The Watch Collectors Club Packaged Travel Terms and Conditions
PACKAGE TRAVEL BOOKING TERMS AND CONDITIONS
These terms and conditions govern the sale by The Watch Collectors' Club Ltd of package trips, which may include optional accommodation, ground transportation, or organised use of public transport where selected. They should be read together with the pre-contract information we give you before you book and your booking confirmation. Together, these documents form your contract with us.
These terms are governed by the Package Travel and Linked Travel Arrangements regulations 2018 (the regulations). Nothing in them removes or limits any right you have under the regulations or other consumer protection law that cannot lawfully be excluded or limited. Where we make travel bookings for you as agent for third party providers outside a package, the additional terms set out in the clause dealing with our role as agent apply.
PARTIES
Us ("we", "us", "our", the Organiser): The Watch Collectors' Club Ltd (Company No 12744867), Address: 71-75 Shelton Street, London, WC2H 9JQ, Email: join@thewatchcollectorsclub.com
You ("you", "your", the traveller / lead traveller): The person who makes the booking as lead traveller, on their own behalf and on behalf of every person named in the booking. Address: As supplied on Your Booking Form. Email: As Supplied on Your Booking Form
KEY DETAILS
The package
A trip organised by us comprising the Watch Collectors’ Club experience elements described in the pre-contract information for the relevant trip, together with any optional accommodation, ground transportation, or organised use of public transport selected as part of your booking, sold at one inclusive price per person. Flights and other travel to and from the destination are not included unless expressly stated.
Total price
The price per person stated in the pre-contract information and booking confirmation for the relevant trip, inclusive of all taxes, fees and charges. The price is fixed once your booking is confirmed.
Deposit
20% of the total price, payable at the time of booking.
Balance
The remaining 80% of the total price, payable no later than 8 weeks before departure. Where you book within 8 weeks of departure, the full price is payable at the time of booking.
Minimum numbers
The minimum number of travelling members stated in the pre-contract information for the relevant trip (currently four travelling members, stated per trip).
Minimum numbers notification deadline
No later than 10 weeks before departure, or the date specified in the Pre-Contract Information.
Insolvency Protection Provider
Evolution Insurance Company Limited, c/o 53A High Street, Saffron Walden, Essex, CB10 1AA Email: fpclaims@cegagroup.com Phone: +44(0)1243 975394
AGREED TERMS
1 THESE TERMS AND BOOKINGS
These terms apply to all your dealings with us in relation to package trips, including any optional accommodation, ground transportation, or organised use of public transport selected as part of your booking. They apply to the booking under which we agree to provide a trip to you, together with any additional terms recorded in writing for that booking.
You will be taken to have accepted these terms if you:
(a) click a box or link indicating that you agree to them;
(b) submit a written booking confirmation after receiving or becoming aware of these terms; or
(c) otherwise indicate your agreement to these terms in writing.
2 YOUR BOOKING AND OUR CONTRACT
2.1 WHEN A CONTRACT IS FORMED
A contract between you and us for the package will be formed under these terms when we have received your deposit or, where you make your Booking within 8 weeks of departure, the full price, and we have sent you a booking confirmation in a durable medium. We do not accept or conclude Bookings by telephone, video call, virtual meeting or any other form of oral communication. Any such enquiry or discussion, however conducted, does not constitute acceptance of a Booking or formation of a contract.
2.2 Pre-contract information
Before you make any payment, we will provide you, in a clear, comprehensible and prominent manner, with the pre-contract information required by Schedule 1 to the regulations. This information is set out in Schedule 1 to these terms, together with the applicable standard information form prescribed by Schedule 2 to the regulations.
The information set out in Schedule 1 forms part of your contract with us and will not be changed unless we expressly agree otherwise with you. If there is any inconsistency between the information in Schedule 1 and these Terms, the information in Schedule 1 will prevail to the extent of the inconsistency.
The standard information form includes a summary of your key rights under the regulations. This summary is available at Key rights under the Package Travel and Linked Travel Arrangements Regulations 2018 | The Watch Collectors' Club. It is provided in addition to these terms and does not replace or limit your rights under the regulations.
