Terms and Conditions

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Terms and Conditions

Last updated: 4th March 2018

    • All bookings are made with The Adventure Element Limited. Registered Company Number 09103989 (hereinafter referred to as the Company) whose registered office is 14 Keld Close, Stainton, Cumbria CA11 0EJ.

    • The terms and conditions of all agreements made with the Company shall be subject to, and governed by, English Law alone. Any disputes or claims are to be decided by the English courts, and subject to English Law alone.

    • Any reference to the term ‘trip’ in these booking conditions covers any programme, event, course, trek, walk or expedition sold. 

1. Fees and Deposits

It is important to be aware that once your deposits are paid and your trip is confirmed, should you wish to cancel at any time thereafter, the deposits are non-refundable. In addition, the cancellation penalties detailed below will be applied. It is strongly recommended that you have suitable cancellation insurance coverage from the time of booking.

A 25% deposits of the final amount is required in order to secure your place on a trip. This is required within 7 days. 

All deposits are secure and 100% refundable until the point the trip is confirmed to run. 

The remaining balance is due 8 weeks before commencement. Bookings taken with in the 8 week period will require to be paid in full at the time of booking.

Cancellation Fees
a) More than 8 weeks notice before commencement – loss of initial and interim deposits
b) 8-6 weeks notice – 60% of total trip cost
c) 6-4 weeks notice – 80% of total trip cost
d) less than 4 weeks notice – 100% of total trip cost 

2. Insurance, Illness and Medical Situations

  1. Some of our trips involve going to high altitude and carry an inherent risk of altitude related illnesses. Likewise most of our trips visit remote locations with limited infrastructures where the risks to health are increased and the ability to treat injury or illness effectively is reduced. You must also understand climbing, mountaineering and trekking are hazardous activities with a risk of serious injury or death.

  2. Neither the Company nor any of their representatives will be responsible for any illness, injury or death sustained on their trip except where such illness, injury or death is caused by negligence or that of their representatives, nor will they be liable for any uninsured loss of personal property.

  3. To take part in a trip you the client, must be covered by adequate insurance for the complete duration of the trip. Your insurance must include cover for: The altitude for the expedition or trip, medical expenses, injury, death, cost of repatriation, helicopter evacuation. If in the event of an emergency medical rescue or evacuation from a trip of you the client, either by foot, helicopter or otherwise, the responsibility for the payment of such costs will lie with the client. Any subsequent costs for expenses such as hotels, food, transport etc shall be borne by the client. The same conditions apply if you the client, decide to leave the expedition or trip prematurely for medical or personal reasons or otherwise. It is imperative that the client ensures adequate insurance is in place before departure and its details are given to the Company.

3. Accompanying Adults with under 18 groups

  1. The accompanying adults are at all times responsible for the standards of behaviour of all members of the party.

  2. We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the course of the person(s) concerned. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.

  3. It is to be understood that during a DofE Open Expedition, participants who are under the age of 18 years may be working with other participants up to the age of 25 years. Where possible, the company will ensure that these age ranges are accommodated separately. However, this is not always possible.

4. Travel

  1. No transport, including flights are included in your trip or expedition. The Company will advise you as to which flights to book based on itinerary requirements, timings, cost and the in-country onward travel needs.

  2. Travel should not be booked until the trip or expedition is confirmed to run with minimum numbers of clients.

  3. The Company cannot accept any responsibility for any of the travel arrangements that you make in order to join that trip. The Company accepts no financial liability that may arise from any enforced change to your travel plans due to any alteration of the trip dates, the itinerary or its cancellation, howsoever caused. You are advised to book transferable, refundable travel tickets with no penalties should a cancellation be necessary.

  4. Transfers to and from the departure airport or UK hotels or meals (unless specified in your trip itinerary) are not included.

  5. The Company cannot be held responsible for any missed connecting transport that you have booked independently of the Company.

