Terms & Conditions
Venture Out South Limited, trading as Venture Out - Terms & Conditions of Booking
These booking conditions will form part of your contract with Venture Out (Registered office 3 Hill Farm Close, Haslemere, GU27 3SU) for all the arrangements you book with us. Please read them carefully.
Venture Out (we, us, our)
Customer (you, your), including those individuals included in the group booking.
Activity/Activities: any and all elements of your booking which are organised by us, including but not limited to sporting activities, accommodation, transfers, transport, catering, spa treatments.
It is imperative that adequate insurance cover is activated at the point of confirming your booking. It must be suitable for the types of activities included within the booking.
We reserve the right to prevent you from undertaking any Activity in the absence of adequate travel and/or personal accident and/or other applicable insurance.
For bookings made more than 8 weeks prior to the start date, you will pay a non-refundable deposit of 50% of the total package when the itinerary is confirmed by us.
The final balance is due 8 weeks before the start of the booking. We reserve the right to cancel third party bookings if payment is not made by the due date.
If the booking is made less than 8 weeks prior to the start date of the booking, all sums due shall be payable at the time of booking.
We will take a refundable deposit and/or credit card details from you as a breakage/loss deposit with regards to your accommodation and/or any equipment you may use as part of your booking.
Outdoor activities, by their very nature, do contain some element of risk and it is a condition of booking that you understand this. Participants must acknowledge these risks and take steps to act in their own best interests. For all our activities, we recommend that you take out your own personal accident and travel insurance cover.
In circumstances where you arrange your own transport, it is your responsibility to get to the start point of activities at the correct time. Any significant delay may result in cancellation or curtailment of an Activity for which no refund will be offered.
Participants bringing along valuables and personal property do so at their own risk and are responsible for their safety. We cannot be held liable for loss or damage to personal items.
You accept responsibility for any equipment or other property used by you or issued by our third party suppliers as part of an Activity or other service, and shall be liable to pay for any serious damage caused. You will indemnify us for any claims made against us in this regard.
Health and Fitness Requirements
It is your responsibility to ensure that you have the levels of fitness, ability and experience required for any particular Activity which forms part of your booking. At the time of booking you must inform us of any fitness limitations that may affect you and your ability to participate in any activities. You should ensure that we are informed as to the level of Activity you require at the time of booking so we can ensure that activities are appropriate. If you are in any doubt about your level of fitness, please consult your doctor.
For safety reasons, some activities may have certain age and health restrictions. It is your responsibility to inform us in advance of any medical conditions or injuries which we should be aware of relating to you at the time of booking. You irrevocably authorise us to pass on to any third parties details of such conditions so they may be properly informed about the health and fitness of proposed participants in the activities they offer. If any medical conditions arise subsequent to the time of booking, you must inform us as soon as possible but we do not guarantee a refund for activities which can no longer be undertaken. You should obtain adequate travel insurance at the time of booking to cater for such circumstances. We cannot accept any responsibility for any condition not disclosed.
Third party operators booked by us to provide activities have an absolute right at any time (even after an Activity has commenced) to prevent you from undertaking any particular part of the Activity, or the whole Activity if we (or the third-party operator) reasonably believe that you do not possess the necessary levels of fitness, ability and experience. In such circumstances we shall not be liable for any losses nor obliged to provide a refund or part thereof.
We and our third-party suppliers take all necessary precautions to try and ensure the safety of all participants, but unfortunately accidents can occur. We accept no responsibility whatsoever for any loss or injury resulting from your involvement in activities. You agree that individuals participate at their own risk.
In the cases where activities are open to children, we only accept bookings for persons under 18 years old if they are accompanied by a parent or carer. Children need to be accompanied by their parents or carers at all times.
All bookings are on the basis that you will at all times observe the safety regulations and follow the safety instructions of our third-party operators for all Activities. In the interests of safety, you undertake to follow the reasonable advice of your instructor or guide, or any person providing the Activity, and act sensibly, prudently and politely at all times. Instructors reserve the right not to complete an Activity with clients who may be deemed to be under the influence of alcohol or drugs or otherwise unfit or unwilling to be cordial during participation in the Activity.
We strongly advise against alcohol and/or drugs being consumed whilst you are undertaking an Activity. Neither we nor our third-party suppliers will be responsible for any accidents, illnesses or loss of any Activity days as a result of alcohol and/or drug consumption.
Amendments, Cancellation and Refunds
Amendment by you
If you require amendment to the booking, we shall do our best to accommodate any changes up to 8 weeks prior to commencement of the booking but shall have no obligation to do so. In the event that any amendment is possible and results in a price difference, we will refund the difference or require upfront payment to accommodate requested changes.
Amendments required less than 8 weeks prior to the booking are not possible. No refunds shall be offered in circumstances where an amendment is denied within 8 weeks of the booking commencing.
