LWTL - Men's Rugby World Cup 2027: Booking Terms & Conditions

IMPORTANT These booking conditions set out the terms on which you contract with Living With The Lions Sports Travel Ltd. (LWTL) They describe your obligations to the company and the obligations of the company to you.

1. MAKING A BOOKING: EITHER a) Telephone us directly to check the availability of the tour/package you require. We can then discuss flight options with you and any other special requests you may have. We will then advise you how to complete the booking form and how to make your deposit payment OR  b) If you are on our website looking at the tour that you are keen to book, click on the BOOK NOW box, complete the form and process your deposit payment prior to submitting the form which will confirm your booking. You will be contacted latest by the end of the next working day to reconfirm all the details of your booking. 

The person signing the booking form will be treated as doing so on behalf of, and with the consent of, all the persons for whom the booking is made and is responsible for ensuring due payment of all monies (including any cancellation or amendment charges) in respect of this booking. All travel documentation and other information regarding the holiday will be sent to the person who has signed the booking form. Deposits are non-refundable and non-transferable.

2. INSURANCE: The booking conditions of tour operators require that you obtain adequate holiday insurance. You are responsible for ensuring that all members of your touring party obtain travel insurance and you are entirely free to select your own insurance provider. It is important that you take out insurance as soon as you have made your booking with us and paid a deposit so that you have protection in place in the event of any unexpected cancellation charges, medical expenses arising abroad (including cover for the effects of COVID-19 or any other epidemic/pandemic), loss of luggage and personal liability claims. You must ensure that your travel insurance is adequate for the activities you will be taking part in whether or not these are arranged by us, including any sporting fixtures and excursions, and where applicable any ‘high risk’ activities such as white water rafting etc. that you might be doing.

3. PAYMENT: A deposit must be paid at the time of booking; interim payments will be required based on the tour type and the balance will be due a minimum of 10 weeks prior to departure. If you book within 10 weeks of departure you must pay the full price at the time of booking. You may pay by cheque, bank transfer or by a credit/debit card recognised by LWTL. If for any reason we do not receive any of the interim payments on the date the balance on the due date, we reserve the right to cancel your booking and levy a cancellation charge as though there had been a cancellation in accordance with clause 6 of these Terms. We do not accept American Express.

4. ON RECEIPT OF YOUR DEPOSIT: We will make the necessary reservation and your deposit is accepted as part payment of the agreed costs of the booking and credited to your account. We will raise a confirmation invoice detailing the travel services you have booked and would ask you to check this very carefully and advise us immediately if any discrepancies are found. A contract exists between us from the date shown on your confirmation deposit receipt. If you decide to cancel the booking upon receipt of our invoice you will need to consult clause 6 of these Terms.

5. IF YOU CHANGE YOUR BOOKING: Changes can be made up to 10 weeks prior to your departure for a charge of £30 per booking, subject to availability and any extra costs incurred. If you want to make any changes within 10 weeks of your departure date these may be treated as a cancellation of the original booking, and cancellation charges as detailed in clause 6 of these Terms may be imposed.

6. CANCELLING YOUR HOLIDAY: A cancellation must be made in writing by the person who completed/signed the booking form. The cancellation will take effect from the day the written cancellation is received by the company. All payments up until that date, (deposit, interims and final balance) once made are non-refundable, as are amounts owing if cancellation date is after a date set for either an interim or final balance, these amounts remain owing to LWTL.

7. IF WE CHANGE YOUR HOLIDAY BEFORE YOUR DEPARTURE: We plan the arrangements for our tours many months in advance and occasionally we have to make changes to confirmed arrangements. We are using the services of independent suppliers such as airlines, hotels and ground agents over whom we have no direct control. In most cases, if changes are necessary they will only be Minor. A MINOR change would be a change of airline, change of accommodation to another of the same standard, delay of less than 12 hours. We reserve the right to make changes at any time and should the change significantly alter the nature of the tour you have booked (MAJOR change), and the revised arrangements are not acceptable to you, we will refund all monies paid. In all cases, we will offer an alternative arrangement or a refund and, except where the major change arises due to unavoidable and extraordinary circumstances, appropriate compensation.

Unavoidable and extraordinary circumstances are a situation which is beyond the control of the party who seeks to rely on such a situation, the consequences of which could not have been avoided even if all reasonable measures had been taken. This covers events such as, but not limited to, technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flights by an airline or main charterer, the alteration of the airline or aircraft type, war or threat of war, civil strife, terrorist activity, natural disaster, industrial dispute, disease including pandemic or epidemic, industrial or nuclear disaster, bad weather, fire, cancellation of sporting fixtures or a featured tournament where these are part of your package with us and all similar events beyond our control. In the case of unavoidable and extraordinary circumstances, we will not accept liability & reserve the right to cancel or change bookings as necessary.

