Terms & Conditions
Terms and Conditions
Terms and Conditions
Registration fees: xxxx
Minimum sponsorship: xxxx
Minimum Participants: 15
MOUNTAIN AND RIVER ACTIVITIES LTD
These are the terms and conditions of Mountain and River Activities Ltd which apply to those who are advised by Mountain and River Activities Ltd that they will be participating in the fund
raising event. Bookings are accepted subject to you agreeing to the conditions set out below:-
1. Your contract with Mountain and River Activities Ltd
When registering for the Expedition, the participant undertakes that He/She accept these booking conditions and have the authority to do so. The participant’s contract for travel,
accommodation and other services (“the participants travel arrangements”) will be with us, Mountain and River Activities Ltd. We will confirm our contractual commitment to His/Her chosen
charity by sending to His/Her chosen charity a confirmation invoice, plus the details of travel arrangements and the itinerary that we have agreed to provide. It is only then that these terms
and conditions will apply and a contract will exist between us, which is governed by English laws and the exclusive jurisdiction of the English Courts.
2. The price of your Expedition
The cost of His/Her participation in the fund raising event forms a part of the overall value of the sponsorship raised by the participant and received by His/Her chosen charity. From those
sums received by His/Her chosen charity, the said charity will pay to us the cost of the participants travel arrangements that we are agreeing to provide. His/Her chosen charity must sign an
authorisation letter confirming that they agree to the arrangement. This letter will be sent to them once the participant has registered. In this instance His/Her chosen charity is acting as an
agent for Mountain and River Activities Ltd.
We reserve the right to increase the price of travel arrangements to allow for variations in transportation costs (including the cost of fuel); dues, taxes or fees chargeable for services such as
landing taxes and fees at airports and the exchange rate applicable to the participants travel arrangements. We will absorb any increase which equals 2% or less of the cost of the travel
arrangements. Any additional increase in travel costs (other than those relating to tour extensions requested by the participants) will be met by the participant or His/Her chosen charity. For the
avoidance of doubt – we are not liable for any expenses the participant incurs in the event of a change of tour departure time, date or airport, such as visa costs, vaccinations and non-
refundable connecting flights.
3. Participation and Risk
The participant must be 18 years or over at the time of departure and in a suitable physical condition to undertake the expedition as set out in the itinerary. The participant must also be
aware of the possible risks inherent in adventure travel. The outline itinerary given for each expedition must be accepted as an indication of the event and not a contractual obligation on our
part. It is a condition of joining the expedition that the participant accepts this flexibility and acknowledge that any alterations that results in delays, discomfort, disappointment or
inconvenience are possible. Participation in the expedition will be subject to availability of places and reaching a minimum number of participants for each departure. Places are allocated
on a first come, first served basis and bookings are non transferable. His/Her entitlement to participate depends on our being satisfied that there are no reasons or circumstances medical or
otherwise under which we ought to decline His/Her participation. Our decision on His/Her participation is final and binding and in any circumstances where we decide that He/She may not
participate, then the participants registration fee will be refunded to the participant in full. The participant must agree that any photography taken prior to or during the expedition, which may
include the participant in it, is the property of Mountain and River Activities Ltd and may be used in future publicity materials by Mountain and River Activities Ltd.
4. Payment and Sponsorship
The participant must pay the registration fee on registering.
We must also receive the balance payment 10 weeks prior to departure.
He/She will not be entitled to participate in the expedition unless we have received such written confirmation from the His/Her chosen charity that He/She are entitled to participate and
His/Her chosen charity has paid the balance of His/Her expedition costs. If the participant fails to meet the minimum level of sponsorship He/She will not be entitled to participate in the
expedition (unless the charity agrees) and the participant will forfeit His/Her registration fee. If the participant reaches the minimum level of sponsorship then His/Her chosen charity will pay us
the balance for the participants expedition arrangements and the surplus of any sponsorship will be retained by His/Her chosen charity. The participant agrees that He/She will not use this
expedition to raise funds for any other charity or cause than the one specified on their registration form. If for whatever reason the participant cancel or withdraw from the expedition then the
participant will be required to send all sponsorship money that He/She has received directly to His/Her chosen charity. This money will be retained by His/Her chosen charity unless the
sponsor has requested that it be returned. All sponsorship money must be sent directly to His/Her chosen charity and not to Mountain and River Activities Ltd. The sponsorship will be treated as
a donation to His/Her chosen charity.
5. Registration Fee
This forms part of the costs of the expedition and will be used as a deposit towards the expedition. The fee must be paid when the participant return their registration form. The registration fee
is non refundable unless the expedition is cancelled for any reason other than war, threat of war, civil strife, natural, man made or nuclear disaster, industrial dispute, bureaucratic obstacles,
terrorist activity, adverse weather conditions, fire or similar events. On receiving registration fees we will send His/Her chosen charity a confirmation invoice within 14 days of our receiving the
applications. The registration fee is fixed at the time of registration and will not be subject to surcharges. For the avoidance of doubt the participants are required to pay for personal
equipment, gratuities, visas, overseas airport taxes, government imposed duties, vaccinations, additional food and drink, travel to and from the airport of departure in the UK, personal
spending money and any other activity not included in the itinerary.
