TOTAL OUTDOOR FITNESS – RETREAT BOOKING TERMS + CONDITIONS
These are the Terms and Conditions that apply to all current bookings, regardless of the date of payment. Please read them carefully as you will be bound by them.
By making a booking with Total Outdoor Fitness, you accept these Terms and Conditions. A booking is accepted and becomes definite once you pay your deposit and we send you a confirmation email. Even after this initial confirmation, there may be changes to your booking. Total Outdoor Fitness reserves the right to change or update these terms and conditions at any time and without advance notice.
You may secure your place in a retreat with a deposit until the final balance due date – 8 weeks before your retreat start date. Deposits are none refundable (excluding covid related cancellations as per our Covid secure policy).
If a new booking is made within 8 weeks of the retreat start date, full payment is required to secure your place (subject to availability). Full payment of the retreat package price is due by the final balance due date indicated for each trip.
After booking your retreat with a payment, you will receive a booking confirmation email which will reserve your place on the retreat. You will receive another email when your balance payment is received. If you do not pay your final balance by the due date (6 weeks prior to retreat start) your deposit is forfeited and your booking is cancelled.
All retreat prices are quoted and payable in GBP. Total Outdoor Fitness is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds.
CANCELLATION BY YOU
After your retreat’s final balance due date, all payments are non-refundable and non-transferrable. For this reason, we strongly encourage you to purchase travel insurance.
If you need to cancel your booking prior to the final balance due date, you have the option to transfer to a different retreat date and/or destination taking place within the next 12 months. Any difference in price between your original retreat booking and the one to which you transfer, will need to be covered by you before the final balance due date of the new booking.
CANCELLATION / RESCHEDULE BY TOTAL OUTDOOR FITNESS
Total Outdoor Fitness reserves the right to cancel or reschedule any trip for any reason, but will not cancel a retreat less than 90 days before departure except for Force Majeure, natural disasters, pandemic, travel bans, war, civil unrest or other unusual or unforeseen circumstances outside of our control.
When a retreat is cancelled by TOF before the agreed date of departure for any reason, you have a number of options:
Option 1) Transfer your retreat payment (less any non-refundable costs already paid to suppliers) to the same retreat in the future, or to a different retreat. Tell us which retreat you choose and we will apply all remaining funds to your new booking.
Option 2) Put your payment (less any non-refundable costs already paid to our suppliers) on file as credit for the period of 24 months from the original retreat start date.
To cancel your retreat, please email us at email@example.com
Total Outdoor Fitness is not responsible for any incidental expenses or consequential losses that the client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc.
Where, after departure, a significant element of the trip contracted for cannot be provided, TOF will make suitable alternative arrangements for the continuation of the retreat. Significant alterations do not include the substitution of a transportation method, modification of itineraries, change in hotel accommodation or meal offering.
PRIVATE ROOM CHARGES FOR SOLO TRAVELERS
Private room accommodations are subject to a private room package price, which guarantees a private room without a room mate (where available). In order to keep our private room package prices as low as possible, on occasion private rooms may be smaller than shared occupancy rooms. Private room accommodations may not be available on all retreats.
SHARED ROOM CHARGES FOR TRAVELERS WISHING TO BE PAIRED WITH A ROOM MATE
For guests who wish to book into a shared accommodate package, we are happy to pair you with a roommate. We will do our best to find a room mate; however, if we cannot arrange a match, Total Outdoor Fitness agrees to maintain the cost of the booking even if the guest receives a private room.
Total Outdoor Fitness Retreats do not include national or international airfares. You are responsible for your airfare and are responsible for any non-refundable expenses you incur in the event we cancel a retreat (generally not less than 90 days before it begins). We highly recommend you purchase travel insurance for all your travel expenses.
BOOKING OF FLIGHTS
Please have relevant insurance for any changes by the airline or airport (This is usually the airlines responsibility) incase you are unable to travel for any reason
If we (Total Outdoor Fitness) change the retreat dates / location we would refund up to a maximum value of £250 towards flights recommended for you to book
Total Outdoor Fitness will recommend flight times for logistical and check in purposes. If you choose different times, flights or seek other arrangements in arriving at the venue at a different times transfers may not be included and Total Outdoor Fitness waive all responsibility
TRAVEL + HEALTH INSURANCE
Total Outdoor Fitness requires participants to obtain adequate travel medical insurance. This insurance must cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance and repatriation and for the Alpine Retreat, cover specific to mountain environments. It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience that may occur during travel. Although it is not obligatory to use our recommend insurer, we recommend Andrew Bull Insurance / firstname.lastname@example.org.
MEDICAL CONDITIONS + SPECIAL REQUIREMENTS
Clients must notify us in writing during the process of booking of any medical conditions (via a Health Form issued on booking or by email if condition commences at a later date), pregnancy, disability or any other mental and or physical condition which may affect fitness to travel and/or any medical condition. This includes any symptoms of Covid-19 or suspected exposure to the virus that causes Covid-19. Failure to notify us of such a medical condition may result in the client being refused travel, in which case the client is bound by the cancellation terms as laid out here.
Some retreats may be unsuitable for you due to age, mobility, disability, pregnancy or physical or mental conditions. It is your responsibility to clear major medical issues with your doctor and with Total Outdoor Fitness prior to booking. We may refuse to accept pregnant women over 24 weeks or clients with certain conditions. Total Outdoor Fitness and our accommodation providers are not required to provide any special facilities unless it has agreed to do so in writing. We do our best to meet clients’ special requests including dietary restrictions, but such requests do not form part of the booking contract and therefore Total Outdoor Fitness is not liable for not providing these requests. Medical facilities vary from country to country and we make no representations and give no warranties in relation to the standard of such treatment.