When your booking is confirmed we will give you, in a durable format, the booking confirmation information required by Schedule 5 to the regulations, including confirmation of our responsibility under regulation 15, our obligation to provide assistance under regulation 18, the insolvency protection details and your right to transfer the booking.
2.3 Which version of the regulations applies to your contract
These terms are designed to work under the regulations both before and after the amendments made by the Package Travel and Linked Travel Arrangements (Amendment) regulations 2026, which come into force on 6 April 2027. The version that applies to your contract is fixed by the date your contract is formed under the clause dealing with when a contract is formed:
(a) where your contract is formed before 6 April 2027, the regulations as in force immediately before that date apply for the life of your contract; and
(b) where your contract is formed on or after 6 April 2027, the regulations as amended by the 2026 Amendment regulations apply.
In each case, references in these terms to the regulations are to the version applicable to your contract, and references to a particular regulation are to that regulation as it applies to your contract.
2.4 Lead traveller
The person who makes the booking is the lead traveller and does so on their own behalf and on behalf of every person named in the booking. The lead traveller must be at least 18 years old, is responsible for all payments due for the booking, and confirms that they are authorised to make the booking for everyone named and to accept these terms on their behalf. If you are making a booking on behalf of another individual, company or organisation, you warrant that you have the necessary authority from that person to do so.
3 WHAT IS AND IS NOT INCLUDED
3.1 The package
Your package combines the Watch Collectors’ Club experience elements described in the pre-contract information for your trip, together with any optional accommodation, ground transportation, or organised use of public transport expressly stated there to be included as part of your booking. It is sold as a package at one inclusive price. Club membership is included with every trip. A package covers a period of more than twenty-four hours or includes overnight accommodation.
3.2 Flights and travel to the destination
Flights and all other travel to and from the destination are not part of the package unless expressly stated in the pre-contract information for your trip. You are responsible for arranging and booking your own travel to and from the destination and for arriving in time for the itinerary.
We carry no liability for any travel you arrange yourself, including flights. We are not responsible for the cost, cancellation, delay, rescheduling or non-performance of any such travel, and we cannot refund it in any circumstances, including where we cancel or change the package. We will always tell you the times and places you need to be, and where we cancel a trip for insufficient numbers we will do so early enough that flights can usually still be changed, but the decision to book, and the risk in that booking, are yours.
3.3 Accommodation and category
Where accommodation is included in your booking, the accommodation, its main features, meal basis and tourist category, if applicable, are as described in the pre-contract information for your trip.
4 OUR ROLE AS AGENT FOR NON-PACKAGE TRAVEL SERVICES
4.1 Agency
Where we help you book travel services that do not form part of your package, such as a stand-alone hotel, transfer, ground transportation, organised public transport arrangement, or activity that you ask us to arrange separately, we act as agent for and on behalf of the relevant third-party transport, accommodation and other service providers (Travel Service Providers).
In that role, our obligation to you is to make bookings on your behalf and to arrange the relevant contracts between you and the Travel Service Providers. This clause does not apply to, and does not reduce our responsibility for, any travel service that forms part of your package.
4.2 Travel Service Provider terms
For non-package bookings you acknowledge that the terms and conditions of the Travel Service Providers (including cancellation and no-refund policies) will apply, and that Travel Service Providers may change or withdraw their prices without notice before you purchase. Where you are entitled to a refund from a Travel Service Provider, we will credit it to you once we have received it from that provider. To the maximum extent permitted by law, and except to the extent this liability cannot be excluded under consumer law, we are not liable for loss or damage suffered by you in connection with the Travel Service Provider terms for non-package bookings. We will provide you with PDF copies or URL links to the relevant Travel Service Provider terms at the time of booking.
5 PRICE AND PAYMENT
5.1 The price
The total price per person is the amount stated in the pre-contract information and booking confirmation for your trip. It includes all taxes, fees and charges, and there are no additional costs we cannot calculate in advance. Unless otherwise indicated, amounts stated are inclusive of VAT.
5.2 Deposit and balance
You pay a deposit of 20% of the total price at the time of booking. The balance is due no later than 12 weeks before departure. Where you book within 12 weeks of departure, the full price is payable at the time of booking. If you do not pay the balance by the due date, we may treat your booking as cancelled by you and apply the termination fees in the clause dealing with cancellation by you.
