Terms & Conditions
Last updated: October 2026
These terms apply to all sports event planning and management services provided by Vanessa Amer | Sports Events ("I", "me", "my") to you, the client ("you", "your"). By confirming a booking, you agree to these terms.
1. Services
I provide planning, coordination and on-site management for sports events, including sports and fitness retreats, tournaments, club events and corporate sports days. The exact services, deliverables and fees for your event will be set out in a written proposal or quote.
2. Quotes and bookings
Quotes are valid for 30 days unless stated otherwise. A booking is confirmed once you have accepted the proposal in writing and paid the deposit.
3. Fees and payment
A non-refundable deposit of 30% of the total fee is required to secure your booking. The remaining balance is due no later than 30 days before the event, unless agreed otherwise in writing. Third-party costs, such as venues, accommodation, flights and transfers, may need to be paid in advance and will be passed on at cost or as agreed in your proposal. Late payments may delay or put your event at risk.
4. Changes to your event
I will do my best to accommodate changes to dates, numbers or the programme. Changes requested after booking may affect the price and are subject to supplier availability. Any additional costs will be agreed with you before they are confirmed.
5. Cancellations by you
Cancellations must be made in writing. The following charges apply to my fees: more than 60 days before the event, the deposit is retained; between 60 and 30 days, 50% of the total fee is payable; less than 30 days before the event, 100% of the fee is payable. Any third-party cancellation charges will also be passed on to you.
6. Cancellations by me
In the unlikely event that I need to cancel, I will give as much notice as possible and refund any fees paid to me for services not delivered, or help arrange a suitable replacement where possible.
7. Third-party suppliers
I work with carefully selected venues, hotels, transport providers, coaches and activity providers. These suppliers have their own terms and conditions, and I am not responsible for their acts, omissions or failures, although I will always work to resolve any issues on your behalf.
8. Your responsibilities
You are responsible for providing accurate information on time, including participant numbers, names, travel details and any medical or dietary requirements. You must ensure participants are fit to take part in the planned sports activities and hold valid passports, visas and travel insurance where needed.
9. Health, safety and participation
Sports activities carry an element of risk. Participants take part at their own risk and must follow the safety instructions of coaches, instructors and venue staff. I recommend that all participants hold suitable personal and travel insurance.
10. Liability
My total liability to you is limited to the fees paid to me for the event in question. I am not liable for indirect losses, or for loss, injury or damage caused by third-party suppliers or participants. Nothing in these terms limits liability for death or personal injury caused by negligence, or any other liability that cannot be excluded by law.
11. Events beyond my control
I am not responsible for any failure or delay caused by circumstances beyond my reasonable control, including extreme weather, travel disruption, strikes, illness, pandemics or government restrictions. In these cases, I will work with you to reschedule or find the best possible solution.
12. Photos and media
With your permission, I may use photos or videos from your event for my portfolio and social media. Please let me know if you would prefer your event not to be featured.
13. Governing law
These terms are governed by the laws of England and Wales, and any disputes will be subject to the jurisdiction of the courts of England and Wales.
14. Contact
If you have any questions about these terms, please contact me using the contact form on the home page.