Booking Terms and Conditions for Addictive Adventure: A wholly owned trading style of Atlas Adventure Ltd.

1.      Definitions:

“Clients” (hereinafter referred to as client, you, your) means a named person making a booking for an Addictive Adventure Trip/Course or Event.

For the purposes of these terms and conditions, Atlas Adventure Limited shall be referred to as “AA” and Addictive Adventure as “ADAD”.

2.     Bookings

a. All bookings for places on Trips/Courses and Events are made with Addictive Adventure as a trading style of Atlas Adventure Limited, Registered Company Number 10057574, whose registered office is Suite 1C, Meadway Court, Rutherford Close, Stevenage, Hertfordshire, SG1 2EF, United Kingdom.

b. All bookings can be made online via www.addictiveadventure.co.uk or by email and followed up with a booking form/contract and traditional invoicing with agreed terms set out by us in these terms and conditions.

c. All bookings are subject to availability.

d. If you choose to book a place with us via email rather than online then you must complete our required Booking Form and return it to ADAD. Upon receipt of invoice you have 14 days (from date of invoice) to confirm your booking with your deposit or full payment. Deposits are required as follows:

i. Courses = 50% of total activity fees

ii. Trip – 50% of total activity fees

e. Deposits are non-refundable. You are advised to take out travel insurance when you book, to protect

you in such circumstances if you must cancel.

f. The contract between you and ADAD will be informal during consultation and design phase and formal once the company has issued to you a letter/email confirming your booking, an invoice and all relevant additional information has been sent to you. The contract will continue until the trip has ended but such expiry shall not affect accrued rights and liabilities of the parties nor any continuing obligations.

g. Once your booking has been confirmed, you must promptly submit, via email or by post, a parental/ youth group or individual participation consent declaration. After reviewing these, ADAD may advise you to alter your booking for suitability. If you are so advised, you must alter course/trip, as advised, but may do so without penalty.

h. Extensions to trips or courses can be purchased separately. The arrangements for extensions are made on an individual basis once a booking is made. Extensions are subject to a separate deposit if booked at separate times. Confirmation of receipt by ADAD of your extension deposit will not be confirmation of your extension as it will not be possible at that time for ADAD to confirm that the booked extension will be available or that it will be identical to that shown in the marketing material. ADAD will confirm all of the arrangements to you before you pay your final balance (which will be due at the same time as the final balance for the expedition or course to which it is an extension). Should the confirmed extension itinerary be significantly different to the published one then you will be free to cancel the extension only (not the expedition or course, to which it is attached) and a refund will be made.

 3.     Medical and welfare

a. The aim of medical screening is to enable participation and to ensure, as far as is reasonable, that all risks have been evaluated and understood. If you have any medical problem or disability, you are required to inform ADAD before you complete your booking form so that you can be advised of the suitability of the trip, health and safety considerations and what, if any, reasonable adjustments are required to be made. In any event, you must notify ADAD via the medical declaration of any medical problems or disabilities. If any medical problems or disabilities are suffered or arise between the medical declaration being submitted and the Departure Date you must notify ADAD immediately. ADAD reserve the right to decline, alter or cancel a booking without having to pay any compensation if:

i. any medical problem or disability is disclosed on the medical declaration form;

ii. any medical problem or disability is disclosed after the medical declaration form is submitted

but before the Departure Date; or

iii. Any medical problem or disability is not disclosed;

Provided that in ADAD’s belief such medical problem or disability is likely to endanger your health and safety and/ or the health and safety of anyone else participating in the trip.

b. ADAD may require you to obtain confirmation from a medical professional that you are fit to travel and participate in the trip. You acknowledge and agree that concerning your medical welfare ADAD have a duty to you and to the other participants and, as such, if ADAD reasonably believe that you are not sufficiently fit to take part in the trip, ADAD may decline, alter or cancel the booking at any time at their complete discretion.