5. Cancelations and Changes

  1. Cancellation of bookings must be notified in writing or by email.

  2. The Company reserves the right to cancel any trip which does not have sufficient people taking part to make it financially viable. If a trip is likely to be cancelled under such circumstances, we undertake to inform you as soon as possible, but this may occur after final balances have been taken but will not occur less than 30 days before the commencement date.

  3. Cancellation by the Company will entitle you to a refund of the fees paid to the Company for your trip. Whilst every effort will be made to adhere to the planned itinerary, it must be realised that in this type of adventurous travel / adventurous activities, changes to the itinerary may occur for which the Company accepts no responsibility, however caused. The Company will make every effort to inform you of any change, as we know of each change before commencement. Your final itinerary may differ in respect of the places where you stay overnight or activity venues used. In particular it may be necessary to alter your itinerary at short notice due to adverse weather, force majeure, mountain conditions, client or leader illness, road conditions, or to operating conditions imposed by owners and operators of accommodation, facilities, aircraft, vessels and other forms of transport. Should such conditions involve clients incurring extra costs such as accommodation, transportation and meals, such costs should be borne by the client.

  4. The Company may for operating reasons adjust advertised departure and return dates by 24 hours, even after bookings have been accepted.

  5. Our Leaders will do their utmost to ensure that any problems are solved for the benefit of the group as a whole. Signing the booking form signifies your acceptance of the Leader's authority to make decisions affecting the group or individuals. For instance, he/she may require an individual to leave the group if he/ she believes that person's health is at risk, inadequate fitness, if an illegal act is committed, or their behavior becomes detrimental to the safety, enjoyment or well-being of the group. Should the Leader take such action, that person would not be entitled to any refund.

  6. On assessing the conditions expected to be encountered during any given day or the abilities of the team members, your trip Leader or instructor may decide to change any aspect of the trip, if he/she believes that to continue with the itinerary would place anyone at undue risk.

  7. Most international trips have days in the itinerary that are included to provide flexibility in case of bad weather or other delays, and thereby increases the chance of your main objective being achieved and for the trip to be successful. If these days are not needed in order to achieve the aim of the expedition and the team decides to return from the mountains early, any additional costs incurred by you and associated with extra hotel nights, or services that would not otherwise have been provided nor were given in the published itinerary, must be met by you, the client at the time.

  8. The Company cannot be made liable for the consequences of strikes, industrial action, wars, riots, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences.

  9. A client leaving a trip at any stage, for whatever reason, will not be entitled to any refund or compensation unless agreed by the Directors of The Company.

  10. If the UK Foreign Office does not issue advice against all travel to your destination, and you decide not to travel on the basis of a perceived threat or hazard, howsoever formed, this will be interpreted as a voluntary cancellation and the charges set out in booking condition 1 is applied.

  11. Non-UK Nationals should consult their own government for advice on travel to the destination country and all countries transited en-route. The Company will however be governed by advice from the UK Foreign Office.

6. Complaints and Agreements

  1. By agreeing to these booking conditions, you consent to the Company's staff taking photographs and/ or video footage of you during the trip and that these images may be used by the Company for publicity and training purposes including, but not limited to, in brochures, websites material and in the media. Photos and video footage supplied by you or other team members may also be used as described above. Under 18's are an exception to this condition. Additional consent will be sought by the company from parents or guardians of the young person.

  2. On the advancement of deposit for a booking on any of our trips the client acknowledges that he/she has read and understands the above booking conditions and agrees to be bound by them.

  3. If you have any complaints whilst taking part in a trip, you must immediately inform your trip leader or instructor who will use all reasonable efforts to remedy it. If you remain dissatisfied, you must make full details of the complaint known to us in writing within 28 days of the end of your holiday. If you fail to follow this simple complaints procedure, your right to claim the compensation you may otherwise have been entitled to may be effected or even lost as a result. Full details of our complaints procedure are available on request.