8. IF WE CANCEL YOUR BOOKING: We reserve the right in any circumstances to cancel your holiday for any reason. For example, sales of a particular holiday may not reach a level that would be economical for us to operate a tour. In this event we will return to you all monies you have paid (less insurance premium charges), or offer you an alternative holiday of comparable standard, although if the alternative offered is at additional cost, the difference will be payable by you. However, we will not cancel your holiday within 56 days of departure unless it is for a reason outside of our control – unavoidable and extraordinary circumstances.

9. EVENT TICKETS AND CANCELLATION: Every sport event and its tickets are subject to their own terms and conditions. Tickets may be delivered at the event for reasons of security but more normally will be emailed to you with your final information prior to the event. Tickets may not be re-sold or offered as a prize for a competition or incentive. Sports fans will appreciate that the cancellation or curtailment of a major sporting fixture is an extremely unusual occurrence but can occur at very short notice. The cancellation of a fixture, the non-appearance of a player or advertised tour celebrity, or other changes are entirely outside our control and we accept no responsibility to refund, pay compensation or otherwise for changes to your booking because of such cancellations or changes to a sporting event.

LWTL is allocated tickets in groups, but on occasion also only in pairs, and will allocate them to customers in as fair a manner as possible across all tours and matches. LWTL is not responsible for the standard of the tickets allocated but will endeavour that all customers have an equal experience across their tours.

10. HOLIDAY PRICE and SURCHARGES: External forces can affect the price of your holiday and as such we will reconfirm all prices at the time of booking. Once you have paid your deposit we guarantee not to increase the cost of your holiday except in the following circumstances where surcharges may apply; currency fluctuation, government action, airport charges (including fuel) and increases in scheduled airfares.

In the event of a surcharge being levied, a surcharge invoice will be sent out detailing the charges due. In such cases, we will absorb an amount equivalent to 2% of the holiday price at the time of booking, which excludes insurance premiums and any amendment charges referred to in clause 4 of these Terms. Only amounts in excess of this 2% will be surcharged, but where a surcharge is more than 10% of the holiday price you will be entitled to cancel your holiday with a refund of all monies paid, less any insurance premiums and modification charges. Should you decide to cancel because of this, you must exercise your right to do so in writing within 14 days of the date printed on the surcharge invoice. All holiday prices are quoted in pounds sterling using commercial exchange rates.

No price increase may be passed onto you within 30 days prior to the departure date stipulated.

11. TRANSFERRING OF BOOKINGS: If you are unable to travel, in certain circumstances which we consider reasonable (In our absolute discretion), we may allow you to transfer your booking to another party. However, the arrangements must remain EXACTLY the same, and will only be allowed if all

suppliers agree to the change and are prepared to accept the transfer. In cases where a transfer is allowed, an administration charge of £75 per person outside 70 days of departure, and £125 per person inside 70 days of departure, will be made plus any charges that may be levied by our suppliers.

12. BEHAVIOUR: If, in the opinion of our company representative/escort/tour manager, your behaviour, or the behaviour of anyone in your touring party either before or during the tour is such that it is likely to cause distress, damage, danger or annoyance to our customers, employees, property or to any third party, we reserve the right to terminate all arrangements immediately without refund.

13. FLIGHTS: Our flights and airlines may not be allocated on booking. If your package includes return international flights they will be with an international airline of our choosing, and domestic flights by domestic carriers or charter flight companies. The flight timings, if given in our literature are correct at the time of publication but are subject to alteration by the various foreign and UK airport scheduling committees for operational reasons. Planned flight times/ flight numbers and aircraft types will be given in the documentation is for guidance only. Please check your Confirmation PDF document as soon as you receive it as it will show your flight details. Flights, once allocated to you and your party, are non-changeable and non-refundable. Any requests to make any changes to the flights, routing or any other changes will be subject to change fees and any charges applied by the airline at the time. When bookings are taken in advance of flights being in range we will allocate flights to groups and individuals as is required for the purposes of running the tour efficiently and economically. Any booking taken without specific flight information will be allocated a seat in a group on this basis and a booking cannot be cancelled or re-negotiated if the allocated flight is on an international carrier on the days specified, the day before or the day after specified in the itinerary. Changes to the date of departure or return will be met with and surcharges or deductions will apply according to relevant accommodation requirements.

14. YOUR FINANCIAL PROTECTION: We appreciate that you are spending a lot of money on your package and want to reassure you that it is financially protected. We are a Member of ABTA, membership number V6520. Further details are available at www.abta.com. We are required to provide security for the monies that you pay for the package holidays booked from us and for your repatriation in the event of our insolvency. We provide this security by way of an ATOL (number 9864) administered by the Civil Aviation Authority and a bond held by ABTA for packages that do not include a flight. If you book arrangements other than a package holiday from us, the financial protection referred to above does not apply.

