to receive the Program and who will attend the events, experiences, accommodation and/or travel comprising the Program as a Member of the Party.

 

“VAT” means value added tax or any similar tax.​​​​

 

 

 

​​2. THE PROPOSAL AND YOUR CONTRACT WITH US

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Once you have confirmed your Program requirements with us, we will provide a Proposal setting out the details and price of the Program, including the Advance Payment, together with a confirmatory invoice. If you are satisfied with the Proposal, you should pay the Advance Payment as explained under “Payments” below. Our receipt of the Advance Payment signifies your acceptance of the Proposal and marks the moment the Contract between you and us commences and becomes binding.

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The price and any other charges set out in the Proposal are valid for a maximum of fourteen (14) days. If we do not receive the Advance Payment within the period specified in the initial confirmatory invoice, no binding Contract comes into force, and we reserve the right to revise the Program and/or its price should we consider it necessary. Any revised Proposal and invoice will also be valid for a maximum of fourteen (14) days.

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The contents of any Proposal we send you remain our property. Should you contact, or book directly with, any individual associated with The Reserve Collection outside of this Contract, you will be liable for a planning and introducer’s fee.

We will issue a further invoice for the balance of the Price, payable no later than two calendar months prior to commencement of the Program, unless the booking is made within that two-month window, in which case one invoice for the full Price, including the Advance Payment, will be issued and will be payable immediately.

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If you are a Tourism Business, we may, at your request, communicate directly with the Traveller and/or the Party and may agree to accept payment from the Traveller on your behalf. This does not affect the fact that our Contract to supply the Program remains with you, and that you are on-supplying the Program to the Traveller. Where we receive payment from the Traveller on your behalf, we will forward any amount received in excess of the Price to your nominated bank account as soon as reasonably practicable; where the amount received is less than the Price, you remain liable to us for the shortfall.

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All bookings must be made by a person aged eighteen years or over. Where a booking is for more than one person, the first-named Traveller in the Party (being at least eighteen years of age) is treated as the ‘lead name’ for the booking, and all correspondence, tickets, vouchers and other documents will be sent to that person. Unless you are a Tourism Business, that person is responsible for all payments due to us under the Contract.

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If you are a Traveller, these Terms apply to you and to every other Traveller in your Party. You should ensure you have read and understood these Terms before accepting the Proposal.

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By paying, or arranging payment of, the Advance Payment, you represent and warrant that you have the authority to accept, and do accept, the Proposal (including these Terms) on your own behalf and, if you are a Traveller, on behalf of every other Traveller in the Party.

Only you have the right to enforce these Terms. If you are a Tourism Business, or a Traveller with non-Traveller Members in your Party, this Contract does not confer any rights on any other person under the Contract (Third Party Rights) (Scotland) Act 2017 to enforce any term of this Contract.

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You must check the accuracy and completeness of all information relating to every Member of the Party in the Proposal, including correspondence addresses, and check the details of the Program before accepting the Proposal. If any details appear incorrect or incomplete, please contact us immediately, as it may not be possible to make changes later. We regret we cannot accept liability for any error or inaccuracy for which we are responsible unless notified within ten (10) days of the date of the Proposal. We will use reasonable endeavours to correct any error notified outside this period, but you must bear any costs we incur in doing so.

 

 

 

3. PRICE

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The total price and any other charges (together, the “Price”) payable for the Program are set out in the Proposal and the invoice(s) we issue to you. Occasionally, suppliers may unexpectedly require non-refundable deposits or full pre-payment for their services, in addition to any Advance Payment already made, in order to secure availability. If this occurs, we may ask you to pay an additional Advance Payment to cover this requirement.

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We take care to ensure that current and correct prices appear in our Proposal; however, we reserve the right to raise or lower prices at any time to reflect changes in our costs. If an incorrect price is shown due to an error, we will notify you as soon as reasonably possible and reserve the right to cancel the booking if you do not wish to accept the corrected price. The Price includes any UK VAT properly chargeable in respect of our services. UK Tourism Businesses requiring a full VAT invoice should let us know.

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4. PAYMENTS AND ADVANCE PAYMENT

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All Itineraries require full pre-payment in advance of arrival, in accordance with the payment schedule below.

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An Advance Payment of twenty-five per cent (25%) of the total Tour Value is required, and is non-refundable, to confirm the Itinerary as set out in the Proposal. The remaining seventy-five per cent (75%) of the Tour Value is due two (2) calendar months prior to the Itinerary start date.

Alternative payment structures may be accommodated at our discretion but must be requested and agreed with us in writing in advance of booking; no alternative structure will apply unless confirmed by us in writing.