5.3 The price is fixed once booked
Once your booking is confirmed, the total price is fixed. We will not increase it after your contract is formed. Because we do not reserve any right to increase the price, no right to a price reduction for a decrease in costs arises under the regulations.
5.4 Payment method
You can pay by credit card, direct debit, electronic funds transfer or any other method we accept. We may use a third party payment provider to collect payments, whose terms, conditions and privacy policies apply in addition to these terms. We reserve the right to correct any errors or mistakes in collecting your payment.
6 CHANGES BY YOU
6.1 Transferring your booking
You may transfer your booking to another person who satisfies all the conditions of the package, on giving us reasonable notice before departure. All transfers are arranged through us so that we can update the hotel and the itinerary. Because club membership is included with every trip, the person taking your place does not need to be a member already.
You and the person to whom you transfer the booking are jointly and severally liable to us for the balance of the price and for any reasonable additional costs actually arising from the transfer. We will tell you the amount of any such costs, with evidence of how they arise, before the transfer is confirmed.
6.2 Other changes you ask for
If you ask to change any other detail of your booking, we will try to help but cannot guarantee we can make the change. Any change is subject to availability and to any reasonable costs charged to us by our suppliers, which we will tell you about before you decide.
7 CANCELLATION BY YOU
7.1 Your right to cancel
You may cancel your booking at any time before the start of the package. Except where you cancel for the reason described in the clause dealing with cancellation for unavoidable and extraordinary circumstances, you must pay an appropriate and justifiable termination fee, calculated as set out below.
7.2 Termination fee
The termination fee reflects the costs we expect to save and the income we expect to obtain from re-selling your place and is set by reference to how long before the start of the package you cancel. A £50 per person administration fee also applies to all cancellations, in addition to the applicable termination fee below, except where you are entitled to cancel without paying a termination fee under applicable law. The following sliding scale applies, calculated as a percentage of the total package price per person, based on the date we receive your written notice of cancellation:
(a) more than 16 weeks before the start of the package: administration fee only;
(b) 16 weeks or less but more than 12 weeks before the start of the package: 20% of the total package price;
(c) 12 weeks or less but more than 8 weeks before the start of the package: 35% of the total package price;
(d) 8 weeks or less but more than 4 weeks before the start of the package: 50% of the total package price;
(e) 4 weeks or less but more than 14 days before the start of the package: 75% of the total package price; and
(f) 14 days or less before the start of the package, or after the start of the package: 100% of the total package price.
The bands and percentages above are set by reference to the unavoidable costs we incur to our suppliers at each point, for example non-refundable hotel deposits and cancellation charges under our supplier contracts, and the likelihood of re-selling your place. The £50 per person administration fee reflects the reasonable administrative costs we incur in processing your cancellation and any refund. If the actual saving and recovery for your cancellation is greater than the fee in the applicable band, we will charge only the lower amount. We keep the records needed to justify each band and will explain the fee on request.
Where the pre-contract information for a particular trip sets out terms that differ from these conditions, including the price, payment terms, minimum numbers and cancellation charges, the pre-contract information applies to that trip.
Flights and other travel you have arranged yourself sit outside the package and are not covered by this scale or by any refund from us; you must deal with those directly with your travel provider.
7.3 Cancellation for unavoidable and extraordinary circumstances
You may cancel before the start of the package without paying any termination fee, and receive a full refund of all payments made for the package within 14 days, where unavoidable and extraordinary circumstances occurring at or near the destination, or which significantly affect the carriage of passengers to the destination, significantly affect the performance of the package. You are not entitled to additional compensation in that case. For the purposes of this clause and the clause dealing with cancellation by us for unavoidable and extraordinary circumstances, where the Foreign, Commonwealth and Development Office advises against all travel, or against all but essential travel, to the destination or a place forming part of the itinerary, or advises against travel that significantly affects the carriage of passengers to the destination, that advisory is treated as unavoidable and extraordinary circumstances.
8 CHANGES AND CANCELLATION BY US
8.1 Insignificant changes
We may make insignificant changes to the package before departure and will tell you about them clearly and in a durable format. An insignificant change does not give you a right to cancel without a fee.