6. Amendment or Cancellation of Booking
If His/Her chosen charity alter the booking in any way (such as changing to a different departure date) after the original expedition had been confirmed by us in writing then we will make every
effort to assist you. However His/Her chosen charity will be charged a £75 administration fee for each amendment (i.e. 15 times £75) and all changes are subject to availability. His/Her
chosen charity will also be responsible for any non-recoverable charges or expenses (such as lost deposits on flights or hotels). If a participant wishes to extend their stay in the country we will
endeavour to amend their return flights on a first come first served basis. There will be an administration fee of £75pp for this and He/She will also be required to pay any additional costs if
this results in a higher ticket price. You will not be able to amend the outbound flight – only the return flight. The administration fee will only be charged if the individuals request is
successful. All amendments and cancellations should be confirmed to us in writing and will only be accepted from the day that they are received by us. Your insurance policy may refund
some of your costs if cancellations are of a certain nature. Late cancellations will incur the following charges: -
Cancellations made 10 weeks or more before departure (loss of the registration fee) 8 to 10 weeks before departure (loss of 30% of the tour costs);
6 to 8 weeks before departure (loss of 50% of the tour cost); 4 to 6 weeks before departure (loss of 75% of the tour cost);
less than 4 weeks before departure (loss of 100% of the tour cost.)
If you are obliged to retire from the expedition before the end due to ill health or for whatever reason, there is no refund of expedition costs. You will also be responsible for any additional
accommodation, transfer fees, flights or similar that you may incur.
7. Accommodation
The expeditions are based on twin share accommodation and sharing a two-person tent unless otherwise stated. Persons on expedition alone will be partnered with a person of the same sex.
Individuals may request a single room for any hotel accommodation in the itinerary subject to availability and will then be liable for the single supplement payment.
8. Health, Safety & Fitness and your Insurance Cover
The event in which He/She will be participating is challenging and will require a good level of fitness, strength and endurance and it is their responsibility to ensure that they have the
appropriate level of fitness to undertake the challenge. They should check with their doctor to ensure that they are sufficiently fit and healthy to participate in the event. Anybody with any
disability, illness or infirmity needs to check with Mountain and River Activities Ltd as to whether they can take part. They will need to complete a medical questionnaire which forms part of
their registration, and Mountain and River Activities Ltd reserve the right to obtain further information from them and/or their GP relating to any medical condition they are concerned about,
and also reserve the right to refuse entry to any participant that they feel is not medically fit enough to take part. If His/Her medical condition changes in any way after completing the
medical form and before the departure date, then He/She must inform Mountain and River Activities Ltd and His/Her insurance company of these changes. The participant should take into
account that medical and other facilities at their destination are likely to be inferior to those in the United Kingdom and accordingly it is a compulsory term of travel that the participant take
out personal travel insurance to cover any health or injury problems that arise and, if necessary, to arrange for His/Her repatriation to the United Kingdom. Participation in the event is
conditional that the participant has this insurance. Payment of the participant’s insurance premium is a condition of registration. It is a condition of registration that in the event of an
emergency we have the participant’s authority to arrange any necessary surgical or medical treatments that he she might need and to sign any consent forms on their behalf.
The participant must comply with the laws and regulations of the countries visited and comply with all reasonable instructions of the Expedition Leader and Expedition staff relating to the
safety and organisation of the expedition. If in our opinion, or the opinion of another person in authority, a participant is behaving in such a manner as to cause danger, distress, or annoyance
to others or cause damage to property, the participant expedition arrangements may be terminated by us, or the supplier concerned. In such an event we will have no liability to the Charity or
the participant and will not make any refunds, pay any compensation or meet any costs or expenditure the Charity or the participant incur as a result. Furthermore the Charity or the participant
must meet any expenditure we incur as a result of their behaviour.
9. Cancellation
Mountain and River Activities Ltd reserve the right to cancel an expedition in any circumstances. Your expedition will not be cancelled less than 6 weeks before the departure date unless due
to circumstances outside of our control. If we have to cancel the expedition due to reasons other than that of Force Majeure, we will either offer an alternative expedition or a full refund. If
the expedition does not have the minimum number of participants the registration fee will be returned but we will not be liable for any incidental expenses that His/Her chosen charity or
participant may have incurred.
10. Destination Safety and Force Majeure
The participants personal safety during the event is of fundamental importance to us and whilst we will carefully monitor the safety of their destination, the Foreign and Commonwealth Office
do offer a travellers advice line and His/Her chosen charity should ensure that you are kept informed of the latest FCO advice.
