Confirmation We will email you confirmation of your booking after we have received your form and deposit. This will detail the event you have booked, including dates and prices. If any details are not correct please tell us immediately so that we can make the appropriate changes. Minimum numbers We need a minimum of 8 participants for events. In the event of the numbers of participants dropping below eight we will contact you to discuss the options. These may include cancelling the event and giving you a full refund, transferring your booking to a different event, or increasing the cost per person on a pro rata basis if all of the participants agree. (Illustration: one person in six cancels; price rises by 20% because 5 people share the extra person’s costs. If another person books later on and you’re back to six, you are refunded this amount). For groups, we need you to have 8 people to make a booking on your selected date. Whether 8 people arrive or not, this is the minimum to be paid for. Money The deposit for all events is 50% of the cost. This is not refundable under any circumstances; you should take out appropriate insurance to cover for eventualities such as illness. This deposit may not be transferred to any other person. You may change event dates and have your deposit transferred on one occasion only should this become necessary, with a minimum one month notice before your original booked event. After this there can be no further changes, transfers or refunds. The balance should be paid in full one month prior to your event. Where the balance is not paid, your place will be forfeit and any monies paid will not be refundable. If you have paid your balance and require a change as mentioned above, this shall be at the discretion of TrekCo. Parental Consent For those applying whilst under 18, Parental Consent will be needed. This consent assumes full knowledge of the nature of the Event by the Parent/Guardian/Carer of the Participant as well as of the Terms and Conditions. If you are not their legal parent/guardian/carer then we will need written permission from them. If the date of signature on the Application Form is before the Participant’s 18th birthday, Parental Consent is needed. Fitness and consent Whilst most activities are aimed at complete beginners, you should take into account the nature of this type of activity and prepare appropriately. If our instructors determine at any stage that you are insufficiently fit to participate, they may ask you to sit out an activity without notice or warning and without any refund of any monies paid. You understand that you may need to take into account your lifestyle and fitness prior to the Event and prepare appropriately. You will be asked to complete a medical form; you must complete this fully and make us aware of any and all conditions you have, no matter how relevant you believe them to be. These conditions may become relevant in an emergency in the event that you are given medication or treatment, or if we are not able to communicate with your next of kin, or your parent/guardian/carer if under 18. The form will also contain a section asking you to sign an ‘Assumption of Risk’. This states that these activities can be dangerous and that you understand what you’re doing and what is involved, and that you think you’ll be able to do it. It doesn’t sign away any legal rights you have. Personal You undertake to participate in a manner appropriate to a public environment. Whilst under the instruction of TrekCo (for the whole period of the event, including any rest periods or ‘days off’ if applicable), you will act in a manner befitting a public setting. This includes but is not limited to: not smoking without the permission of others, no alcohol before or during any outdoor activities, no bad language, no instances of sexist, bullying, intimidatory, disruptive or racist behaviour, no illegal substances. Appropriate behaviour shall be determined solely by TrekCo staff; you agree to abide by their decisions and you understand that if asked to leave the event that this will be wholly at your own expense and no refunds will be entertained. We do not provide supervision or transport for any participants who are no longer able to participate in an event. Whilst using any TrekCo equipment you undertake to take the best possible care of this equipment; notwithstanding normal wear and tear (which shall be determined by TrekCo) you agree to refund TrekCo the price of any damaged or unusable equipment howsoever caused. Insurance TrekCo hold £10m Public Liability Insurance, Please note that this is not ‘Travel’ type insurance and does not cover loss or damage to personal property, illness, injury, cancellation, etc. Cancellation TrekCo cannot be responsible for circumstances beyond our control, and therefore any cancellation by the Participant will not result in a refund of any part of the monies paid. Participants should ensure that they have sufficient travel insurance to cover themselves for this visit. Cancellation by TrekCo – TrekCo reserves the right to cancel an Event should insufficient participants book (see above). In this event we will offer either a) a full refund; or b) a transfer of all monies to another event; c) gain agreement to charge all participants pro rata. We will give as much notice as possible of any cancellations. Unfortunately we can’t be responsible for any expenses you incur as a result of changed plans. TrekCo also reserves the right to cancel in the event of the weather precluding either access to the site or the operation of one or more of the activities. TrekCo shall not be liable for any expenses incurred by Participants directly or indirectly as a result of cancellation for any reason. We shall communicate this cancellation to you by email as soon as we become aware of any circumstances requiring cancellation to take place, so please check your email regularly (see below). Communication We will normally communicate with you by email – please provide an email address that you use and check regularly. We cannot be responsible for any emails unread by yourself nor the consequences of you missing these. Please check your Junk/Spam folder in case messages are there; please mark TrekCo as a trusted sender.
