1. Definitions

“WLR” means Woodland Rebels. “The client” means the person or persons named on the booking form. “The event” means one of Woodland Rebel’s instructional experiences. “Booking form” means one of Woodland Rebels booking forms.

 

2. Agreement

Arises upon the fulfilment of the following:

a) Receipt by WLR of a completed booking notification accompanied by a payment of full fees or a deposit

b) Clearance of the payment or deposit into WLR’s bank account.

c) Acceptance by WLR via an online booking confirmation or via an email confirmation.

d) WLR reserves the right, in its absolute discretion and without the need to give reasons, to refuse to accept a booking. In such circumstances, no agreement arises and WLR will return any payment accompanying the booking.

e) The agreement is between WLR and the client and is the sole agreement between those parties. No variation of these terms and conditions shall be applicable unless agreed in writing by WLR before the event.

f) The person completing the booking shall be deemed to be agreeing to these terms for themself and as agent for all other persons listed on the booking and warrants that they are appointed agent for that purpose.

g) The agreement is governed by English law.

 

3. Payment

If a deposit is paid, the balance of the fees must be paid in full no later than 4 weeks before the start of the event, unless special conditions require the balance to be paid earlier. If the balance is not paid in time WLR reserves the right to treat the agreement as cancelled by the client pursuant to clause 5, below. Bookings made within 4 weeks of the event start date must be accompanied by payment in full.

 

4. Prices

Whilst every effort is made to limit prices to those given in the booking form, WLR reserves the right to alter prices should its costs in hosting an event increase for reasons beyond its reasonable control (including, without limitation, the cost of labour, transport and materials).

 

a) In the event that a price is altered the client will be notified as soon as reasonably possible and the balance of the altered price will be payable on the same terms as the original price.

b) In the event of the price being increased by 15% or more the client may opt to cancel the booking and will be then entitled to a refund of all monies then paid.

 

5. Cancellation by client

If the booking is cancelled by the client (for any reason) the following cancellation charge will arise:

a) For cancellation more than 4 weeks before the event starts, the deposit is forfeited.

b) For cancellation less than 4 weeks before the event, 100% of the fee is payable.

 

The client acknowledges that it is reasonable for such penalties to arise given the need for WLR to make preparations for an event substantially in advance of the date of the event.

 

6. Cancellation/alteration of an event by WLR

An event is at the mercy of natural variables, including the weather. Whilst every reasonable effort is made to deal with such contingencies there may be occasions when WLR, through no fault of its own, is forced to cancel an event at short notice before it starts. In these circumstances the client will be offered the option of the return of monies paid, or the opportunity to participate in a comparable event on another date. Similarly there may be occasions when, for no fault of its own, WLR is forced to bring an event to an early close. In these circumstances the client will be offered the opportunity to participate in an event of comparable duration to the time lost, at no extra cost.

 

An event is in part a social event and benefits from the presence of a critical number of persons. If WLR, in its absolute discretion and without need to give reasons, determines that a critical number will not be present it reserves the right to cancel an event at short notice. In these circumstances, the client will be offered the option of the return of monies paid or the opportunity to participate in a comparable event on another date.

 

All WLR events are hosted by experienced and capable leaders, some of whom are known to the wider public. If an event is advertised as hosted by a recognised personality, WLR accepts that the client has the right to expect to meet that person. If they become unavailable, the client will be offered the option of the return of monies paid or the opportunity to participate in a comparable event on another date. The client acknowledges that all the circumstances in which WLR may be forced to alter or cancel an event resulted from factors beyond WLR’s control. In return for WLR undertaking to give the maximum amount of notice that circumstances allow, the client accepts that WLR is not liable for any losses arising as a result of cancellation or alteration.

 

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7. Transfers

Transfers may be permissible from one event to another with more than 4 weeks’ notice from the event start date. This is offered on a discretionary basis by WLR and is subject to a £25 transfer fee per booking.

 

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8. The conduct of an Event

The client acknowledges that, during an event, they are required to submit to the reasonable instructions and leadership of WLR, save that parents, teachers and those in comparable roles in respect of children attending an event must maintain control of those children, to the satisfaction of WLR. The client acknowledges that persons attending an event are entitled to expect a high standard of conduct and regard for personal well being on the part of all clients.

 

For this reason, the client accepts that WLR may, in its absolute discretion and without the need to give reasons, arrange for them to be removed from an event, if necessary against their will. Circumstances in which this might occur include (without limitation) disorderly or abusive conduct; intoxication; failure of control over children; inadequacy of clothing or equipment; incapacity or inability to meet the rigours of an event. In such circumstances the client will not be entitled to a refund of monies and WLR will not be liable for any losses so resulting. The client will, on demand, reimburse WLR its reasonable costs of effecting their removal.

 

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9. Photography

Photographs are occasionally taken during our events for marketing and publicity purposes. These may include some photographs of participants. We assume participants (or their parents/guardians where appropriate) give permission for this unless notified to us in writing beforehand.

 

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10. Liability

Events take place in the open countryside and are by their very nature not absolutely free from hazard. WLR makes every effort to minimise risk to clients and instructs clients in the safe negotiation of such risks as may remain. Consequently, the client acknowledges that there are circumstances in which an accident could befall a client without WLR being at fault and accepts that they are taking part in an event at their own risk.

a) WLR only accepts liability for physical injury to a client that is shown to result from negligence on the part of WLR.

b) The client acknowledges that other loss, damage and expense (including, without limitation, loss of money, loss or damage to clothes and possessions, losses arising on the cancellation of a booking and the expense of delay) however arising is not the responsibility of WLR and that WLR’s liability is limited accordingly.

 

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11. Insurance

WLR is covered to a level of £2,000,000 for Public Liability. The client is strongly advised to take out personal insurance of the type available to holiday makers, to cover the risks ordinarily covered by such policies, including personal injury, loss of belongings and money and cancellation.

 

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12. Complaints

In the unlikely event that a client has cause for complaint about an event, the complaint should be made to a representative of WLR during the event in order that corrective action can, if necessary, be taken. The client acknowledges that it is unreasonable to take no action during an event but to complain later. However should a problem not be resolved, a complaint should be made in writing within 28 days of the relevant event. To the extent permitted in law, WLR will not be liable in respect of claims first intimated later than 28 days from the close of the relevant event.