4.Payments – When issued an invoice

a. You may pay your deposit and balance using any lawful means. The total amount received by ADAD’s bank must be no less than the full amount shown on your invoice and paid in the invoiced denomination into the appropriate account of that same denomination. If sending money by electronic (bank) transfer then you must pay the remitter’s (your) fees and the beneficiaries (ADAD’s) fees.

b. Cheques will not be accepted in any other denominations than Pound Sterling; please arrange a banker’s draft or bank transfer instead.

c. The final balance for your trip, and for any extension booked along with it, must reach ADAD by no later than the date shown on the invoice you receive when your booking is confirmed. Such final balance due dates will be as follows:

d. Expedition/Trip/Course: no less than 10 weeks before the Departure Date;

e. Extension: as for the final balance date for the trip to which the extension is connected.

f. If the balance is not received by the balance due date, ADAD reserve the right to charge a late payment surcharge of 3% of the total balance or cancel your booking and you will forfeit your deposit, unless a Director of AA (as appropriate) has agreed a delay in your payment.

5. Transfers and cancellations

Cancellation by you

a. Notice of cancellation by you must be given in writing. Should you cancel, the following scale of charges will apply:

i. For all expeditions/Trips/courses:

12 weeks or more before the Departure Date – Credit Note issued to rebook with us.

12 – 8 weeks of departure date – Loss of Deposit (50% of this will be refunded in the form of a credit note If you rebook at a later date)

Less than 28 days before departure – 100% of total cost.

Walk outs before or during- 100% of total cost

ii. For extensions:

The cancellation penalties for an extension are the same as for the course or expedition/trips to which the extension is attached.

Similar terms are adopted throughout the travel industry and cover the costs of advance payments made by ADAD. Cancellation charges may be covered, in part, by your travel insurance provided the reason for cancellation falls within the terms of the policy.

b. After your booking has been confirmed, if you wish to transfer from one trip to another of the same type (i.e. expedition to expedition, course to course), an administration charge of £50 per booking, will be payable. At the same time, you must pay any costs that ADAD has incurred in respect of your pervious booking and following, such as deposits paid or agents, if these are neither refundable nor transferable. Transfers between trips are entirely at ADAD’s discretion and in any event will not be affected until all such fees and costs are received by ADAD (as appropriate).

Cancellation by us

a. A Trip may be cancelled  with no financial penalties to ADAD as a result of an event of Force Majeure, which are events which are unforeseeable and beyond ADAD’s control including but not limited to war, riot, industrial dispute, terrorist activity, natural or nuclear disaster, fire, epidemics or health risks, closed or congested airports, ports or stations, changes imposed by re-scheduling or cancellation of transport, adverse weather conditions (whether actual or threatened) avalanche, storm, flood, typhoon, hurricane and technical failure with any form of transport or facility.

b. ADAD reserves the right to change any of the facilities, services and prices described in the event itinerary/Website. We also reserve the right to cancel the event. For example, if the minimum number of clients required for an event is not fulfilled, we may have to cancel the event.

c. Minor changes to an event, such as a change to the start time, duration, activity itinerary, etc. If we need to make minor changes to the event we will advise you of these changes at the earliest possible date. Minor changes will not constitute a reason for cancellation. If a major change becomes necessary, we will notify you as soon as reasonably possible if there is time before the start of the event.

d. A major change would be a change to the event date(s) and/or location/destination with the exception of the cancellation taking place due to Snow or Extreme weather (please see policy details above). When a major change or cancellation occurs, you will have the choice of accepting the change of arrangements, purchasing another event from us, or cancelling your event.

e. Should you choose to cancel, we will refund all recoverable payments made directly to us in respect of the event, providing there are no further event balances due. In which case any credit will be used to clear them and refunds sent for any difference. We will not however, be able to refund any personal expenses you may have incurred as a result of your booking such as travel expenses, equipment purchase, travel insurance, vaccinations etc.

f. ADAD reserve the right to cancel any expedition, course, trip or extension which does not have sufficient people taking part to make it financially viable, or to cancel your participation alone if not to do so would result in a financial penalty. By the same token, ADAD will endeavour to ensure that a trip runs if at all possible. If your booking is likely to be cancelled under such circumstances, ADAD undertake to inform you as soon as possible; this may occur after the balance due date, up to and including the Departure Date.

g. Anyone booked onto a trip which is cancelled by ADAD for reasons other than but not restricted to those measures stated above will be entitled to a full refund or entitled to transfer to another trip and no transfer fee will be payable. Should you transfer to another trip any difference in price will be invoiced or credited accordingly.