8.2 Significant changes
If, before departure, we need to change any essential element of the package significantly, or cannot meet a special requirement we accepted, we will tell you without undue delay and give you a reasonable period to choose to:
(a) accept the change;
(b) take a substitute package we offer, where we offer one, of equivalent or higher quality (or of lower quality with an appropriate price reduction); or
(c) cancel the contract and receive a full refund of all payments made for the package within 14 days.
Where a significant change or a substitute reduces the quality or value of the package, you are entitled to an appropriate price reduction, and where appropriate to compensation, in accordance with the regulations.
8.3 Cancellation by us for insufficient numbers
Each trip requires the minimum number of travelling members stated in the pre-contract information for that trip. If that number is not reached, we may cancel the trip, provided we tell you no later than 10 weeks before departure. In that case you receive a full refund of all payments made for the package within 14 days, but no compensation.
8.4 Cancellation by us for unavoidable and extraordinary circumstances
We may cancel the package before departure and give you a full refund within 14 days, without compensation, where we are prevented from performing the contract because of unavoidable and extraordinary circumstances and we tell you of the cancellation without undue delay before the start of the package.
8.5 Other cancellation by us
If we cancel the package for any reason other than those in the two clauses immediately above, you receive a full refund of all payments made for the package within 14 days, together with compensation, in accordance with the regulations.
8.6 Offer of a future trip
Where you are entitled to a refund under this clause, we may offer you a place on a future trip instead. That is an option for you, not a substitute for the refund. If you would rather have your money back, you receive your money back within 14 days. We will never make a future place the only remedy, and we do not issue credit-only refunds.
9 OUR RESPONSIBILITY FOR THE PACKAGE
9.1 Proper performance
We are responsible for the proper performance of all the travel services included in the package, including services performed by our hotels and other suppliers, whether or not those services are to be performed by us or by others. If any part of the package is not performed in accordance with the contract, it is for us to put right, not for you to pursue our suppliers directly.
9.2 Telling us about problems
You must notify your trip host first, without undue delay, if you become aware during the trip that any travel service is not being performed in accordance with the contract, taking into account the circumstances of the case. Your trip host is best placed to help resolve most issues quickly and on the spot. If the issue cannot be resolved by your trip host, or if it is not reasonably possible to contact them, you should contact us directly as soon as possible. Failing to tell us or your trip host does not affect any right you have under the regulations.
9.3 Remedying a lack of conformity
Where a travel service is not performed in accordance with the contract, we will remedy it within a reasonable period, unless that is impossible or would involve disproportionate costs. If we do not remedy it, you may be entitled to a price reduction, and to compensation for any damage you suffer, in accordance with the regulations.
9.4 Suitable alternative arrangements
If, after the start of the package, a significant proportion of the travel services cannot be provided as agreed, we will offer suitable alternative arrangements of, where possible, equivalent or higher quality, at no extra cost to you, and give you an appropriate price reduction where the alternatives are of lower quality.
9.5 TRAVEL ADVICE
You are responsible for checking and staying up to date with the UK Foreign, Commonwealth & Development Office travel advice for your destination. If you choose to travel against FCDO advice, you do so at your own risk.
10 ASSISTANCE
We will give you appropriate assistance without undue delay if you are in difficulty during the trip, in particular by providing information on health services, local authorities and consular assistance, and by helping you make distance communications and find alternative travel arrangements. Where the difficulty is caused intentionally or negligently by you, we may charge a reasonable fee for that assistance, not exceeding our actual costs.
11 YOUR POSSESSIONS
We do not exclude our liability for loss of or damage to your possessions, including watches and other valuables you bring on the trip. Our responsibility for the proper performance of the package under the clause dealing with our responsibility applies to your possessions, and nothing in these terms is a blanket exclusion of liability for them.
We nevertheless strongly recommend that you check your own insurance covers your watches and other valuables while you are travelling, because single-item limits and territorial limits under personal policies often catch travellers out.
12 LIABILITY
12.1 Package liability preserved
Nothing in these terms limits or excludes our liability for the proper performance of the package, or any other liability, to the extent that liability cannot lawfully be limited or excluded under the regulations or other consumer protection law. In particular, we do not limit or exclude liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any matter for which it would be unlawful to limit or exclude liability.
