Terms & Conditions

Revised deposit schedule & cancellation terms, specific to COVID-19, for new bookings from 1st November 2020

(a) The costs and charges outlined in our proposal remain valid for a maximum period of 14 days. Should your programme remain unfinalized within that period, the costs and charges may vary. The price is as specified in the current proposal.

(b) Deposit schedule is as follows:
Deposit 1 – 40% of total programme costs due upon confirmation in order to guarantee itinerary components. This deposit will be held in a seperate trust account and remain fully refundable up to 30 days prior to the tour start date.
Deposit 2 – Final balance is due 1 calendar month prior to the itinerary start date.

(c) In the event that the programme is confirmed less than 30 days prior to taking place then 100% pre-payment is due

(d) In the event that there is a golf component additional deposits may be required in order to secure tee-times

(e) Payment is acceptable by Credit Card or by International Wire Transfer to By Appointment DMC. All payments must be made in the agreed currency at time of booking confirmation. All bank charges relating to our receiving the payment must be pre-paid by the Client.

(f) Once a programme is finalised and an advance payment has been received, it may not be possible to make any changes to the programme. Any significant or material changes may result in additional costs, charges and fees. Any such additional amounts will be notified to you by By Appointment DMC.


We may need to cancel some or all of the services to be supplied to you:

In the event of force majeure as described below; and/or

If you do not pay us the price in accordance with the terms set out above; and/or if you otherwise do not comply with these terms and conditions in any material way.

If you want to cancel your Programme due to COVID-19 restrictions:

If you wish, following the issue by us to you of the confirmatory invoice, to cancel your Programme, or part of the Programme that relates to any person in the Party, you must notify us in writing stating the reason for cancellation. Cancellation will only be effective upon our receipt of your written notification of cancellation. An administration fee of 5% or €500 will be applied to any cancellation, whichever sum is the lesser.

If you cancel some or all portions of your booking the cancellation terms set out below will apply during the COVID-19 pandemic.

  1. 30 days or more prior to departure, 40% deposit is fully refundable
  2. 8-29 days prior to departure, we will hold 50% deposit amount as a credit & refund the remaining 50% paid;
  3. 7 days or fewer prior to departure, we will hold 100% deposit as a credit

All travel credit does not have an expiration date and can be used on any future dates for travel to Ireland, England, Scotland (except where otherwise stated at time of booking confirmation).

In the event that we will have incurred costs in arranging your Programme and cancelling all or part of it at your request and, therefore, if you cancel all or part of the Programme the appropriate charges will be payable by you to reimburse us for all or part of the costs that we have incurred:

By Appointment DMC reserves the right to change the rates and any programme content due to circumstances beyond our control, whilst also reserving the right to substitute a facility of an equivalent, or higher, category, where necessary.

Except where otherwise expressly stated in these Terms, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under the Contract is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of “force majeure”. In these Terms, “force majeure” means any event or circumstances which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, epidemics, pandemics, quarantines, fire, dangers incident to transportation, or failures in public or private telecommunications networks and other situations which are outside our control.

The following Terms and Conditions of Vehicle Hire apply. Credit Card Fees will be applied in line with supplier rates. Company is not liable in the event of mechanical breakdown while on hire and will only be responsible for making up lost time at a mutually agreed date. The client assumes full financial liability for any damage to the vehicle caused during the duration of the rental by them or any members of their party. A fee of €200.00 or the equivalent in local currencies for each carpet or seat burn. Sanitation fee is €250.00 or the equivalent in local currencies. Drug use is prohibited by law. All fines in respect of customer actions/inactions will be paid for by the customer.

The driver has the right to terminate service without refund (if there is blatant indiscretion/misbehaviour on the part of the client(s). Clients must wear seatbelts. Smoking is not permitted by law in workplaces (vehicles are considered workplaces). Overtime pay will apply after the first 30 minutes of prearranged time described on the run sheet unless otherwise agreed. We are not responsible for delays or the termination in winter caused by unsafe road conditions (i.e. not salted, accidents, etc.).

We are not responsible for articles left in the vehicle or items damaged due to not being securely stored. Balances must be paid to the driver on the service date before the beginning of the service unless otherwise agreed. Vehicles cannot be loaded beyond seating capacity. Drivers must by law avail of a minimum 11 hours rest per night and must avail of Rest Periods as per Tachograph Regulations. This is for your safety and the Health of your Driver.

Please ensure that all travellers are in possession of valid travel insurance.  Passengers must bear all such losses or expenses for weather, acts of God, strikes, government actions, war, terrorism or other circumstances beyond our control. To guard against unforeseen circumstances, we recommend you purchase travel insurance.

In response to the impact of Covid-19, By Appointment DMC are accepting requests for postponed trips, with a commitment to travel before the end of 2021. We will offer a credit in the full amount of your deposit toward use on a future trip, this credit is valid for a trip taking place up to the end of 2022.

As a complimentary service, By Appointment DMC will design and confirm your updated itinerary for the future travel dates. As these are extenuating circumstances and/or due to future availability, some of the components may change from the original itinerary; however, the standard and quality of the trip will remain the same and the full value of the deposit will remain intact. Deposits will be applicable to the revised date subject to availability and subject to approval of all relevant suppliers. Any limited-edition or date-specific components that are not transferable will be omitted from the updated itinerary and, where applicable, an equivalent standard alternative will be substituted.

The essence and value of the revised itinerary will remain equal to the original. We will do our utmost to achieve the best value for clients however, price differences for hotel accommodation or specialist services due to seasonal variances will be borne by the client. Should any seasonal cost increase be rejected by the client, an alternative equal to the original value will be recommended.