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Where an Itinerary requires a supplementary deposit or full pre-payment to secure access to a Date-Specific Event, such amounts are payable in addition to the payment schedule above and are subject to the specific terms of the relevant supplier, available on request.

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Any additional elements added immediately before, or during, the Itinerary require full pre-payment at the time they are added. Any refunds owed to the Client in respect of such elements will be paid within fourteen (14) days of the end of the Itinerary.

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Our services are creative, consultative and bespoke in nature. Each Itinerary is designed specifically for the Traveller and, once cancelled, cannot be resold owing to its personal character. The majority of the work involved in designing a tailored Itinerary is completed well in advance of arrival; accordingly, the Advance Payment is treated as consideration for work already undertaken and is discharged by the Client on that basis. It is not a refundable deposit and is non-refundable in the event of cancellation, subject to Clause 9 below.

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Receipt of the Advance Payment confirms that the Client has read, understood and agreed to these Terms in full.

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Payment Schedule​​​​​​​​​

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5. PAYMENT OF THE BALANCE

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If the Price has not been paid in full, any unpaid balance must be received by us by the date set out in the relevant invoice.

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6. HOW TO MAKE PAYMENTS

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Unless otherwise agreed in writing, all payments are to be made in pounds sterling (GBP) by:

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• Mastercard or Visa credit/debit card (an additional charge to cover any processing fee levied on us may apply, of which we will advise you in advance); or

• Bank transfer / ACH / wire transfer to our nominated account, details of which will be provided on the confirmatory invoice.

 

All bank or transfer charges relating to our receipt of payment must be borne by you and, where applicable, pre-paid in addition to the invoiced amount.

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​7. FAILURE TO PAY THE PRICE ON TIME AND INTEREST ON LATE PAYMENTS

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If we have not received full payment of the Price by the date specified in the relevant invoice, we reserve the right to treat your booking as cancelled by you, in which case you will forfeit your Advance Payment by way of cancellation charges. We will notify you in writing if we treat your booking as cancelled under this Clause.

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If you ask us not to treat your booking as cancelled, but subsequently fail to make the payment in question, we remain entitled to treat your booking as cancelled by you and you must pay the cancellation charges set out in Clause 9, calculated by reference to the date on which we treat the booking as cancelled.

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Where payment is not made by the due date, we may charge interest on the overdue amount at 3% per annum above the base lending rate of our principal bankers from time to time, accruing daily from the due date until the date of actual payment, whether before or after any judgment.

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​8. PROTECTION OF YOUR PAYMENTS

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In accordance with the Package Travel Regulations, your payments are protected because all monies paid to us by you are held in a trust account, from which they may only be withdrawn by us on completion of our Contract with you, or such monies have been repaid to you or forfeited in accordance with these Terms.

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​9. CANCELLATION BY THE CLIENT

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All cancellation requests must be made in writing to us by email, with receipt of the cancellation request acknowledged by us.

If the Client and/or the Traveller cancels the Contract, the following amounts, payable as liquidated damages and not as a penalty, will apply, calculated as a percentage of the total Tour Value:

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​​​​​​​​​Any Date-Specific Event included in the Itinerary is subject to its own cancellation terms in addition to those set out above.

The Itinerary start date is the day of the Traveller’s arrival. These liquidated damages also apply to any pre- or post-Itinerary services arranged by us at the Client’s direction.

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We do not accept responsibility for costs or fees relating to the cancellation or reissuance of air tickets, or any other mode of transport, arranged by us at the Client’s direction.

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10. POSTPONEMENT

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Life rarely unfolds exactly to plan, and we do not expect it to. Should your circumstances change, we approach every postponement request with the same discretion, care, and attention we bring to the design of your Itinerary itself; considered personally, case by case, and always in good faith.

All Itineraries are quoted for a specific travel date. Where the Client requests postponement for convenience, we reserve the right to adjust the Tour Value to reflect alternative dates proposed by the Client and accepted by us.

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The essence and standard of the postponed Itinerary will be preserved so far as reasonably possible. Any price differences arising from seasonal variance in accommodation or specialist services will be borne by the Client.

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Either party may propose postponement to mutually agreed dates within twelve (12) months of the original contracted dates, with an extension considered on a case-by-case basis. Where postponement is agreed: (i) all payments already made transfer to the postponed dates; (ii) all references in the Proposal to Itinerary dates are read as referring instead to the agreed postponed dates; and (iii) if alternative dates within the twelve-month period cannot be agreed, or become impossible due to continuing unforeseen circumstances, we will consider a further extension in good faith. If the Itinerary is subsequently cancelled for convenience by the Client, the cancellation charges applicable to the original contracted dates under Clause 9 will apply.

