Eventrac News

Terms and Conditions

12 Feb, 2024 12:50 By:

Terms and Conditions:
 

These Terms and Conditions cover all individual bookings made with Embrace Adventures CIC.  Direct corporate events, social prescribing events and other group bookings and courses are subject to the separately agreed terms.

I understand that by booking onto this Embrace Adventures CIC event, I agree to abide by the following terms and conditions:

1.  Refunds

Refunds are shown within this section and vary by event type.

I understand that the following refunds are available if I wish to cancel my place depending on the event type:

• Guided walks, runs, swims, swim/walk/explores: 

Days before Event	Refund
Less than 14 days	No refund
14 days or more	50% refund

• Introduction to Open or Cold Water Swimming: 

Days before Event	Refund
Less than 30 days	No refund
30 days or more	50% refund

• Navigation Workshops 

Days before Event	Refund
Less than 30 days	No refund
30 days or more	50% refund

• Swimruns

Days before Event	Refund
Less than 30 days	No refund
30 days or more	50% refund

• Multi day events

These are events which include provision of, or assistance with, overnight accommodation, described and marketed as ‘weekenders’, ‘escapes’, ‘retreats’, ‘camps’, ‘overnight camps’, ‘wild camps’ and similar such descriptions. 

Days before Event	Refund
Less than 2 months	No refund
2 - 4 months	25% refund
4- 6 months	50% refund
Over 6 months	Full refund minus £50

Where only a deposit has been paid at the time of booking, unless specified otherwise on the booking page, then the remaining balance payment for the weekend is due eight weeks before the event.

• Activity Coaching

This is private coaching and guiding not promoted as group or publicly available or bookable sessions.  These can be one to one sessions or one to many, as per any specific agreement. Once booked a time, date and location will be agreed for the activity based upon the session objectives.  

Days before Event	Refund
Less than 14 days	No refund
14 days or more	50% refund

1.2 Embrace Adventures CIC is a small business reliant on participant bookings and entries to make our events viable.  We understand changing personal circumstances can impact your event entry. Where possible, at the absolute discretion of the Embrace Adventures CIC team, we will try to offer alternatives options for you. Exceptions will be made in certain circumstances at the discretion of the Embrace Adventures CIC team.

1.3. Transfers -  At the discretion of Embrace Adventures CIC transfers are possible up to 7 days prior to the event.  With less than 7 days prior to the event no transfers are possible.

1.3.1   At the discretion of Embrace Adventures CIC, I can transfer my ticket to someone else who meets any prerequisite listed to participate in the event.

1.3.2   Replacement participants will need to complete any pre-event information, medical or similar questionnaires and confirm agreement to the terms and conditions.

1.3.3   This transfer has to be undertaken and any such questionnaires, booking forms or similar needs to be completed at least 7 days before the event.

1.4 Event postponement, event date, time and location modifications made by Embrace Adventures CIC will be undertaken as a last resort based upon safety and viability of each individual event.  If this occurs a new alternative time / date / location will be provided and all efforts made to ensure this is as convenient as possible.  In the unlikely event that the new time / date / location are not acceptable or possible for participants then a refund will be made minus the booking system transaction fees that applied to the booking.

1.5 Event cancellation. If Embrace Adventures CIC has to cancel an event, either due to the stated minimum participant numbers not being reached or event rescheduling isn’t possible as described in 1.4, a refund will be made minus the booking system transaction fees that applied to the booking.

2. Fees cover the cost of guiding, instruction, accommodation (where stated) and use of specialist equipment as described and listed in the event description.

3. Weather and conditions can require an adjustment to the event for safety considerations. Any adjustments will be communicated with you via email or WhatsApp and via the Embrace Adventures CIC Facebook page. An alternative is usually available.

4. As part of our online booking form you are required to agree with our participation statement, this highlights the fact that the environment we are operating in is dynamic and has the potential to change in terms of risk and that you are physically and mentally appropriately fit to take part and have the appropriate skills and experience as stated for the event.

5. Embrace Adventures CIC instructors are all fully qualified and experienced to work in this environment with you and reserve the right to adjust, relocate or even cancel the day's activities if they feel safety is going to be compromised.

6. A situation might require rapid action on the part of the instructor to ensure safety. Where possible the reasons for any such decision/action will be discussed with you before, if this is not possible due to the dynamic nature of the situation the instructor will discuss and explain after. For the safety of you, your instructor and possibly people around you must follow all instructions given. If you are at all concerned or unhappy about any decisions made you must raise this with your instructor at the time and contact Embrace Adventures CIC directors, Jude Palmer or Paul Mackenzie.

7. Embrace Adventures CIC can and does work with participants under 18 years of age.  For this to take place the parent or guardian must accompany the minor on all activities and sign booking details on behalf of the participant.

8. Embrace Adventures CIC works on 'challenge by choice'. If at any time you are uncomfortable or wish to stop please inform your guide / coach immediately. They will then discuss with you the options should you wish to cease partaking in the activity. On bespoke courses an alternative will be offered where location and time allow.

9. Should you wish to withdraw while out on a group activity this may require all clients to return to a safe road side location if the coach/guide deems it appropriate. No refund will be given in this instance and the cost of transport back to the start will need to be covered by the participant. No one will be left without an appropriate plan of action.

10. If you insist on removing yourself from the group against the coach / guide’s advice then Embrace Adventures CIC and the coach/guide will no longer hold a professional duty of care or be held accountable for your actions and any outcome resulting from them.

11. Embrace Outdoors CIC accepts no liability for any damage, injury or loss suffered by or to participants, or to any other persons, or to any personal property in connection with the event or otherwise.

12. While Embrace Adventures CIC will take every care with the staging of any event, assessing risks and requiring Coaches/Guides/Leaders to hold the appropriate qualifications, DBS checks and insurance. This insurance is not a personal accident policy. Participants acknowledge that personal accident and personal insurance is his or her sole responsibility to take out at the time of booking. ​

13. Embrace Adventures CIC reserves the right at any time to remove participants from an event or prevent participants from participating in an event if, at our sole discretion, they consider such action necessary for safety reasons or the proper enjoyment of the event by other participants or for any other reasonable reason. No refund shall be made if the participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention for the event or other participants so as to cause his/her removal.

14. The participant consents to being photographed and filmed throughout the event and that these films and photographs may be used in any media for the purpose of advertising, publicity and otherwise in relation to the exploitation of the event (and future events) and/or the promotion of Embrace Adventures CIC

15. By agreeing to these terms, you are also agreeing to the terms of our Privacy Policy. This includes passing your name and contact details on to any venue used if requested for health and safety reasons only​

16. All adventures follow our health and safety guidelines and are risk assessed. You can find more details in our Health and Safety Policy​