12.2 Limits permitted by the regulations
To the extent the regulations permit, and except where the loss results from personal injury or is caused intentionally or with negligence by us:
(a) any limit on the amount of compensation contained in an international convention that limits the extent of, or the conditions under which, compensation is payable by a provider of a travel service included in the package applies to our liability; and
(b) our liability to you for any other loss is limited to three times the total price of the package.
12.3 Non-package matters
For any matter that is not the performance of the package (for example a standalone activity, transfer or event that we arrange for you as agent, or one of our non-package club events), and only to the extent permitted by law and fair to you as a consumer, our total liability arising out of or in connection with that matter is limited to the amount you paid us for that matter. This limit does not apply to any liability of the kind described in the clause dealing with package liability preserved.
12.4 Unfair contract terms
To the extent that any applicable law, including the Consumer Rights Act 2015 and the Unfair Contract Terms Act 1977, restricts the extent to which liability can be excluded or limited, the exclusions and limitations in these terms are limited accordingly, and any exclusion or limitation not affected by those restrictions remains in full force. Nothing in these terms is intended to limit the operation of the regulations.
13 INSURANCE
We strongly recommend that you take out adequate travel insurance for the trip, covering at least medical treatment and repatriation in the destination and cancellation from the date you book. Our insolvency protection covers your money if we fail, and our liability cover deals with situations where we or our suppliers are at fault; neither covers the cost of you cancelling, or medical treatment and repatriation if you are taken ill or injured while away. We do not require you to buy insurance through us and we do not sell or offer a policy.
14 PASSPORTS, VISAS AND HEALTH
You are responsible for ensuring that your passport, visas and health documentation are in order for the trip, and for meeting any entry, transit and health formalities for the destination. General information for the relevant trip is in the pre-contract information. If you hold a passport from a country other than the United Kingdom, you must check the requirements that apply to you, including how long a visa takes to obtain. We encourage you to consult the Foreign, Commonwealth and Development Office for destination, entry and health advice. We are not liable for any consequence of your failure to meet these requirements.
15 INSOLVENCY PROTECTION
We provide security for the refund of all payments you make to us for the package and, where the package includes transport, for your repatriation, in the event that we become insolvent. This protection is provided by the Insolvency Protection Provider. If we become insolvent, you may contact that provider directly. This protection covers your money; it is not travel insurance, which covers you.
16 COMPLAINTS AND DISPUTE RESOLUTION
16.1 During the trip
If something is not right during the trip, tell your host or contact us at once using the 24-hour contact details in your booking confirmation, so that we have the chance to put it right at the time.
16.2 After the trip
If you wish to complain after the trip, or would rather put it in writing, contact us at join@thewatchcollectorsclub.com. We will give you a full response within 10 working days of receiving your complaint.
16.3 Alternative dispute resolution
If we cannot resolve your complaint between us, you may be able to refer the dispute to an alternative dispute resolution provider under Chapter 4 of Part 4 of the Digital Markets, Competition and Consumers Act 2024. We are not a member of an ADR scheme. Using ADR, or the absence of it, does not affect your right to bring court proceedings.
17 SUPPLIER FAILURE AND REDRESS (CONTRACTS FROM 6 APRIL 2027)
This clause applies only to contracts to which the amended regulations apply under the clause dealing with which version of the regulations applies. Where a third party who is to perform a travel service included in the package fails to perform it, and you are entitled to a refund from that third party, we will give effect to your right to that refund within the period required by the amended regulations. Where we make a payment to you as a result of a lack of conformity to which a third party contributed, we may exercise our right of redress against that third party, and you will provide us with reasonable assistance and information to do so.
18 DATA PROTECTION
We handle your personal data in accordance with our privacy policy and applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018. We use your data to arrange and perform your package, including passing necessary details to our hotels and other suppliers, and we keep records to demonstrate our compliance with the regulations. As part of your booking you will provide personal information such as name, contact details and passport information, and you may provide special category information such as health, dietary, disability or religious information, which we use only to arrange and perform your trip.
19 GENERAL
19.1 Entire agreement
Your contract with us is made up of these terms, the pre-contract information for your trip and your booking confirmation. Where these terms and the pre-contract information for your trip differ, the pre-contract information governs.