If clients have any of the following physical conditions, a Medical Clearance and Physician’s Consent Form may be required:
- Hypertension (>145/95 mm Hg)
- Heart conditions
- Hyperlipidemia (cholesterol >220 mg/dl or a total cholesterol-to-HDL ratio of >5.0)
- Family history of heart disease prior to age 60
- Abnormal resting EKG
- Any other condition that Total Outdoor Fitness in its sole discretion may deem to present an unreasonable risk to your health, were you to participate in a fitness evaluation or program.
EVACUATION PROCEDURES AND COSTS
In the unlikely event of an evacuation, all costs are to be covered by the person being evacuated, it is therefore essential for clients to ensure they have access to adequate funds. You may file a claim with your travel insurance company to try to recoup any additional costs related to injury or illness treatment or travel.
REQUIRED TRAVEL DOCUMENTS
Valid Passport: Clients must have a valid passport required for entry, departure and travel to retreat destinations outside the UK (passport must be valid 6 months past the return date). All visas, permits and certificates including vaccination certificates (if required), insurance policies, etc. are required for the whole of the retreat. The client accepts full responsibility for obtaining all such documents, visas and permits prior to the start of the retreat and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by Total Outdoor Fitness regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the client and Total Outdoor Fitness is not responsible for any errors or omissions as to the information provided by third parties such as the appropriate governmental authorities.
If other documentation is required by the country, department or county (such as proof of vaccination, health declaration, affidavit, Covid-19 test results, etc), we do our best to relay that information to you during the trip planning period. However, it is ultimately the clients responsibility to have all the required documents completed prior to departure.
Total Outdoor Fitness only offers retreats and related activities to those aged 18 years and over.
SUPPLIERS + INDEPENDENT CONTRACTORS
Chalets, hotels, shuttle services, guiding or other elements of a Total Outdoor Fitness Retreat are provided by local suppliers who may themselves engage the services of local operators and/or sub-contractors. At all times, we endeavour to appoint reputable and competent local suppliers, though we cannot guarantee a certain standard of service quality or performance as these contractors are outside our direct control.
We feel it is important that our clients have an opportunity to visit local landmarks and if they choose, have time to explore alone. Any incident or loss of expenses during this time is not the responsibility of Total Outdoor Fitness. We only except adults onto our retreats and therefore assume that if you make a booking, you are able to manage your own time and ensure your own health and safety when undertaking any tasks or activities without the supervision of Total Outdoor Fitness staff or partners.
RETREAT ITINERARY CHANGES
Total Outdoor Fitness and its partners reserves the right to alter retreat programmes and itineraries due to weather, road conditions, local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, natural disasters and other unforeseeable factors. This includes changes or cancellation of planned runs and any other aspect of the retreat itinerary to ensure the safety of our clients and staff. We accept no responsibility for losses, expenses due to delays, changes of flights or other services because of strikes, accidents, sickness, damage, negligence, weather, war, natural disasters, changes in schedules or other similar causes. Total Outdoor Fitness and its partners do not assume responsibility for accidents or deaths that can be traced to the participants’ negligence, acts of third parties or exterior circumstances.
In the event a client elects to not participate in any part of the retreat itinerary (such as a guided run, group meal or other activity), the client is not entitled to any refund.
SAFETY + TRIP ENJOYMENT
We take the safety and well-being of all clients very seriously, which is why we partner with accredited and licensed guiding companies and other trained professionals for all of our retreats. To avoid possible dangerous situations, it is extremely important that clients obey any rules and regulations imposed by the Total Outdoor Fitness leaders and/or local guides and instructions given by them.
Total Outdoor Fitness reserves the right to prohibit any client from continuing on a trip or participating in any runs or activities, with no right of refund if, in our opinion, that client’s actions pose a threat to their own safety or that of others, or seriously jeopardises the enjoyment of the other participants. The decision of the Total Outdoor Fitness team will at all times be final on all matters likely to affect the safety and well-being of the trip. All clients must, at all times, strictly comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and Total Outdoor Fitness will not accept responsibility or liability for any client who contravenes any laws or other regulations of any country visited.
HEALTH + FITNESS
Our retreats should not be overly strenuous for people who are healthy and reasonably fit. However, by the very nature of the environments clients are in, we expect our retreats to challenge clients in order to improve their overall fitness. You are expected to carry your own clothing and supplies on the trail (water, snacks, additional clothes). If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip, you must advise us of this at the time of booking. If your health or fitness changes between the time of booking and the trip departure date, you must notify us of these changes before the trip starts.
In the course of participation in a retreat, photos or video may be taken by participants, your retreat leader or guides. These images may be used in any Total Outdoor Fitness materials, website, Facebook, etc., unless you specifically request that we do not use any material in which your image is depicted. Otherwise, you agree to allow us to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
CLAIMS + COMPLAINTS
If clients have a complaint, please first inform the retreat leader or guide at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact us email@example.com while on retreat in order to give us the opportunity to rectify the matter. Failure to indicate dissatisfaction during the retreat will result in your ability to claim compensation from us being extinguished. If satisfaction is still not reached through these means whilst on the retreat then any further complaint must be put in writing us within 14 days of the end of the trip.