Terms & Conditions – Astronomy Tours & Astronomy Shop

Operated by Astronomy Tours S.COOP

1. Scope of Application

These Terms & Conditions apply to all bookings for events organized by Astronomy Tours S.COOP at any location (including but not limited to Spain and other countries where the Cooperative operates), as well as to purchases made through the Astronomy Tours Shop. By making a booking or purchase, the client accepts these Terms.

2. Types of Events

Regular Events

Family Astronomy Night

Includes guided astronomical observations, use of telescopes, bonfire, dinner, and drinks.
Special dietary needs can be accommodated with prior notice.
Optional overnight stay in a glamping pod or yurt with breakfast.
Check-in for overnight guests: only at the start of the event.
Check-out for overnight guests: between 10:00–11:00 the following day.
Capacity: up to 70 participants.
Languages: English, Spanish, Polish.
Start and end times are indicated in the event description.
Late arrivals may result in refusal of entry without refund.

Adults-Only Astronomy Night

Same services as Family Night, restricted to adults.
Same overnight conditions as above.
Capacity: up to 70 participants.
Languages: English, Spanish, Polish.
Start and end times are indicated in the event description.
Late arrivals may be denied entry.

Special Events

Holiday-Themed Nights (e.g., Easter, Christmas)

Reduced astronomy focus, with themed activities.
Capacity varies by event.
Same overnight rules as above.
Start and end times are indicated in the event description.
Late arrivals may be denied entry.

Promotional Events (e.g., Full Moon Party, Children’s Day)

Higher capacity (up to 100 participants).
Limited astronomy program (1–2 objects).
Food and drinks available separately, not included in entry price.
Same overnight rules as above.
Start and end times are indicated in the event description.
Late arrivals may be denied entry.

Special Astronomical Occasions (e.g., Meteor Shower)

Full astronomy program.
Same overnight rules as above.
Capacity: up to 70 participants.
Start and end times are indicated in the event description.
Late arrivals may be denied entry.

Workshops

One-day or multi-day programs on astronomy topics.
If meals are included, dietary needs can be accommodated with prior notice.
Same overnight rules as above.
Capacity depends on the workshop.
Start and end times are indicated in the event description.
Late arrivals may be denied entry.

Private Events

Fully customized astronomy-related programs.
Same overnight rules as above.
Start and end times are indicated in the event description.
Late arrivals may be denied entry.
Additional conditions for private bookings are set out in Section 5.

3. Booking Process

Bookings are primarily made via www.astronomy.tours.
Alternatives include email, Messenger, or partner platforms (Viator, GetYourGuide).
A booking is confirmed only after payment has been received.

Voucher Use

Open-date vouchers issued by Astronomy Tours S.COOP are valid for 6 months and can be used to book any eligible event within that period.

4. Payments & Cancellations

Payments

All payments are processed securely via Stripe (credit/debit card).

Cancellations by Client

Regular Events (Astronomy Experience)
- Full refund (minus operational fee) if cancelled at least 7 days in advance.
- 50% refund (minus operational fee) if cancelled between 48 hours and 7 days in advance.
- No refund if cancelled less than 48 hours in advance.
Overnight Stays
- Full refund (minus operational fee) if cancelled at least 7 days in advance.
- No refund if cancelled less than 7 days in advance.
Special Events (e. g. Meteor Shower, Solar Eclipse)
- Non-refundable under any circumstances.
Events Financed by Third Parties
- Non-refundable under any circumstances.

Notes

All cancellations must be submitted in writing (email or Messenger).
Operational fees are non-refundable.
Refunds are issued only to the original payment method.
Prices include VAT where applicable.
Refunds issued via original payment method only.
For large-scale/external events (e.g. eclipse cruises), retained operational cost applies (already included).

Voucher Validity

If a booking is converted into a voucher (for example due to rescheduling, weather-related cancellation, or by client request), the issued voucher is valid for 6 months from the original event date unless stated otherwise.

Vouchers are non-refundable and must be used within the validity period. Expired vouchers cannot be reactivated or exchanged.

Cancellations by Organizer

If an event is cancelled by Astronomy Tours S.COOP (for example due to insufficient participants, safety reasons, or force majeure such as severe weather or technical issues), clients will be offered the choice between rescheduling or a refund.
In such cases, a non-refundable administrative and operational fee of up to 40% of the total booking price may be retained to cover transaction, organization, and advertising costs already incurred.
This applies in particular to large-scale or external-venue events such as eclipse cruises, where third-party commitments and permits generate irreversible expenses.
The retained amount will always be specified in the event description or booking confirmation.

