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Terms Of Service
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Groups will be quoted a fixed group rate outlining all requested services and extras. This will be based on an estimate of the number of participants at the time of enquiry.
Confirmation of Booking
A certain event date can only be secured on receipt of a completed booking form and the appropriate booking deposit of 25% of the estimated total. Provisional bookings can only be held for a maximum of 5 working days. Once paid the deposit is non-refundable and non-transferable.
Final Participant Numbers
The guaranteed number of participants must be confirmed no less than 10 days prior to the commencement of the event. The numbers confirmed at this point will be the numbers charged for. This policy applies also to accommodation, meals and other services booked with Total Experience Ltd.
After the booking form and deposit have been received and the final participant numbers have been confirmed we will issue a balance invoice outlining the deposit paid and the balance due. VAT will be added where applicable. Full payment of the balance must be received before the event date. No further reminder is sent to you by Total Experience ltd other than the balance invoice. If we do not receive payment or hear from you about your intentions to pay prior to the event, then we reserve the right to cancel your booking without further notice and full cancellation charges as outlined on page 4 of this booking form will apply. However, in some exceptional circumstances, credit facilities may be available subject to prior approval. Applications for credit facilities must be made at the time of booking.
Where a group has a series of dates booked, these individual dates will be combined and treated as one booking, and payment of the total amount must be made prior to the first event in the series.
If a booking is made within 10 days of the event date then the full amount is payable at the time of booking.
Additional Participants & Services
Additional participants on the day of your event, or any additional work, extra services and facilities requested before and/or during an event, will incur extra charges. In these circumstances, we will invoice you for these extra costs after the event. Full settlement of amount due must be made immediately on receipt of invoice.
Change of Date of a Confirmed Booking
Once we have received your confirmed booking, any change you wish to make to your event date must be notified to us in writing and must be accompanied by a written confirmation of an alternative event date. Event date change notifications received without a substituted date will be treated as a cancellation of your original booking and as a result, cancellation charges as set out below will apply.
For date changes notified more than 10 days before your event date, we reserve the right to keep your original booking deposit to cover any expenses, staff costs and prospective loss of business incurred. Events moved to an alternative date will be treated as a new booking and our standard booking procedure will apply. Please note that booking deposits are non-transferable.
Date changes notified within 10 days of your event date will be treated as a cancellation of your original booking and cancellation charges as set out below will be levied.
Cancellation by the Client
A booking may be cancelled at any time, but this must be communicated to us in writing. The date the letter is received by Total Experience ltd will determine the loss of money applicable. Prior to an event a considerable amount of programme design, preparatory work, event organisation and administration costs will have been undertaken by our senior staff. Therefore, we reserve the right to charge the following cancellation fees, which are payable once a client cancels after confirmation of the booking.
Period before event start date: Amount of cancellation charge shown as percentage of total fees payable:
10 days or more Deposit only 9 to 3 days 75% Less than 3 days 100% Failure to arrive 100% Late Arrivals or Failure to Arrive (Client) In case participants arrive late for any reason, we will make every effort to join them up with their group. However, in certain circumstances, this may not be possible. No refunds or alternative activities can be considered if participants are late or if they fail to arrive at the meeting point/venue. This applies also to bad weather preventing clients from reaching the venue.
Cancellation by Total Experience Ltd
Every effort will be made to avoid the cancellation of bookings by Total Experience Ltd, but we must reserve the right to do so. We will refund all monies paid, providing it does not arise for reasons of 'force majeure' or where you have failed to make agreed payments by the due date. We cannot accept any liability or claims for compensation by prospective participants for additional costs incurred in such circumstances. If a cancellation becomes necessary, we will inform you as soon as practically possible and we will endeavour to give you the option of rescheduling your event. However, in no case will we refund any money paid if the cancellation is due to 'force majeure' or failure by you to pay the final balance of your booking in accordance with our booking conditions.