 

Where a Date-Specific Event cannot be transferred, it will be omitted from the postponed Itinerary and, where possible, an alternative experience of equal value and substance will be offered. Where the event organiser offers a rescheduled date, this will be treated as an agreeable alternative; if the Client declines the rescheduled date, we will use best endeavours to mitigate the Client’s losses.

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11. ALTERATIONS TO OR CANCELLATION OF YOUR PROGRAM BY US

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This Clause applies only to the Contract between you and us and does not apply to any contract entered into directly by you, or any Member of your Party, with a third-party supplier.

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We use our utmost efforts to provide the Program as booked. However, because arrangements are frequently made well in advance using third-party suppliers, such as proprietors or operators of places of interest, hotels, chauffeurs or transport services, over whom we have no direct control, it may occasionally be necessary for us to alter your Program, and we reserve the right to do so. In most cases such changes will be minor; for example, admission to a private estate, distillery, or other place of interest may be restricted or withdrawn at short notice for reasons beyond our control.

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Occasionally a change may be significant, in which case we will notify you in writing as soon as reasonably practicable. A significant change includes a change to accommodation of a materially lower standard, a significant change in Price, or a significant change to a place of interest included in the original Program.

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If we must make a significant change to, or cancel, your Program, you may: (a) accept the change; (b) purchase an alternative Program of a similar standard, subject to availability, with any price difference refunded or charged as applicable; or (c) cancel the Program, or accept our cancellation of it, in which case we will refund all monies paid by you under the Contract, including the Advance Payment, and, where applicable, pay compensation as set out below.

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Where we must make a significant change or cancel your Program, we will, where appropriate, pay compensation per adult Party member according to the following scale, based on when notification is given:

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Compensation will not be payable, and no liability beyond the choices set out above will be accepted, where: (a) the change or cancellation results from unforeseeable circumstances beyond our control, which we could not have avoided even with all due care; or (b) we cancel as a result of your failure to comply with a requirement of these Terms entitling us to cancel (such as timely payment), or where the change is minor.

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12. THIRD-PARTY SUPPLIER CHANGES OR CANCELLATIONS

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Where a third-party supplier changes or cancels any part of your booking, we will pass on the relevant details to you together with any compensation offered by that supplier. As agent only for the third-party supplier in these circumstances, we cannot accept liability for changes or cancellations made to such bookings.

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13. FORCE MAJEURE

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Except where otherwise expressly stated in these Terms, we cannot accept liability or pay compensation where performance of our obligations under the Contract is prevented or affected by, or you otherwise suffer loss, damage or expense as a result of, “force majeure.” In these Terms, “force majeure” means any event or circumstance which we, or the relevant supplier, could not, even with all due care, foresee or avoid, including (whether actual or threatened) war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather, epidemic or pandemic, quarantine, fire, dangers incident to transportation, or failure of public or private telecommunications networks, and other matters outside our control.

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14. INSURANCE

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Unless you specifically request us to arrange insurance on your behalf, for which an additional charge applies, no insurance cover is included in the Price of your Program. We strongly recommend that you arrange insurance cover adequate for your chosen Program and your Party’s particular needs, including cover for cancellation (protecting the Advance Payment and any cancellation charges payable under Clause 9) and for the cost of any medical treatment required during the Program. Please read any applicable policy carefully and, where you are a Traveller, keep it with you throughout your Program.

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15. TRAVELLERS WITH SPECIAL REQUIREMENTS

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Every Itinerary we design is built around the individual, and that includes anticipating what each Traveller needs to move through it comfortably. Please share with us, at the time of booking, any special dietary requirements, disability, medical condition, or reduced mobility affecting any Member of the Party, along with any changes that arise afterward. We will use reasonable endeavours to accommodate these needs thoughtfully, and to advise where access to a particular site or experience may be restricted or limited, though we cannot assume responsibility for the acts of our suppliers and providers in this regard. Where a Traveller requires individualised assistance, we ask that they travel with a qualified companion, as this is support we are not able to provide directly.

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16. CURRENCY

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All prices are quoted, and all payments are made, in pounds sterling (GBP). All quoted prices are inclusive of VAT at current rates and are subject to change in line with any change to the rate of VAT applied by HM Revenue & Customs.

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17. CHAUFFEUR-DRIVEN SERVICES

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We do not arrange self-drive itineraries. Every Itinerary including ground transport is accompanied by a chauffeur, who may also act as guide, or by a chauffeur and separate guide where required to accommodate the number of passengers.