5. Private Event Booking Terms

The following additional terms apply to all private group bookings:

Booking & Deposit
- A private booking is confirmed only upon receipt of a non-refundable deposit (amount specified in the invoice).
- Until the deposit is received, dates remain available for other groups.
Final Payment
- The remaining balance must be paid in full by the deadline stated in the invoice.
- If payment is not received on time, the booking may be cancelled without refund of the deposit.
Minimum Group Charge
- Private events are reserved exclusively for the booking group.
- A minimum group charge applies regardless of the actual number of participants attending:
  - Small groups (up to 25 people): charged individually at the standard rate.
  - Medium and large groups (26+): a minimum of 30 paying participants will be charged, even if fewer guests attend.
- Organizers may be exempt from payment if agreed in writing at the time of booking.
Changes to Numbers
- Minor changes of up to ±10% can be accepted up to 48 hours before the event, provided they do not fall below the agreed minimum charge.
- Reductions greater than 10% after booking confirmation will not reduce the total invoice amount.
- Increases in numbers will be accommodated when possible and invoiced at the agreed per-person rate.
Cancellations
- Deposits are non-refundable.
- Cancellations less than 30 days before the event will be charged 100% of the agreed minimum.
Rescheduling
- Rescheduling is possible only at the discretion of the Cooperative and subject to availability.
- Additional costs may apply.
Force Majeure
- In the event of circumstances beyond the Cooperative’s control (e.g., extreme weather, technical failure), efforts will be made to reschedule or provide an alternative program.

6. Participation and Safety

The minimum number of participants depends on the type of event.
The maximum number of participants is stated in the event description.
Fridays are reserved for Adults Only (18+). Saturdays are Family Nights. From Sunday to Thursday, private bookings are available.
Children must remain under the constant supervision of adults. We do not provide childcare or animation. Disruptive behaviour (by children or adults) may result in removal without refund.
Special menus are available at no extra cost — but only if requested in advance.
The venue does not have a wheelchair-accessible toilet.
Guests must always follow staff instructions.
Telescopes and equipment may only be used under staff supervision.
White lights and flash photography are prohibited during observations.
Movement takes place in low light; red flashlights are recommended.
Staff are astronomers/educators, not entertainers or babysitters (mirrors your child policy but applies also to adults).
The finca participates in European youth training programs – supervised under-age or trainee assistants may be present.
Our team does not engage in political or ideological discussions.
Respect the space — Finca Astronómica is a protected natural environment.
Guests who are clearly intoxicated may be asked to leave without refund.
The possession or use of drugs and weapons is strictly prohibited.
Late arrival may result in refusal of entry without refund.
Separate tours may take place simultaneously; each group follows its assigned guide.
Guests who damage property/equipment may be charged immediately (card or cash) on-site.

7. Food, Drinks and Parties

Bringing outside food or drinks is not permitted. Meals and drinks are provided on-site, and a bar is available.
Open events (regular, Friday Adults Only, Saturday Family Nights, special events) are not intended for private celebrations. Birthdays, bachelor/hen parties, or other group celebrations are not allowed during open events.
In particular, it is strictly forbidden to bring cakes, presents, balloons, confetti, decorations, or to engage in loud or disruptive group activities.
Groups wishing to celebrate (birthdays, anniversaries, company gatherings) are required to book a private event. This ensures the comfort of all participants and allows the program to run smoothly.
This rule applies to all events, including private bookings: even in exclusive reservations, no party-style setups (balloons, confetti, decorative props, disco lights, etc.) are permitted, as they conflict with the nature of the venue and the atmosphere of stargazing.

8. Timing Policy

Guests must not arrive early — Finca Astronómica remains closed until the official start of the event.
The start time of each event is indicated in its description (times vary throughout the year).
Guests must not arrive late. In case of delay, a message must be sent; entry may not be possible.
Guests must wait at the gate if arriving late and send a written message with ETA.
Guests may not enter the property on their own.

9. Telescope Use Policy

All telescopes are operated by staff only.
Guests may not touch, move, or adjust telescopes or mounts.
Rule: “Observe with your eyes, not with your hands.”
No white lights, screens, or photography in telescope areas.
No food, drinks, running, or pets near telescopes.
Children allowed only under strict adult supervision.
Guests must respect all scientific instruments.

10. Animals on Site

Finca Astronómica is a working rural property with farm animals kept in enclosures and some free-roaming animals, including poultry and cats.
Guests must not feed, chase, or touch any animals unless instructed by staff.
Parents are responsible for ensuring that children respect the animals and fences.
All animals are part of the finca’s natural ecosystem and are under the supervision of the Cooperative.
The Cooperative cannot be held responsible for incidents resulting from guests ignoring posted signs or staff instructions.
Any harm, distress, or injury caused intentionally to an animal by a guest may result in removal from the premises and liability for damages.