No liability can be accepted for events, which are 'force majeure'. In these booking conditions the term 'force majeure' means unusual or unforeseeable circumstances or events beyond our control which we, or the supplier of the service(s) in question, could not even with all due care, foresee or avoid. These include, but are not limited to Acts of God, natural disasters, floods, war, threat of war, riots, civil commotion, terrorist activities, industrial disputes, strikes, epidemics and health risks, technical difficulties with transportation, utility supply disruptions, natural or nuclear disasters, fire, adverse weather conditions, insolvency of any supplier connected with an event, destruction of the accommodation or facilities or other events outside our control. If a 'force majeure' situation arises after the start of an event we will make every effort to help you, but we regret we cannot make any refunds, pay any compensation or be responsible for any costs or expenses incurred by you as a result.
Delay by Total Experience ltd (offsite events)
If we are late for any unforeseeable reasons, such as accidents or vehicle breakdown, our liability and compensation shall be limited to a maximum figure equivalent to the value of the facilitation time lost, calculated on a pro-rata basis. We will not accept any liability for any expenditure or costs incurred by prospective participants or any other claims for any additional compensation in such circumstances.
From time to time it may neither be safe nor possible to do some of the activities planned for a programme on the basis of weather or other environmental conditions out of the control of Total Experience ltd and its representatives. Itinerary may be changed where deemed advisable for the comfort and well-being of participants. No refunds can be given if the weather dictates that it is not possible to undertake or continue an outdoor-based activity for such reasons or if the offered alternative is not accepted.
Pre-existing Injuries & Medical Conditions (Activity Events)
We need to be fully aware of any pre-existing injuries that may affect the safety and well-being of participants. Any pre-existing injuries must be brought to our attention in writing prior to the start date of an activity event. Please advise us of any serious medical condition, such as diabetes, asthma, cardiac etc. Please also advise us of pregnancies.
Any disclosures relating to personal details, including medical details will be treated in the strictest confidence.
Disabled Clients & Participants with Mobility Problems
We are happy to assist clients in choosing an activity programme that suits their requirements and abilities, but we must be certain that safety instructions can be effectively communicated. It is, therefore, a strict condition of booking that at the time of booking we must be provided with a full and detailed account of any special needs regarding any disability, and any special requirements as a result of this.
The safety of our clients will always be of paramount importance. Total Experience ltd and its representatives reserve the right to exclude an individual from activities due to intoxication or even cancel an entire event on the grounds of safety. In such circumstances Total Experience ltd will treat the booking as cancelled by the client and no refunds will be made.
Total Experience Ltd, its owner, outfitters, agents, representatives and employees, give notice that they act only as the agent of the owners, contractors and suppliers who are providing means of transportation, accommodation, event venues and/or all other related services. Total Experience ltd assumes no responsibility howsoever caused for injury, loss or damage to person or property in connection with the supply of any services resulting directly or indirectly from any negligence, omissions or actions committed by or as a result of any actions of such owners, contractors or suppliers.
Total Experience ltd will not be liable in any circumstances whatsoever for injury and illness caused while taking part in one of our events and activities, unless it is solely due to the negligence on the part of Total Experience ltd staff. Lost or Damaged Property: Participants are responsible for safety and security of their own property, equipment and personal belongings. We cannot be held liable for accidents, problems or claims arising from thefts, losses, or damage to equipment, which we have not provided ourselves. Loss, Theft or Damage to Total Experience Ltd Property: At all times clients are expected to look after our equipment loaned to them during the event. Excluding normal wear and tear, Total Experience ltd reserves the right to charge customers for the full cost of replacing any items of our property which are lost, stolen or damaged whilst entrusted to the customer.
Total Experience ltd may take photos and videos of your group activities. By signing this form you consent to the use of these photos and videos by Total Experience ltd for promotional purposes in publications, including electronic publications, or in audio-visual presentations, promotional literature, advertising, or in other similar ways. If, for any reason, you do not wish your photos to be used for marketing purposes, please inform our office in writing (email is sufficient) at least 7 days prior to your arrival.
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