 

Where a requested vehicle is unavailable, a replacement vehicle of equal or superior quality will be provided.

 

Airport transfers include parking and waiting time of up to thirty (30) minutes; additional charges apply thereafter.

 

A full day’s hire comprises eight (8) hours unless otherwise specified.

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Should the Itinerary or travel requirements change during travel, we reserve the right to charge a reasonable administration fee.

Drivers are not responsible for purchasing entrance tickets unless expressly agreed; only pre-purchased and pre-agreed attraction entries are included.

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In the unlikely event of a vehicle breakdown, full recovery will be arranged and a replacement vehicle supplied as soon as reasonably possible.

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18. GOLF

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Travellers may be required to produce evidence of golf handicap and should bring such evidence with them; we accept no responsibility for non-admittance to a course arising from failure to produce it.

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No refund of green fees will be given during a golf Itinerary. Where a course closes due to weather or other circumstances, and subject to agreement with the Traveller, an alternative course of equal standing may be substituted; any resulting additional cost, if agreed, is payable by the Client, and any resulting saving will be refunded.

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We accept no responsibility for a Traveller’s expulsion from any course for breach of its rules, conduct, or attire requirements, and no refund is given in such circumstances.

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Golf clubs and equipment remain the sole responsibility of their owner; we accept no responsibility for loss of, or damage to, such equipment during an Itinerary we arrange.

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19. BAGGAGE AND PORTERAGE

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All baggage, including sporting equipment, is carried at the owner’s risk. We do not accept responsibility for non-compliance with any carrier’s baggage allowance.

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Where porterage is included in the cost of an Itinerary at the Client’s direction, it covers one bag per person, together with one set of golf clubs per golfer on golf Itineraries. Where additional items are carried and a porterage charge applies, the Traveller or Client is responsible for the excess cost.

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20. ITINERARIES INCLUDING LICENSED PREMISES

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The legal age for the purchase and consumption of alcohol in the United Kingdom is eighteen (18) years or over. Travellers must be at least eighteen years of age for entry to licensed premises, unless accompanied by an adult during daytime hours; proof of age (passport or, where accepted, driving licence) may be requested. We accept no responsibility for non-admittance on grounds of age, and do not provide a supervisory role during or after visits at which alcohol is consumed. We accept no responsibility for any underage Traveller who purchases, attempts to purchase, or consumes alcohol during an Itinerary.

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21. SMOKING POLICY

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Smoking is prohibited by law in enclosed public places, workplaces, and on public transport in the United Kingdom. While some venues may offer designated smoking areas, this cannot be guaranteed, and any request for a smoking room at a hotel must be made at the time of booking and remains subject to availability.

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22. TRANSFERRING BOOKINGS

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Where you wish to transfer your, or another Member of the Party’s, place to another person introduced by you, we will consider this where the reason for transfer is personal illness, the death or serious illness of a close family member, jury service, redundancy, or unavoidable work commitments. Requests must be made in writing at least thirty (30) days before departure, accompanied by documentary evidence of the reason for transfer, full details of the replacement person, settlement of any outstanding balance, and payment of an administration fee of £75 per person to cover our costs, together with any amount required by third-party suppliers to effect the change. We will confirm in writing the payments required before the transfer is made.

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23. PASSPORTS, VISAS, AND ENTRY REQUIREMENTS

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It is the responsibility of the person making the booking to ensure that every Member of the Party holds all necessary travel and health documents for entry into the United Kingdom, where applicable. A valid passport with at least six months’ remaining validity is required for travel. All non-UK Travellers should consult the appropriate consulate to determine whether a visa is required; securing any necessary visa remains the responsibility of the Traveller, irrespective of nationality. Up-to-date guidance is available at gov.uk/government/organisations/uk-visas-and-immigration.

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We are not liable if you, or any Member of the Party, are refused a visa or entry into the United Kingdom such that you are unable to participate in the Program; if you cancel the Program as a result, our normal cancellation charges under Clause 9 will apply. The person making the booking is also responsible for ensuring every Member of the Party holds adequate travel insurance, as set out in Clause 14.

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24. DAMAGE

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You accept liability for any damage or loss caused by you, or any Member of your Party, to us, any third-party supplier, or any other party, and agree to compensate us for any claim made against us and all reasonable costs (including legal costs) we incur as a result of such damage or any other act or omission of yours or a Member of your Party. You should ensure adequate insurance is in place to cover any such damage, loss or cost.

