Terms and Conditions

If you have any questions, please e-mail us for answers, advice or a general chat. We aim to make your tour as individual and personal as we can.

How to book

We do not have on-line booking as we wish to offer a personal service to you. Just e-mail Info@Caribbeancoaching.org to check availability and we will send you a Booking Form. Once we receive the form and a non-refundable deposit of £ 195 payable by cheque, debit or credit card, we will send out a Confirmation Invoice showing exactly what you have booked, what you have paid, the balance due and the date this must be paid to avoid cancellation of your place. If your booking is less than 4 weeks before departure, the full amount is required with the Booking Form. You must have read, understood and accept these booking terms and conditions before submitting the Booking Form.

Credit Cards  

In addition to cheques and debit cards, we accept VISA or MasterCard credit cards. There is no fee for paying the deposit or full amount by credit card but payment of the balance by credit card will carry a 1.5% handling charge.

Flight Information  

The price of your flight is not included in the tour price. We will aim to aid you in organising your air fares and do our upmost to work on getting you the best offer available. Normal allowance for St Lucia is 22Kg which must include your personal needs and your own sports gear. We will look to organise for everyone to fly together, but if you are unable to make that flight please let us know in advance and we will do our best to organise another flight and airport transport in St Lucia.

Passports and Visas

You should be in possession of a full current passport with expiry of at least 6 months after your return date. No visas are required by British passport holder visitors to St Lucia for visits of less than 42 days. Holders of other passports should check with St Lucian Consulate at http://stlucia.gov.lc/faq/do. If you wish to visit other islands you are advised to check with the Consulates. We will not be responsible if you fail to travel with a proper valid passport.


You must make sure all UK vaccinations are up to date. It is advised to have a tetanus booster (if more than 10 years ago) and Hep B doses. There is no malaria in St Lucia but daytime mosquitoes may give viral Dengue Fever so mosquito repellents are advised. www.nhsdirect.co.uk. T: 0845 46 47


We will let you know details and the address before you start the tour.


The hurricane season for St Lucia is between June and November and we will keep you informed of any changes in weather conditions.


Unfortunately, at the present time, our tour activities and accommodation facilities are not suitable for disabled or wheelchair users.



Your contract is with Caribbean Coaching Ltd. who are registered in England Number: 07920256.

When a signed Booking Form has been received by us with the relevant non-returnable deposit, we will issue a Confirmation Invoice to confirm your tour. A contract between us exists once we have issued this Invoice. It is your responsibility to check the details on the Invoice are correct and inform us of any discrepancies immediately. Payment of the deposit and signature on the Booking Form indicates your acceptance of these Terms and Conditions. The contract is governed by English law and you agree to submit to the jurisdiction of the English Courts at all times.


A deposit of £195 is required to confirm a booking, this is so that we are able to secure the accommodation for our trip. The remaining balance must be paid 28 days prior to the departure date. If the balance is not paid by the date given on the Confirmation Invoice, we reserve the right to cancel your booking and keep the deposit. If you book less than four weeks prior to departure date, the full amount is payable on booking. The signatory is responsible for the full cost of the project.


We reserve the right to amend our prices at any time prior to booking. However once the Confirmation Invoice has been issued, the price of the tour will not be increased unless required by law to charge a Government tax or levy introduced or changed after a booking is made. This does not apply to Invoice errors or omissions.

We reserve the right to pass on increases of less than 10% of the tour price without the option of cancellation and will inform you within 14 days of departure date. Above that % you have the right to withdraw and receive full refund.

Travelling outside of project start dates will incur an additional fee for transportation.

Travel Insurance 

It is a condition of your booking that you get comprehensive travel insurance and that we receive evidence of this. We have the right to refuse a booking if we consider your insurance policy is not adequate. Your travel insurance should include sporting activities you intend to undertake on the tour, emergency medical treatment, hospital expenses and repatriation to the UK, personal accident, personal liability, cancellation, curtailment, rescue and assistance, hijack, travel delay, loss of personal property by theft or accident. We will not be liable for any of these and will not make payment on behalf of you or your insurance company.

What if you cancel your tour ?

If you cancel, the signatory on the booking form must advise us in writing by post or e-mail. A cancellation will be effective from the date received and the following cancellation charges will apply

• More 30 days = loss of deposit paid

• Within 30 days = 100% of the tour cost.

There is no deposit refunded unless we can fill your place. Check with your insurance policy to refund cancellation charges.

What if you alter your booking?

 We will try wherever possible to make any alteration you request after booking. However

• There will be no refund for any unused services i.e. if you return early or do not use accommodation provided.