When you buy an ATOL protected air holiday package and/or flights from us, you will receive a Booking Confirmation Email from us confirming your arrangements and an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. We will provide you with the services listed on the ATOL Certificate (or a suitable alternative). If we, or the suppliers identified on your ATOL Certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you).

You agree to accept that, in those circumstances, the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that, in some cases, it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). If we are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

CIVIL AVIATION AUTHORITY

Gatwick Airport South, West Sussex, RH6 0YR, UK. Telephone 0333 103 6350. Email [email protected]. Website: www.caa.co.uk

15. DEALING WITH COMPLAINTS: In the unlikely event of there being something not to your liking whilst you are on holiday, you must tell your Living With The Lions Sports Ltd. representative or our appointed agent (preferably in writing) immediately who will try to solve the problem there and then. Unless there is a valid reason why your complaint is not reported in this manner, we will not consider ourselves liable in respect of those complaints. If the problem cannot be resolved in resort, you must send us a written complaint to reach us within 28 days of the end of your holiday in order that we can investigate fully. We will not accept liability for any claims received outside this period. We certainly hope that we can settle any holiday complaints amicably; however, should this prove not to be the case you may wish to consult with ABTA’s complaint scheme for the resolution of disputes.

16. OUR RESPONSIBILITY TO YOU: We will accept liability for matters that arise as a direct result of our negligence and/or breach of our contractual duty to exercise care in making arrangements for you, including any acts/or omissions by our employees or by third party service providers engaged by us and acting within the proper course of their employment. Operational decisions may be taken by air carriers and airports resulting in delays, diversions or rescheduling. LWTL has no control over such decisions and is therefore unable to accept responsibility for them.

17. PASSPORTS & VISAS: It is your responsibility to check specific passport & visa requirements as well as other immigration requirements for travel overseas and you should check these with the relevant embassy. We do not accept any responsibility if you are unable to travel because you have not complied with any passport, visa or immigration requirements. Since BREXIT, the rules for passport validity for travel to Europe have changed so please ensure you are aware of the new regulations (additional months added to the old EU passports are no longer valid for travel to Europe + you now require minimum 3 months validity for travel to Europe).

18. VACCINATIONS: It is your responsibility to check with your doctor if any vaccinations are required by you and your party and to adhere to the requirements for entry into your destination. The cost of any such requirement is not included in the cost of your holiday and shall be borne by you. Further travel health advice can be found on www.fitfortravel.nhs.uk and www.travelhealthpro.org.uk.

19. HOW WE WILL USE YOUR DATA: In clause 19 “you” means the Customer. LWTL processes personal data about enquirers and guests before, during and after their tour to support its business needs. LWTL collects the personal data that you provide when you enquire or book with LWTL. Your interactions with LWTL will result in personal data being created and stored by LWTL. LWTL analyses the personal data it holds in order to improve the effectiveness of its direct marketing communications or to deliver its loyalty programmes. LWTL does not process sensitive personal data about you except where there is a legal reason to do so. LWTL processes personal data about Minors to provide services when they are on tour but does not seek to collect personal data about Minors for any other purpose. LWTL uses personal data with your consent, where it is necessary, in order to enter into a contract and deliver services for you, comply with a legal duty, protect your vital interests or the vital interests of those around you, or for LWTL’s own lawful interests or those of other organisations, provided your rights don’t override these.

When you make a booking, LWTL will collect personal data about you and other guests in your group to effect the booking, including your names, genders, dates of birth, home addresses, phone, email, details of any medical, care or dietary requirements, specific preferences relating to the booking you have selected, and your payment details. LWTL needs this data to enter into a contract with you. If you provide LWTL with personal data about any other individuals included in a booking, you must have the authority of those individuals to provide their personal data to LWTL for the purposes set out in this Clause 19 and will remain accountable for the information provided. It is the responsibility of the guest who is the booking lead to ensure that personal data about the guests included in a booking is accurate and up to date. When you book a tour, you will be asked to fill in a booking form to provide additional personal data about you and other guests in your booking group. This additional mandatory personal data including passport, insurance and emergency contact details for you and other guests in your booking group is necessary to complete your booking. You may optionally book or purchase products and services, excursions and other activities, which may require you to provide further personal data. LWTL may have to share your personal data with other companies such as travel operators in order to provide these to you. 

LWTL will use personal data about you before and during your tour for the purposes of security and safety, for the enjoyment of your tour, and to protect your health and welfare. After your tour, LWTL may seek your feedback and invite you to participate in its loyalty programme. Personal data about you may be used to resolve CCINATIONS: queries or complaints.