19.2 Variation
The information forming part of your contract may be changed only by agreement between you and us, except where these terms or the regulations expressly allow us to make a change.
19.3 No waiver
If we do not enforce a right under these terms on any occasion, that does not waive that right or any other right.
19.4 Severance
If any provision of these terms is or becomes invalid or unenforceable, the remaining provisions continue in full force, and the invalid or unenforceable provision applies to the extent it lawfully can.
19.5 Notices
Notices to us should be sent to the address or email in the Parties table or booking confirmation. Notices to you will be sent to the address or email you gave when booking. Notices sent by email are treated as given when sent, unless the sender receives an automated notice of non-delivery.
19.6 Third parties
Except that every person named in the booking may enforce the rights conferred on them by these terms and the regulations, a person who is not a party to this contract has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.
19.7 Governing law and jurisdiction
This contract is governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction to settle any dispute arising out of or in connection with it. Where you are habitually resident in another country, this choice of law does not deprive you of the protection of any mandatory consumer protection provisions of the law of that country that apply to you.
DEFINITIONS
Term and Meaning
booking confirmation
the confirmation we send you in a durable format once your booking is confirmed, containing the information required by Schedule 5 to the regulations.
durable format
any instrument that enables you to store information addressed personally to you in a way that is accessible for future reference for a period adequate for the purposes of the information, and that allows the unchanged reproduction of the information stored, including email.
pre-contract information
the information we give you before you book in the form required by Schedule 1 to the regulations, which forms part of your contract with us.
regulations
the Package Travel and Linked Travel Arrangements regulations 2018, in the version applicable to your contract under the clause dealing with which version of the regulations applies.
termination fee
the appropriate and justifiable fee payable on cancellation by you, calculated under the clause dealing with cancellation by you.
Schedule 1
The Package Travel and Linked Travel Arrangements Regulations 2018
Regulations 5(1) and (3)(a), 6(1) and (3), 7(2)(a) and 11(3)(a)
Information to be provided to the traveller, where applicable, before the conclusion of the package travel contract
1. The main characteristics of the travel services specified in paragraphs 2 to 10.
2. The travel destination, the itinerary and periods of stay, with dates and, where accommodation is included, the number of nights included.
3. The means, characteristics and categories of transport, the points, dates and time of departure and return, the duration and places of intermediate stops and transport connections.
4. Where the exact time of departure and return is not yet determined, the organiser and, where applicable, the retailer, must inform the traveller of the approximate time of departure and return.
5. The location, main features and, where applicable, tourist category of the accommodation under the rules of the country of destination.
6. The meals which are included in the package.
7. The visits, excursions or other services included in the total price agreed for the package.
8. Where it is not apparent from the context, whether any of the travel services are to be provided to the traveller as part of a group and, if so, where possible, the approximate size of the group.
9. Where the traveller’s benefit from other tourist services depends on effective oral communication, the language in which those services are to be carried out.
10. Whether the trip or holiday is generally suitable for persons with reduced mobility and, upon the traveller’s request, the precise information on the suitability of the trip or holiday taking into account the traveller’s needs.
11. The trading name and geographical address of the organiser and, where applicable, of the retailer, as well as their telephone number and, where applicable, e-mail address.
12. The total price of the package inclusive of taxes and, where applicable, of all additional fees, charges and other costs or, where those costs cannot reasonably be calculated in advance of the conclusion of the contract, an indication of the type of additional costs which the traveller may still have to bear.
13. The arrangements for payment, including any amount or percentage of the price which is to be paid as a down payment and the timetable for payment of the balance, or financial guarantees to be paid or provided by the traveller.
14. The minimum number of persons required for the package to take place and the time-limit, referred to in regulation 13(2)(a), before the start of the package for the possible termination of the contract if that number is not reached.
15. General information on passport and visa requirements, including approximate periods for obtaining visas and information on health formalities, of the country of destination.
16. Information that the traveller may terminate the contract at any time before the start of the package in return for payment of an appropriate termination fee, or, where applicable, the standardised termination fees requested by the organiser, in accordance with regulation 12(1) to (6).
17. Information on optional or compulsory insurance to cover the cost of termination of the contract by the traveller or the cost of assistance, including repatriation, in the event of accident, illness or death.