Should the new travel date be subsequently cancelled, existing cancellation terms apply. Our terms and conditions have been updated to allow for more flexibility during current extenuating circumstances. This amendment is subject to change and removal of this revision will apply once government restrictions are lifted, the threat is minimised, and/or travel has returned to normal.

As a consumer, you have legal rights in relation to services not carried out with reasonable care and skill. Nothing in these terms and conditions will affect these legal rights.

In the unlikely event that there is any problem with our services: please contact us and tell us as soon as reasonably possible; and please give us a reasonable opportunity to fix any problem.

If we fail to comply with these terms and conditions, we are responsible for loss or damage you suffer that is a foreseeable result of our breach of these terms and conditions or our negligence, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if they were an obvious consequence of our breach or if they were contemplated by you and us at the time we concluded these terms and conditions.

We only supply the services to you for your personal and private use. We have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.

We will use the personal information you provide to us to: provide the services; process your payment for such services; and inform you about similar products or services that we provide, but you may stop receiving these at any time by contacting us.

We will not give your personal data to any other third party.


All prices are based on a maximum 3 hour cover period. In the event of the service extending beyond the standard 3 hours an additional supplement will be charged at €30 or the equivalent in local currencies per hour or part thereof which will be collected after the service.

Cancellations within 48 hours of your scheduled flight arrival or departure time will be charged at 100% charges. Cancellations outside of 48 hours will incur an administration charge of €20 per booking or the equivalent in local currencies.

Late bookings made within 48 hours of your scheduled flight arrival or departure time will be subject to a €50 supplement or the equivalent in local currencies.

Services booked for National Holidays in the country of travel will be subject to a €50 supplement or the equivalent in local currencies.

All prices quoted are exclusive of VAT where applicable.

Prices may be subject to change and we will update you on any price increases.

Airside access and fastrack operating hours are subject to each airports operational restrictions.

It is sometimes necessary for an airport to amend the arrival gate of an aircraft at short notice. If this is the case we will endeavor to react to any such changes, however in the event of your flight arriving and you cannot locate your Concierge Greeter please telephone the number detailed on your email confirmation.

It is the passenger(s) (or person booking the service) responsibility to ensure that the information supplied at the time of booking is correct. We will not be responsible for incorrect information supplied at the time of booking in relation to dates, flight numbers, airlines or arrival /departure times.

It is the passenger(s) (or person booking the service) responsibility to ensure that a valid contact number is supplied. We will not be responsible should an incorrect number be given.

If after booking your service with us any of the details change, it is the responsibility of the passenger(s) and/or person who booked the service to notify us of any such changes by emailing reservations@byappointmentdmc.com In the event of changes being notified within 48 hours of the flight time an administration charge of €40 or the equivalent in local currencies will apply.

We are not responsible for passenger(s) arriving late to the airport which results in denied check in or boarding the aircraft.

Delays – (Departures) In the event of your departure being delayed on the day and it takes the service beyond 3 hours then we will give you the option at the time for us to provide additional coverage charged at €30 or the equivalent in local currencies per hour. (Arrivals) In the event your flight being delayed more than three (3) hours then it is the responsibility of the passenger(s) and or booking agent to contact us on the number noted on the confirmation supplied at the time of booking to confirm if coverage is required (charged at €30 or the equivalent in local currencies per hour or part thereof from the arrival time of the flight – If no contact is made then we will not provide a greeter for the new arrival time

Our total liability shall not exceed the total sum paid that we have charged for the booking.

We shall not be held responsible for delays or denied access to and from the country of entry resulting from insufficient / out of date paperwork or visas. It is the travelers’ responsibility to ensure they have a valid passport and the necessary travel documentation.

Our Concierge greeters are not insured to carry passenger baggage (cabin baggage included). A porter at some airports may be available to pre-book and you will be advised at the time of booking if this service is provided from your chosen airport at an extra cost.

Car rental companies reserve the right to substitute cars for other models in similar category.

(1)  Car rental insurance typically includes unlimited mileage, local taxes and third party insurance, which includes passenger indemnity in respect to injuries resulting from an accident involving the rental car. The driver is not covered by this insurance but can purchase Driver & Baggage Protection (DBP/PAI) and or Optional Theft Protection (TP).  This can be purchased at time of rental.

(2)  The hirer must leave an imprint of a major credit card with the car rental company at the start of the rental to cover any damage which may occur.

(3)  The policy typically includes Collision Damage Waiver (CDW) subject to an excess. To insure against CDW deductible amounts, the hirer may purchase a Super CDW at start of hire.

A location service charge may apply. This charge is payable locally.

Drivers must produce a current driving license issued in their state or country of residence without any endorsements and have a minimum driving experience of one year.

The supplementary charge to cover an additional driver is payable at start of hire.

You should inform By Appointment DMC Ltd immediately of any problems and prior to the end of any trip.

Other Terms

General Terms of Air Charter – Please refer to specific Terms & Conditions for Air Charter listed in Services, Private Jet and Helicopter Charter Section

We reserve the right to substitute hotels for accommodations in similar categories.

We reserve the right to substitute visits, entertainment and other features when establishments are closed or cannot be visited for reasons beyond our control.

By Appointment DMC cannot make refunds or exchanges for unused accommodations, services or features of any tour or itinerary unless agreed upon prior to departure.

Any devaluation or revaluation of currencies may affect quoted prices.  Trips may be subject to currency surcharges, as imposed by our suppliers.