6. Leadership and programme delivery

a. The programmes published in the literature and on the website are designed to be illustrative in order to best explain the scope and type of activities you will be undertaking. During a trip, every effort will be made to adhere to the planned itinerary but it must be realised that with adventurous activities of this type, or by being in mountainous areas by virtue of their remoteness or otherwise, changes to the itinerary can occur. As such, circumstances may arise where ADAD are forced to alter dates, trip duration, trekking routes, activity locations,  mountains to be climbed, locations visited or hotel accommodation, either during or before a trip has commenced, possibly at short notice. Whilst ADAD will try to inform you of any such changes as soon as they know of them, they accept no liability for, or the consequences of, any such changes.

b. In assessing the conditions expected to be encountered in the mountains or the abilities of the team members, the Expedition Leader or the Course Director (or Guides or Instructors with delegated authority) may decide to change any aspect of the trip if he or she believes that to continue with the itinerary or activities, or any latterly agreed alternatives, would place anyone at undue risk. Alternatively, he or she may make changes for the simple belief that such changes may be more enjoyable or better suited or beneficial for most of those taking part. The Leader of the Expedition or the Course Director will review and may alter the programme as the trip progresses in response to the changing influence of variable factors.

c. The Expedition Leader or Course Director (or Guides or Instructors with delegated authority) will do his or her utmost to ensure that any problems are solved for the benefit of the majority of those taking part. Signing the booking form signifies your acceptance of the Expedition Leader’s or Course Director’s authority to make decisions affecting the group or individuals. For instance, the Expedition Leader or Course Director may require an individual or individuals to leave the trip if he or she believes that a person, or a person’s health, is at risk, if an illegal act has been or may be committed, or behaviour may become, or has been, detrimental to the safety, enjoyment or well-being of the group or of any individual within the group.

d. A client leaving a trip at any stage, for whatever reason, will not be entitled to any refund or to compensation unless agreed by a Director of ADAD (as appropriate).

7. Conduct While Travelling

a. We reserve the right to refuse to accept you or individuals book onto a booked trip as a customer or continue dealing with you if we, or another person in authority, believe your behaviour is disruptive, causes unnecessary inconvenience, is threatening or abusive, you damage property, you upset, annoy, disturb, or put any other travellers or our staff or agents in the UK or resort in any risk or danger, on the telephone, in writing or in person. 

For the purposes of this section reference to “you” or “your” includes any other person in your party.

8. Liability

a. Some trips involve going to remote locations. In such places, the risks to health are increased and the ability to treat injury or illness effectively is reduced. By signing our booking conditions, you acknowledge these hazards and your acceptance of the associated risks.

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

c. For all trips/courses/expeditions, you are advised to have insurance that covers you for all of the activities, specifically those deemed to be hazardous, included in the itinerary and for any activities you may undertake if travelling on an extension whether arranged by ADAD or independently.

8. Equipment

a. You will be provided with a list of all equipment required to bring on to the trip. The majority you must provide yourself. It is your responsibility to ensure that all personal equipment of yours is fit for purpose prior to the Departure Date and for the duration of the trip. You are responsible for your equipment and belongings during the trip and bear the sole responsibility for wear and tear and incidental damage to your equipment. ADAD recommend that you take out adequate insurance to cover your own equipment, and any items loaned from ADAD as you will be liable for its replacement should it be damaged or lost.

b. You will be responsible for any loaned equipment throughout the trip and in the event that it is not returned to ADAD on the last day of the trip in good condition (excluding normal wear and tear) or lost, you are liable and keep ADAD (as appropriate) indemnified from all losses arising from damage to the equipment including legal costs of making a recovery against you.

c. ADAD may provide some additional equipment for a trip (such as ropes, avalanche-transceivers, tents and camping equipment) and are responsible for the maintenance of such equipment. Where you deliberately or recklessly cause damage to any such equipment, whether during the trip or during any pre-trip training, you shall indemnify ADAD (as appropriate) and keep ADAD (as appropriate) indemnified from all losses arising from any such wilful or reckless damage so caused including legal costs of making a recovery against you.

