Booking Terms and Conditions

1. Booking & Payment

  • Payment in Full: Full payment is required at the time of booking to secure a place.

  • Confirmation: A booking is only "Confirmed" once full payment and a completed Participation Agreement are received.

2. Cooling-Off Period

  • 14-Day Window: Participants are entitled to a full refund if they cancel their booking within 14 days of the original transaction. This cooling-off period only applies if the cancellation occurs at least 60 days prior to the expedition start date.

  • Exclusions: Bookings made within 60 days of the expedition start date are immediately subject to the standard Transfer & Credit Policy (Section 3).

3. Transfer & Credit Policy

  • Refund Policy: Outside of the 14-day cooling-off period, we do not offer refunds.

  • Expedition Viability: To maintain expedition viability for the rest of the team, we operate a strict transfer and credit only policy.

Notice Given

Over 60 Days

Transfer to a later date this year OR credit for next year.

£50 rebook fee

22–60 Days

Transfer to a later date this year OR credit for next year.

£150 transfer fee

21 Days or Less

No transfer, rebooking or credit available. Total fee forfeited.

N/A

  • Credit Notes: Use of credit for the following year is by agreement only and subject to availability.

  • Price Increases: If credit is carried over to the following year, the participant must pay any difference between the original booking price and the new season’s rates.

4. Expedition Viability (Minimum Numbers)

  • The "Critical Mass" Clause: Our D of E expeditions require a minimum team size of 5 to proceed.

  • Cancellation: If participant numbers fall below the threshold, Bike Hike & Paddle reserves the right to cancel or reschedule.

  • Our Guarantee: If we cancel due to low numbers, you will receive a 100% refund or a fee-free transfer.

  • Notice: We will provide at least 14 days' notice if an expedition is at risk of cancellation.

5. Medical Disclosure, Fitness & Additional Needs

  • Full Disclosure: Participants must disclose all medical conditions, allergies, dietary requirements, and additional needs (including neurodiversity, physical disabilities, or learning support requirements) in the Participation Agreement.

  • Safety Risk: Bike Hike & Paddle reserves the right to remove any participant if an undisclosed condition, additional need, or lack of fitness compromises the safety of the individual or the team.

  • Forfeiture: Removal from an activity due to behaviour, safety risks or lack of fitness results in total forfeiture of fees.

6. Authority, Safety & Equipment

  • Instructor Authority: The Instructor’s decision is final.

  • Mandatory Kit: Participants must possess all items on the Bike Hike & Paddle kit list.

  • Safety Gear: Failure to have essential safety gear may result in exclusion without credit.

  • Equipment Care: Participants are responsible for any group equipment issued to them. Damage or loss resulting from negligence or misuse will be charged to the Parent/Guardian at the current replacement cost.

  • Three-Strong Rule: We adhere to a strict policy where a staff member will never be alone with a single minor during emergency transport.

7. Force Majeure (Extreme Weather & Acts of God)

  • Safety Cancellations: If an expedition is cancelled or curtailed due to circumstances beyond our control—including but not limited to extreme weather (Met Office Red/Amber warnings), natural disasters, or government restrictions—Bike Hike & Paddle will provide a 100% credit or fee-free transfer.

  • Refund Exclusion: Cash refunds are not issued for cancellations caused by Force Majeure.

8. Insurance & Transport

  • Personal Insurance: Because we do not offer refunds for participant-side issues (e.g., illness, injury, or family emergencies), we strongly recommend participants take out personal activity insurance.

  • Transport: Parents/Guardians are responsible for all transport to and from the designated expedition start and end points.