Amendment by us
In the event that we need to amend a booking, and you do not agree to the alternative offered, you shall have the right to cancel and receive a refund for the element of the booking affected by the amendment.
You acknowledge at the time of booking that due to circumstances beyond our control (for example, booking with third party operators) that an Activity may not be able to proceed. You acknowledge and agree that your booking shall go ahead in its entirety, save for the element which has required amendment and you shall not be due a refund for other elements of the booking.
Cancellation by you
You may cancel the booking at any time but refunds of funds already paid to Venture Out in accordance with the Payment Schedule (above) are not possible.
In the event that the full payment has been made by you, but third-party suppliers have not required up-front payment, we will endeavour to refund a proportion of funds paid. Please note that there is no guarantee that this will be possible and is entirely at the discretion of Venture Out.
In the event that you do not attend at all or in a timely manner to any third-party provider for the commencement of an Activity, no refund will be made.
Cancellation by us
Activities may be cancelled or postponed (to another day within the booking) in the event of severe weather conditions that have an effect on safety. If it is considered safe to run an Activity by our third -party operators, then the Activity will go ahead even if the weather is not that which is preferred. In the event of a cancellation due to severe weather conditions, no refund will be offered and you are advised to obtain suitable travel insurance to cater for such circumstances.
If we or a third-party operator need to cancel an Activity for any reason you will be invited to transfer to another Activity where possible. Should you wish to take up the offer of a transfer, any difference in cost will be charged or credited accordingly.
In the rare instance that it may be necessary, we reserve the right to cancel any Activity where insufficient bookings or participant cancellation make the Activity unworkable. In such circumstances we will inform you by 6 weeks. In such circumstances, you will be offered a full refund for that Activity, or the option of transferring credit to a future booking.
Limitation of our liability to you
Venture Out acts only as an agent for you in using its reasonable endeavours to acquire the Activities, including transportation, accommodation, sporting activities, or other services for your benefit, and on the express condition that we shall not be responsible for any loss, accident, injury, delay, defect, omission or irregularity which may occur or be occasioned, whether by reason of any act, negligence or default of us or any company or person engaged in or responsible for carrying out any of the arrangements, or otherwise in connection therewith.
Venture Out shall not be liable for any injuries or any damage to any customer or be subject to any claim, demand, injury, or damages, whatsoever, including without limitation, those damages from acts of passive or active negligence on the part of Venture Out, its officers, employees, or agents. You hereby expressly release and discharge us from all such claims, demands, injuries, damages, actions or causes of action. You acknowledge that you and all members of your party have carefully read this paragraph and fully understand that this is a waiver and release of liability.
You are strongly recommended to obtain suitable insurance to cover any losses excluded under the above clauses.
Except for claims for personal injury or death, we limit the maximum amount we may have to pay you to the price paid to us for your booking.
Any complaints must be notified to us as soon as possible so that attempts can be made to resolve any problems immediately. You will be provided with a 24-hour on call telephone number for our offices at the time of booking.
We will not be held responsible for the non-performance of an element of a booking through causes beyond our control or when we are not notified of a problem at the point when remedial action can be taken.
In the unlikely event that a complaint cannot be resolved at the time, you should write to us at firstname.lastname@example.org within 28 days of returning home, giving your original booking reference number and all other relevant information. If you fail to take any of these steps this will hinder our ability to put any problem right and/or investigate it fully and any right you may have to receive compensation will be reduced or invalidated.
Photographs may be taken during the course of activities which we and/or our third party suppliers may use for advertising purposes, including posting on our website and social media pages. No photos of participants will ever be allowed to pass to any other party without written consent of the participant. If you have any concerns or do not wish to be included in any photography please make it clear to us when booking.
Venture Out takes the security and privacy of your data very seriously. We only keep your personal information in order to provide our services to you and in making a booking you authorise us to store and/or process your data for this purpose.
Your data which is relevant to an Activity or other service booked via us will be passed to third party suppliers in order that they are able to fulfil the requirements of providing your chosen serves. In agreeing to these terms and conditions, you agree that your data may be passed on for these purposes and processed as necessary to fulfil the terms of any third-party bookings.
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In the event that one of your party are showing symptoms of coronavirus before or during your trip, you are advised to follow all relevant government guidance and not continue with attendance at the booking.
In the event that you are unable to proceed with your booking due to Covid-19, we are unable to offer refunds. You are advised to obtain adequate travel insurance at the time of booking to cater for all possible circumstances arising from the implications of Covid-19.
Your Booking Contract
You agree that English Law will apply to the contract for your booking and any activities provided by third party suppliers. Any dispute, claim or other matter which arises out of or in connection with this contract, will be dealt with by the Courts of England and Wales.