Terms & Conditions
Booking with The Happy Hen
A booking can be made over the phone using a credit card, if you book over the phone this automatically agrees you to our terms and conditions. The group leader is responsible for the rest of the group and their actions. The group leader must make the rest of the group aware of all T&Cs that the group must abide by. All members of your group must be at least 18 years old.
It is your responsibility as the event organiser to check your itinerary to ensure all elements of the package are correct. Any errors to your itinerary not brought to our attention within 48hours of booking is your responsibility. Errors after this time may not be able to be changed.
Making Payments
A deposit is required in order to secure the booking. A request to add further group members after 21 days of booking must come from the group leader and must be made in writing. Arrangements from the additional group member. Please be aware we will make every effort to accommodate your request.
The final balance for the must be settled 28 days prior to the commencement date unless specified in writing. Your booking will close off the Friday, 4 weeks before the Event Date. The Group Leader can elect to pay for the whole group at any stage prior to the final payment date. All payments after the group has closed off may incur a €10 late booking fee and is on a request basis only. Unfortunately, we may not be able to guarantee your place after the booking is closed.
All payments must be made online through our payment gateway. Any member who requests to pay over the phone will be charged a €5 admin fee for payment. You will also be charged the relevant credit card surcharge.
Some aspects of the weekend may require full payment to be made with the deposit in order for us to book them your behalf. If this is the case you will be notified in advance, the monies paid for these are non-refundable.
If we are not notified at least 28 days before your weekend break of any alterations to numbers, we cannot guarantee that some additional charges occur.
Payment Methods—We accept payments in the following ways
- Bank Transfer
- Credit Card online
Accommodation
Room bookings are requested from accommodation providers on twin, triple or larger room size basis to try to keep as many of the group together and as close as possible. Room types used are typically triple and twin rooms but can be larger depending on the accommodation provider. If you have specific room type requests please ensure we are notified at the time of booking as we may not be able to accommodate your request at a later stage. We must be notified of any disabled room requests at the time of booking as these room types have limited availability. If a group has to be split between 2 or more properties we will notify the organiser in advance. Please note room allocation is dictated by the accommodation provider at the time of booking based on availability and by the group size. If your group size changes from that which was first booked then the Accommodation provider will adjust the room allocation as they see suitable for the new group size. Single room requests will usually incur a single supplement payment from most accommodation providers and this is payable directly to the provider on arrival.
Please be aware that 1 invitee changing to a single room may force 1 other invitee to have to also have a single and therefore liable to a single supplement fee as well. Please let us know of any single room requests at the time of booking.
Itinerary
Your detailed Itinerary will be sent to you the week prior to your event date. This has full details of your entire weekend, times, dates, maps etc. The Happy Hen cannot accept any responsibility if you are not allowed into venues, entry is at the venues discretion. The Happy Hen reserve the right to change your package however, we will always inform you of any changes.
Alterations Made by You
We always try to accommodate any change requests in the group. Please let us know as early as possible of any changes. If however its too late to do so, we cannot be held responsible.
Any changes made to a booking may incur an admin fee of €15, these changes incl, dates, times, events and location.
Alteration Made by Us
We reserve the right to cancel any part of your event if for any reason your safety is threatened, including adverse weather conditions. If this occurs we will make every effort to reschedule the event to another date. However, we are not obliged to give any refunds in cases of adverse weather conditions.
Refunds will not apply in the following circumstances; war or threat of war, riots, civil unrest, terrorism, industrial disputes, natural or nuclear disaster, fire, technical problems or any other occurrence beyond our control.
Any refund issued by The Happy Hen to either group organiser or invitee will be less 10% admin fee
Cancellation
If you wish to cancel your booking for the service before the service begins, you may do so in accordance with our bookings section above.
We require third party contractors and suppliers to carry out our events successfully and are bound by minimum terms with these entities. We therefore incur charges for events cancelled within particular timeframes. As a result, the following cancellation terms and conditions apply.
You must communicate your request to cancel an event in writing to us. Only the customer who made the booking can cancel the booking.
Cancellation – more than 4 weeks prior to the event
Cancellation of an event more than 4 weeks before an event will result in the loss of your non-refundable deposit
Cancellation – less than 4 weeks prior to the event
Cancellation of an event within 28 days of the event date can incur a cancellation fee equating up to 100% of the quoted event price.
Any sums owing to you will be refunded to you as soon as is reasonably possible, and in any event within 14 calendar days of our acceptance of your cancellation. Any relevant sums will either be deducted from any refund due to you or, if no refund is due, we will invoice you for those sums.
If any of the following occur, you may cancel the service and the contract immediately by giving us written notice. If you have made any payment to us for any service, we have not yet provided, these sums will be refunded to you as soon as is reasonably possible, and in any event within 14 calendar days of Our acceptance of your cancellation.
Complaints
We always welcome feedback from our customers and use all reasonable endeavours to ensure that your experience as a customer of ours is a positive one, nevertheless, we want to hear from you if you have any cause for complaint.
Complaints must be received in writing. Only complaints from the event organisers will be investigated.
Any complaints should be raised with the supplier during the event where possible. If this is not resolved at this stage, please contact us and we will do our best to resolve the issue.If you wish to complain about any aspect of your dealings with us, please contact us in one of the following ways:
By email, addressed to info@thehappyhen.eu
By contacting us by telephone on 085 142 1533
Any abusive/aggressive complaints will not be dealt with by The Happy Hen.
Insurance
We recommend to all groups to take out the appropriate travel insurance which will cover them in the event of personal accident, medical expenses, emergency evacuation, loss of any monies and the participation in dangerous sports.
Coronavirus
As with every business, the Coronavirus is severely impacting our business and we are trying our best to aid our customers on the constantly changing situation.
As per company policy, customers will be entitled to a refund minus their deposit for any bookings cancelled in writing before 28 days of the event date. Certain aspects of the booking may be exempt from this due to particular supplier’s policies eg. self-catering accommodation. For further information regarding this, please contact your event coordinator.
After 28 days, we cannot guarantee any refund due to our suppliers receiving payment.
Any bookings made from Monday 16th March 2020 are booking with an awareness of the ongoing Coronavirus situation. If there is little to no change to government instructions, the groups accept the current situation as an ongoing situation. We expect complete cooperation from our groups in this regard.
All bookings that are made with suppliers are booked based on the assumptions that businesses will return to normal assuming Covid restrictions will be lifted.
For any rescheduled bookings we cannot guarantee rates to be the same due to inflation and supplier rates increasing but will do our best to source the best possible rate for your group.
We reserve the right to revise these Terms and Conditions at any time by amending this page. Some of these Terms and Conditions may also be superseded by provisions or notices published elsewhere on the Website.