These Booking Terms & Conditions set out what you can expect from Adventure Expeditions & Adventure Expertise (AE) and what your obligations are. By making a booking with us you are accepting these terms and conditions. If you are making a booking on behalf of someone else you will be deemed to be accepting these terms and conditions for them and should make them aware of the contents.
You will receive confirmation of your booking and payment following completion of our online booking process which includes the taking of payment for the programme you wish to join us for. If you are booking through a school or group then completion of paperwork and payment of monies as part of that account will be deemed as wishing to book a place on a particular programme.
You can view and review your booking at any time during the online booking and payment process and access all details regarding the booking at a later date by logging in to your account on our website.
If you are booking on behalf of a group, you will be invoiced for your programme places and full details be emailed or made available to you online upon receipt of payment.
We need a minimum of 6 participants to deliver expeditions and minimum numbers for other programmes vary by programme type. In the rare event that numbers drop below the minimum required, we will contact you to discuss options. They may include cancelling the programme and transferring your booking to a different location or date, or increasing the cost per person on a pro rata basis if you prefer. With DofE expeditions, we rarely run expeditions with 4 participants – the DofE require a minimum of 4 participants in an expedition team and if one person drops out we would have to cancel the entire expedition at that point and do not wish to take this chance with the monies that you have paid to attend as these would be non-refundable.
We endeavour to provide and exceed all of the services as described in our confirmation but if for any reason we cannot deliver your programme we will notify you promptly – in practice this means that you will be notified as soon as we become aware that things cannot go ahead. We do not want to mess you around in any way. We will refund any payments received in full but cannot accept responsibility for any consequential losses incurred.
In the interests of the safety and enjoyment of participants we may need to make changes to your programme – should these be necessary we will notify you promptly. These may include a change to the programme location, content, dates or start and finish times. We reserve the right to make these changes at any time and cannot be held liable for any costs incurred. In practice, we would generally only make changes to your booking on grounds of safety e.g. forecast or prevailing conditions.
If you would like to cancel all or part of your booking we require notification by email (in writing). As we may not be able to find another person to take your place on the programme and will have incurred costs with your booking, the following terms apply:
Notification received ≥ 90
days before programme start
Notification received 15 – 89
days before programme start
Notification received 0 – 14
days before programme start
We reserve the right to exclude any participant from a programme if in our opinion their inclusion would pose a safety risk to themselves or any other member of the group. Participants are expected to act on any requests that trainers and instructors consider necessary. In the event of exclusion we will not offer any refund. Reasons for exclusion may include but are not limited to:
We reserve the right to ask for payment in respect of any damage to, or loss of, equipment caused wilfully or by the negligent behaviour of participants.
We will ensure that each participant is given the best opportunity to complete the expedition section if they want to. Participants are required to demonstrate the expedition skills that they have learned before we can sign off their training and practice expeditions. Where skills have not been demonstrated to the appropriate standard, further training and practice will be necessary before we can allow
participants to take part in the qualifying expedition. We accept no responsibility for any additional costs incurred as a result of participants not successfully completing training, practice or qualifying expeditions.
AE is fully insured to carry out the activities described in our confirmation to an enhanced limit of £10 million. Further details of our insurance policy are available upon request. We strongly recommend that you take out personal insurance that will cover you in the event of cancellation or curtailment of your programme (or part of) due to illness or injury and that will cover your personal kit during your programme.
Transport is not provided either to/from or during your programme. In the event of an emergency, you may be transported in an AE vehicle or a staff member’s vehicle under their own business insurance. Any travel in an AE or AE staff member’s vehicle is nothing to do with AE programme structures and is conducted on a goodwill basis – no right to travel is intended or mplied. Any travel arrangements made are non-commercial arrangements and any payments made are solely on a cost-sharing basis. No liability is accepted by AE for any loss or damage experienced by a participant in such cases.
In order to attend a programme with AE, all participants are required to detail any medical conditions, illnesses and injuries (recent, historic, sporting or otherwise), allergies, medications taken or that may be needed while with us or any other details that may affect them during their programme. This information is collected either at the time of booking or on a separate information/consent form following booking.
If any medical information changes between completing a booking/ information/consent form and any of your programmes with AE commencing, it is your responsibility to inform us immediately – please email details over to [email protected] or call us on 01433 651449 to discuss.
Full medical information is required in advance so that we can make any preparations to support you throughout your programme – we are supportive and have experience of working with a wide range of medical conditions and differing needs but can only provide you with a safe, high quality experience if we have information in advance.
AE may take photographs and/or video footage of participants during programmes. We aim to make copies of photographs and videos taken available to participants as evidence of your participation (e.g. in DofE Keeping Track portfolios), for your own personal enjoyment and we may also discreetly use footage and images to promote our activities in printed and internet publications. By completing this Consent Form you agree to your image (or that of the participant you are completing this Consent Form for) being used for these purposes. If you wish to opt out then please email us stating this on: [email protected]
We fully respect your wishes.
AE handles all participant data in accordance with the General Data Protection Regulation 2018 and updated Data Protection Act 2018. AE only uses your data for the purposes of administrating and delivering training, expeditions and outdoor programmes. Therefore, your data is only used by those acting on behalf of AE and any other awarding body involved (e.g. The Duke of Edinburgh’s Award, Mountain Training, any school or business that you are joining us through). By signing an AE Consent Form you are confirming that you are happy for us to use your personal data in this way. Data will be kept in line with the Limitation Act 1980. Adventure Expeditions and Adventure Expertise are both registered with the Information Commissioner’s Office (ICO) and you can contact the ICO if you have any issues with the way AE handles your data. If you have any questions, please email or call: [email protected] or 01433 651449 and ask to speak to the Data Manager.
AE takes all reasonable steps to provide participants with a level of care and assurances of safety appropriate to the activity undertaken. However, there are certain risks which are integral to outdoor activities and which cannot be eliminated without destroying the unique character and benefits that such programmes bring.
Outdoor programmes, training, assessments and particularly, Duke of Edinburgh (DofE) expeditions, may be unaccompanied, self-reliant and need to be completely by participants own efforts with minimal external intervention. As such, participants will not be directly supervised 100% of the time – this is a requirement of DofE qualifying expeditions.
During AE programmes or expeditions, participants may encounter the following:
However, the benefits of encountering these and working your way through them as an individual or as a team are immense!
Prior consent is requested from participants or their parents/guardians that in the event of an accident or incident, authorisation is givenfor any emergency treatment as considered necessary by the medical authorities present. In such circumstances, authorisation would apply to AE and any of its staff or instructors to sign on behalf of the participant, any written form of consent required, provided that in the opinion of the doctor/surgeon any delay could endanger the health and safety of the participant.
If you do not give this consent or wish to vary, change or limit this medical statement in relation to yourself as participant or a young person as parent/guardian, please clearly outline your wishes in writing and email to [email protected] Please call us on 01433 651449 if you wish to discuss any aspect of the Medical Statement.
All participants are required to complete a Consent Form – this requires participants (and a parent/guardian if the participant is under 18) to read, understand and sign the Consent Form and important information statements with regard to:
AE will not allow anyone to participate in an AE programme without a completed, signed AE Consent Form that contains the above statements and related information. Upon completion of an online Booking Form, a Consent Form reminder will be sent to you – if you have not received this please contact AE on [email protected] so that one can be sent to you. Reminders to complete Consent Forms are sent by email to the email address used to complete your Booking Form. If booking through a school or group, a Consent Form will be sent to you for completion and return along with the rest of your programme information – please see the group leader/organiser for more details or call us directly if you have any questions.