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25. DEALING WITH COMPLAINTS

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We hold ourselves to a standard where concerns are rare, but should any aspect of your Program fall short of what you were promised, we want to know, and to put it right. Please tell us, or the relevant third-party supplier, as soon as possible, and in any event within three (3) days of the end of the relevant service, so that we have the opportunity to respond quickly and properly. You may reach us by telephone on +44 131 581 8495  or by email at info@reservecollection.co.uk. If you do not notify us within this period, any right to compensation you may otherwise have may be extinguished or reduced. Where your contract for a particular element is with a third-party supplier and we act only as agent, we are not able to accept liability for that supplier’s arrangements; however, we will always assist in resolving the matter as a gesture of goodwill and in our capacity as agent.

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26. OUR LIABILITY TO YOU

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This Clause applies only to the Contract between you and us and does not apply to any contract entered into directly by you, or any Member of your Party, with a third-party supplier.

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In respect of Packages. We promise that Program arrangements will be made, performed or provided with reasonable skill and care. We accept responsibility if, for example, you or a Member of your Party suffers death or personal injury, or your contracted arrangements are not provided as promised, or prove deficient, as a result of a failure by us, our employees, agents or suppliers to exercise reasonable skill and care in making, performing or providing your arrangements. We are responsible for what our employees, agents and suppliers do, or fail to do, where acting within the course of their employment or engagement by us.

 

In respect of arrangements that are not Packages. We promise to exercise reasonable skill and care in the performance of our contractual obligations, which consist of exercising reasonable skill and care in making your booking, arranging your accommodation, visits and transport, and in choosing our suppliers.

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In respect of Packages and other arrangements, we will not be responsible for any injury, illness, death, loss, damage, expense, cost or other claim resulting from: (i) the acts or omissions of the person(s) affected, or a Member of their Party; (ii) the acts or omissions of a third party unconnected with the provision of your arrangements, which were unforeseeable or unavoidable; or (iii) force majeure, as defined in Clause 13.

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Except as expressly set out in these Terms, we do not accept any further or different liability than the Package Travel Regulations impose. It is your responsibility to demonstrate that reasonable skill and care were not exercised if you wish to bring a claim against us.

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We limit the maximum amount payable in respect of any claim you may bring against us. Where we are found liable for loss of, or damage to, luggage or personal possessions (including money), the maximum amount payable is £150 per person affected, unless a lower limit applies under this Clause. For all other claims not involving death or personal injury, the maximum amount payable, where we are found liable on any basis, is four (4) times the Price (and any amendment charges) paid by or on behalf of the person(s) affected, unless a lower limit applies. This maximum is payable only where everything has gone wrong and you have received no benefit whatsoever from your Program.

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Where a claim, or part of a claim (including one involving death or personal injury), concerns or is based on travel arrangements provided by an air, sea, rail or road carrier, or a hotel stay, the maximum compensation payable by us is limited to the amount the carrier or hotel would be liable to pay under the applicable international convention or regulation (for example, the Montreal Convention, the UK retained EU Regulation on Air Carrier Liability, or the Athens Convention). Where a carrier or hotel would not be obliged to make a payment under the applicable convention or regulation, we are not obliged to make a payment in respect of that claim. Copies of the relevant conventions and regulations are available from us on request. Any sums you receive from the carrier or hotel will be deducted from any amount otherwise due from us.

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27. EXCURSIONS AND SUPPLIER TERMS & CONDITIONS

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We do not accept responsibility for services or facilities that do not form part of our Contract. Any excursion, tour or activity you book separately during the Program, or any service a third-party supplier agrees to provide to you directly (a “Local Event”), does not form part of the Program and these Terms do not apply to it. Your contract for a Local Event is with the relevant supplier, not with us, and that supplier’s own terms and conditions apply. We are not responsible for the provision of a Local Event or anything occurring during its provision.

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28. DATA PROTECTION

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In order to process your booking and meet your requirements, we may need to share personal details of Party Members with relevant suppliers, including third-party suppliers, involved in your travel arrangements. We may also hold such information, including any email address you provide, for our own marketing purposes, such as informing you of promotional offers. If you do not wish to receive such communications, please let us know at any time. Full details of how we collect, use and protect personal data, in accordance with the UK GDPR and the Data Protection Act 2018, are set out in our Privacy Policy, available at Privacy Policy. Our use of cookies on our website is explained in our Cookie Policy, available at Cookie Policy.

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29. LAW AND JURISDICTION

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This Agreement is governed by the laws of Scotland, and the parties submit to the exclusive jurisdiction of the Scottish Courts to settle any dispute or claim arising from this Agreement.