If you make a booking, LWTL may pass your personal information on to other relevant suppliers of your travel arrangements such as airlines, hotels and transport companies. Your personal information may also be shared with travel agents, security and credit checking companies, credit and charge card companies. LWTL are required to co-operate with government and law enforcement agencies and the public authorities of any country in your tour itinerary, including customs and immigration authorities. LWTL collect and process personal data in the European Union (EU) and worldwide depending upon how you interact with LWTL. LWTL may need to process your personal data worldwide, including on tour, depending upon the destinations you travel to, for example if LWTL has to provide personal data to immigration authorities or excursion operators in destination countries. This may involve sending your personal information between different countries, including countries outside the EU where controls on data protection may not be as strong as the legal requirements in the EU.

You have rights over how LWTL uses personal data about you. These rights include withdrawing consent to processing, accessing personal data LWTL holds about you, updating or amending your personal data and deleting applicable personal data about you. If you wish to exercise your information rights, have a concern or a complaint about LWTL processing of personal data, please contact LWTL at LWTL House, Rose Cottage, Corse Lawn, Gloucester, GL19 4LY or call 01386 808 600 (local call charges apply), or email [email protected]. If you are not satisfied with LWTL’s processing of personal data, how LWTL has responded to your complaint about the processing of personal data, or you believe LWTL’s processing of personal data is not in accordance with the law, you have the right to complain to the Information Commissioner’s Office (ICO) by calling +44 (0)303 123 1113 or visiting https://ico.org.uk/concerns/.

20. IMAGES: LWTL reserves the right to take photographs and to take video with soundtrack of events, customers and celebrities during this tour. This imagery will be used in a number of ways that may include marketing, websites now and in the futures, social media, and/or unlimited use for commercial gain. Consent is assumed with the agreement of these terms unless conveyed to LWTL in advance of the tour’s departure.

21. LIMITATIONS OF OUR LIABILITY: Our liability to you for any loss or damage which you may suffer is limited to three times the price of your tour, except where you have suffered personal injury resulting from the non-performance or improper performance of the services involved in the tour.

22. JURISDICTION: Your contract is governed by English law and each party shall be subject to the exclusive jurisdiction of the English courts. Please note that if any part of these booking conditions is found to be invalid or unenforceable, then the remainder of these booking conditions will not be affected but will remain valid and enforceable.

23. DATA SHARING: Your personal data, including your name, email address, residential and postal address, telephone number, gender, date of birth may be shared with i) the international governing body of rugby union (WR), World Rugby Events DAC (WRED) and Rugby World Cup (Australia 2027) Limited (LOC), ii) Rugby World Cup Experiences/ Sports Travel and Hospitality Group, and iii) the relevant venue operators (VO) for any match ticket and/or travel or hospitality package which you have purchased. 

Your personal data will be used by RWCE, WRED, WR, LOC and the relevant VO for the purposes of:

• administering and allocating your ticket to your requested matches:

• to enable ticket delivery;

• the prevention of crime and for supporter security purposes;

• the regulation of unauthorised aftermarket ticket sales; and

• for market research and analytical purposes necessary to develop and improve the customer

experience at future events.

Your personal data may also be shared with selected IT providers, such as third-party cloud platform providers, in order for RWCE, WRED, WR, LOC and the relevant VO to administer the above purposes. RWCE, WRED, WR and/or LOC may contact you directly where this is necessary to fulfil your booking. In carrying out the above purposes, RWCE, WRED, WR and/or LOC may need to transfer your personal data to countries which may not have data protection laws providing the same level of protection as those

in the European Economic Area. Where such a transfer occurs, RWCE, WRED, WR and/or LOC shall make sure that your personal data is kept safe by entering into a contractual undertaking which is approved by the relevant data protection regulator.

Further information about how WR and WRED protect your privacy and personal information can be found by accessing their privacy policy here https://www.rugbyworldcup.com/2027/en/privacy-policy, and how LOC protects your privacy and personal information can be found by accessing LOC’s ticket privacy policy here https://media.ticketmaster.co.uk/tm/en-gb/img/static/pdf/2027/wrwc/privacy_policy.pdf

24. MARKETING: Your information may be shared with World Rugby (and WRED)

https://www.rugbyworldcup.com/2027/en/privacy-policy, in relation to marketing opt-in data, in circumstances where you have agreed to receive marketing communications directly from World Rugby. In such circumstances, your information will be processed by World Rugby World Rugby (and WRED) in Internal accordance with World Rugby’s privacy policy https://www.rugbyworldcup.com/2027/en/privacy-policy.

Where you have consented to allow RWCE, WRED and/or WR to contact you directly for marketing purposes, RWCE, WRED and/or WR will separately send you marketing materials which they believe to be relevant to your interests. Such marketing materials may include promotions, offers, and competitions. You can unsubscribe from marketing communications at any time by electing to "unsubscribe" through the process set out in any marketing email. Please note that RWCE, WRED and WR are each independent entities and unsubscribing from one entity's marketing communications will not unsubscribe you from the others.

As at 22 September 2026