• If you decide to alter your travel arrangements whilst on the tour to visit other islands etc, this is your responsibility and the company cannot be responsible for any extra costs incurred.

• If you transfer the booking to another person, you must write before the final payment date with full details of the proposed new tour member and the full final payment. Caribbean Coaching reserves the right to refuse any change of personnel if not considered a fit and proper person for the tour.

What if we change or cancel your booking?  

We will do our utmost to provide the tour booked but it is inevitable that changes may have to be made. Any information supplied by us including content of tour is provided in good faith and is based on knowledge and information available prior to publication and months before departure date.

Minor changes:

 There is no compensation paid for minor changes – changes in flight times up to 12 hours or change in accommodation to a similar standard.

Major changes:

Events that occur that may cause Caribbean Coaching to cancel the booking include change to airport, change in flight times of more than 12 hours (other than flight delays) and change in tour dates and insufficient tour members. We will offer you an alternative booking but if you do not wish to accept the alternative then we will refund all monies paid by you.

Force Majeure:

Caribbean Coaching cannot accept responsibility or pay compensation when we are forced to change, curtail or cancel a tour due to Force Majeure. Force Majeure includes war or threat of war, riot, civil strife, terrorist activity, industrial disputes, unavoidable technical problems with transport, closure of airports, natural and nuclear disasters, fire, adverse weather conditions or similar events beyond our control. However if we are forced to cancel the tour due to Force Majeure within 2 months from departure, we will offer you a full and prompt refund on all monies paid less deposit). An alternative further booking will be offered.

We accept responsibility for the proven acts or omissions of our staff, suppliers and local agents whilst acting in the course of our employment except where attributable to your fault or to an event that we could not have foreseen.

We cannot be held responsible for death, bodily injury, illness, loss or disappointment unless it is proven to be due to negligence or omission of our staff, suppliers or local agents. Any compensation shall be limited to the cost of your holiday except where death, bodily injury or illness. All flight bookings are subject to the conditions of carriage the air carrier used.

Financial Protection  

All monies are held on your behalf by Natwest bank, Fishponds, Bristol. The trustees of the account, Caribbean Coaching, may not request release of your money from the account until you have completed your holiday. The Clients Account fully complies with governmental Package Travel Regulations to protect your pre-payments.

Conditions of participation  

• Check that Confirmation Invoice is correct and that you know the date the final payment is due. You provide accurate information on the medical form.

• Comply with all entry, immigration, customs and foreign exchange rules. You will respect local attitudes, cultures beliefs and laws of St Lucia – there are severe penalties for drug offences, it is an office to wear camouflage clothes and certain homosexual acts are illegal www.fco.gov.uk

• You agree to follow the advice of the tour leaders at all times and have a duty of care to anyone associated with the tour. Caribbean Coaching reserve the unconditional right to refuse a booking or terminate a tour place if your behaviour is likely to cause distress, danger, offence or damage to others. Caribbean Coaching’s responsibilities will cease on termination and they cannot be responsible for return travel arrangements nor pay compensation, costs or refunds.

• You agree to keep the house rules for communal living which include not spending the night away and not bringing someone back to the accommodation and you will leave the accommodation on the end tour date.

Adverse weather  

All the tour activities are advertised in good faith and we cannot ensure that participants will enjoy any particular weather conditions on a tour. Caribbean Coaching accepts no liability for curtailed tours, loss of training sessions or cancellation of events due to adverse weather. There will be no reimbursements for any cancellation of activities lost to bad weather.


You must give all health conditions on the medical form and we have the right to decline a booking if we think your fitness is an issue. We can provide advice on training prior to the tour if wished.

Health and Safety  

Participation in rugby coaching and playing contains an element of risk of personal injury and it is your decision and at your own risk to join the activities on the tour. You will take reasonable care of yourself and others and we do not accept liability for any negligence not attributable to Caribbean Coaching. The terms include that you have full medical and travel insurance. You are advised that St Lucia does not supply comprehensive free health services. You accept that the health facilities may be of a lower standard to your home country and may not provide the level of treatment you expect in an emergency and that there may be complications due to a tropical environment. Caribbean Coaching has no medical staff in their company but can provide simple first aid facilities.


If you have a complaint during the tour, you must inform local staff immediately to allow them the opportunity to resolve it. If the matter is not resolved to your satisfaction then a written complaint must be received at the company address within 7 days of your return. No liability will be accepted for complaints not passed to local staff or for those received beyond the stated time limit. We will look into the complaint and respond in writing within 14) working days.

Caribbean Coaching

36 Baileys Mead Road, Stapleton,

Bristol, BS16 1AE