11. Resident Dogs

The finca is home to trained German Shepherd dogs that live and move freely on the property.
These dogs are part of the working team and assist during astronomical activities, including guest guidance and perimeter safety at night.
Guests are expected to behave calmly and confidently around the dogs. Do not attempt to call, feed, command, or interfere with them.
The dogs are familiar with guests but remain protective of the finca, the animals, and staff.
The Cooperative maintains full responsibility for its animals.
By entering the property, guests acknowledge and accept the presence of working dogs as part of the environment.
The Cooperative is not liable for incidents resulting from guest misconduct or disregard of these instructions.

12. Weather Policy

Events take place regardless of cloud cover.
Severe weather may result in cancellation, reschedule, or refund.
Alternative indoor or astrophotography programs may be offered if observation is not possible.
Alternative astronomy/astrophotography program will be offered if telescope observation is not possible due to clouds.

13. Refunds & Complaints

Refunds are governed by Sections 4 and 5.
Complaints and feedback are handled promptly.

14. Additional Services

On-site bar with additional food and drinks.
Meals may be purchased separately if not included in the event.
Overnight stays must be booked in advance.
Check-in for overnight guests is only at the event start; check-out is between 10:00–11:00.
The Astronomy Tours Shop is available both online and on-site.
No showers in glamping units; indoor/outdoor basins available.
No towels, toiletries, accessories provided.
No external electric appliances allowed (other than phone charging).
Night silence required after the astronomy program.
Units must not house the finca’s cats/dogs.

15. Visiting Dogs (Pet Policy)

Dogs are welcome under these conditions:
Only dogs are permitted, and their presence must be indicated in the booking notes.
Dogs must be on a leash at all times.
Upon arrival, owners must wait outside the main gate so staff can introduce resident dogs first.
The finca hosts free-roaming animals (cats, poultry) and two resident German Shepherds (one adult working, one puppy in training).
No aggressive behaviour or disturbance to other guests or animals; otherwise, the visit may be terminated without refund.
Dogs in heat are not permitted.
Dogs must relieve themselves outside the main fenced area; owners must collect waste.
For hygiene and safety, dogs must stay away from the food tables and buffet area.
Dogs are not allowed in the telescopes area.
Dogs are not allowed on sofas, beds, or furniture.
For overnight stays, bring a personal dog blanket.
Dogs may stay inside accommodation only while owners are present; leaving them alone is prohibited.

16. Communication and Special Requirements

During booking, there is a “Notes” field where guests can indicate any special needs (e.g. dietary restrictions, mobility limitations, sensory sensitivity, autistic participants, etc.).
Please note that these comments are not visible in real time at the moment of booking. The information becomes available to our staff only when participant lists are generated approximately 24 hours before the event, once bookings are officially closed.
Therefore, if a participant has requirements that need earlier confirmation or preparation (e.g. severe allergies, specific diet, accessibility assistance, or additional support for neurodiverse guests, special occasion), it is the guest’s responsibility to contact Astronomy Tours S.COOP directly — by email, or message — before or immediately after booking.
Failure to communicate such needs in advance may prevent us from accommodating them and does not constitute grounds for refund or complaint.
Special requests (surprises, bringing personal telescopes, custom setups) must be approved in advance in writing.
Written communication only — no voice messages are accepted.

17. Astronomy Tours Shop

Products

Telescopes, binoculars, microscopes, books, gadgets, jewellery, clothing.

Orders & Delivery

Orders via the website.
In-stock items shipped promptly after payment.
Some products (especially optics) may take 2–3 weeks (direct import).

Payments & Refunds

Payments via Stripe.
Refunds only for items damaged in transit (must remain unopened and unused).
Returns are at the client’s expense.
No refunds for change of mind due to import costs.

Customer Benefits

Free telescope training session at Finca Astronómica with each telescope purchase.
Online assistance available.

Security

Secure HTTPS website and payment system.
Personal data is never shared with third parties.

Other Provisions

Online shop only; no fixed hours.
Prices and availability subject to change.

18. Legal Framework

All services and sales are operated by:
Astronomy Tours S.COOP
CIF: F22605646
Address: Casas del Puente 3, 30397 Cartagena, Spain
Email: contact@astronomy.tours
The Cooperative is registered in Spain and acts internationally.
Governing law: Spanish law and applicable European Union regulations.
Jurisdiction: Spanish courts.

Rules and Regulations for Bookings and Astronomy Tours Shop