9. Complaints

a. If you have a problem during the trip, please inform the Expedition Leader or Course Director, immediately who will endeavour to put things right. If your complaint is not resolved locally, please follow this up by writing to the Managing Director at ADAD’s registered office (as appropriate), giving your trip name, the departure date and all other relevant information and, where possible, evidence. Any such complaint must be received not later than 28 days of the date of your return from the trip. Please keep your letter concise and to the point. This will assist in identifying quickly your concerns and speed up the response to you.

b. If you fail to follow this procedure, ADAD will have been deprived of the opportunity to investigate and rectify your complaint whilst you are in-country and this may affect your rights under this Contract as you will have failed to have mitigated (minimised) your losses and will be unable to recover compensation for this element subsequently.

c. Failure to follow the stated complaints procedure will result in no liability being held against ADAD. Any and all complaints must be directed to ADAD for proper consideration and action. Any inflammatory or libellous comments or allegations made or posted on any form of social media prior to or during the complaints procedures or once fact and evidence has been established to and with all parties involved, the persons involved in posting and/or making said comments or allegations will be subject to legal action from ADAD.

10. General

a. Agents and representatives, other than a Director of ADAD are not entitled to promise refunds for whatever reason, and ADAD will not be bound by any such promises.

b. These booking conditions may only be waived or amended by a Director of ADAD. Such waivers or amendments will only be made in special circumstances and must be made in writing to be effective.

c. The terms and conditions of all agreements made with ADAD shall be subject to, and governed by, English law and the courts of England and Wales shall have exclusive jurisdiction over any dispute.

d. When making your booking it is implied and accepted that you have read and understood all these booking conditions and agree to abide by them.

e. ADAD shall ensure that appropriate security measures are in place to protect your personal data in accordance with the GDPR regulations. For more information please refer to our Group Privacy Policy.

f. By confirming a booking you are agreeing to these booking conditions, you consent to ADAD’s staff taking and using photographs and/or video footage of you during the Trip and that these images may be used by ADAD for publicity and training purposes including, but not limited to, in brochures, websites material and in the media.

g. When making bookings all relevant paperwork must be completed accurately including booking forms and consent forms. Minimum age limits are imposed on some activities and it is the client’s responsibility to ensure participating members meet these requirements. All minors I.e. participants under the age of 18 years old must be accompanied by their own parent or legally appointed guardian. All consent forms for participating minors must be completed by their legal guardian.

h. Sale or issue of ADAD gift certificates is restricted to the discretion of ADAD directors and subject to companies terms and conditions. ADAD gift certificates can only be used by the stated recipient and not in conjunction with any other offers, deals or give a way’s. Gift certificates may only be redeemed against ADAD products and cannot be redeemed as cash refund. Vouchers must be redeemed by the party member making the booking and at the time of making said booking.

i. Discount voucher scheme or promotions ran through a third party distributing company, are subject to the distribution company’s sales and booking terms and conditions. In such cases the distributing companies terms and conditions shall supersede our own.

j. Any and all special deals, give a way’s, vouchers and prize promotions are independent of any other form of promotion or deal and cannot be used in conjunction with any other form of promotion, gift certificate usage or in later addition to a previously made booking or arrangement.

k. ADAD reserves the rights to any photography taken on activities delivered by us or any subcontracted parties either by ourselves or by participants. Child protection issues involved within taking and use of photograph will adhere to the child protection policy of AA.  These photos with the discretion of ADAD directors may be used in marketing and promotional materials for and by ADAD. If you may wish to raise any concerns over the use of photography by and for ADAD for any reason, or wish for any photos that may include you in any way to be removed from our photograph library, you must make such concerns or requests known to ADAD in writing, send them to the ADAD head office for the attention of a director.