11. Alterations
Mountain and River Activities Ltd and its supplier of flights, accommodation and land arrangements shall be entitled to change the details of the travel arrangements and itinerary. If a
change is minor we will endeavour to notify His/Her chosen charity before departure although we are not obliged to do so nor are we obliged to pay any compensation. If a material change
is necessary the participant will be advised as soon as possible and He/She will be entitled to either: -
Cancel His/Her participation in the event, as long as the material change is not due to Force Majeure, in which case the registration fee will be returned to the participant and He/She agree
that the cost of their travel arrangements will be repaid by us to the Charity and He/She will have no entitlement to such sums: OR Agree to proceed with the revised arrangements for the event
For the avoidance of doubt a material change involves a change of departure or arrival airport or if outward and return flights are rescheduled by more than 24 hours. Change of airline,
aircraft type or routing is not a material change.
If we are required to change the itinerary in any way during the expedition, the Expedition Leader and staff will facilitate this to the best alternative. The decision of the Expedition Leader is
final. We are not responsible for changes that arise as a result of Force Majeur and are out of our control such as technical or maintenance problems with transportation, changes imposed on
rescheduling or cancelling flights by an airline, war or threat of war, civil strife, industrial disputes, natural disasters, bad weather, terrorist activity or bureaucratic obstacles.
12. Standard and Quality of Accommodation and Services
Your booking is accepted on the understanding that you realise that the tourism infrastructure in relation to both travel and accommodation may be substantially lower than you would expect
in the UK and you should not have unreasonable expectations of the facilities that will be provided. As a consequence we will endeavour to make sure connections and transfers go smoothly
but this may not always be possible due to flight cancellations, local political situations, weather, mechanical breakdown, or other unforeseen circumstances. Timings of air, sea, road and rail
departures are therefore estimates only due to the above possible situations occurring.
13. Flights
Delays: Most flights will be arranged with scheduled airlines that will normally provide refreshment food and accommodation where there is any substantial flight delay and where this is
feasible to do so. For avoidance of doubt, Mountain and River Activities Ltd will not arrange or pay for these facilities if there is a delay on the outward or homeward points of departure if not
offered by the airline.
Flight Changes: Airlines might have to change aircraft without prior warning. You must check the departure and check in times on your documentation and ensure that you arrive with
sufficient check in time.
14. Liability
We accept responsibility for ensuring that your travel arrangements will be as described in literature produced by us, or on our behalf, in our Confirmation Invoice and with the itinerary and
that the services we are contractually obliged to provide are to a reasonable standard. We accept responsibility for the acts and/or omissions of our employees, agents and suppliers (except
for claims for death, injury or illness – see below). In any such case our liability will be limited to a maximum of twice your contribution to the original expedition cost.
Mountain and River Activities Ltd accepts responsibility for death, injury or illness caused by negligent acts and/or omissions of us, our employees, agents, suppliers and sub-contractors whilst
acting within the scope of, or in the course of their employment in the provision of any part of your travel arrangements in the itinerary, that we are contractually obliged to provide. We will,
accordingly, pay to an affected participant such damages as might have been awarded in such circumstances under English law. However, damages are not payable where any failure to
perform the contract is due neither to any fault on our part or a supplier of any part of your travel arrangements or is attributable to you, or unforeseen or unavoidable actions of a third party
unconnected with the event or unusual and unforeseeable circumstances beyond our control or an event which could not have been foreseen even with the exercise of all due care. We do
not accept responsibility in respect of death, bodily injury or illness of any person on one of our expeditions as a result of (but not limited to) physical exertion for which a participant is not
prepared, force of nature, consumption of alcohol, civil unrest, terrorism, breakdown of equipment, high altitude, access to medical attention in remote locations and adequacy of medical
facilities in country.
In respect of carriage by air, sea and rail and the provision of accommodation, the amount of compensation Mountain and River Activities Ltd may be obliged to pay will be limited in the
manner provided by the relevant International Convention. Carriage by air is subject to the carrier’s conditions of carriage. In particular drunkenness or rowdy behaviour may lead to the
airline refusing carriage when alternative flights may have to be arranged at your own cost.
Any arrangements you make independently which do not form part of the event are entirely at your own risk.
15. Passports and Visas and Health
You will be advised separately of any passports or visa requirements and any compulsory health requirements to enable you to participate in your travel arrangements. Please note that you
will require a full British passport with at least 6 months unexpired at the date of return travel. For EC and other passport holders please contact the relevant Embassy, Consulate or British
Foreign Office for the exact requirements. It is the individual’s responsibility to ensure they have the correct passport and visa to gain access to any country/region included in the event. It is
also the individual’s responsibility to ensure they obtain the proper and detailed medical advice their GP. Where the individual does do not do so and are either not allowed to enter any
country or suffer personal injury or death, we have no liability to the individual for any cost loss or damage that they suffer.
16. Risk
You are participating in an adventure challenge and that is not without risk. The participant must be adequately fit enough to cover the distances set out in the itinerary and therefore take
part entirely at their own risk. By accepting these booking conditions His/Her chosen charity and the individuals who participate agree to indemnify claims for loss or damage to personal
property and for loss or claims arising from their own actions.
17. Your Contractual Requirements
By signing the application form His/Her chosen charity and the participants agree to accept the authority and decisions of our employees, group leaders, agents and suppliers while on the
event. The Expedition Leader may at any time during the course of the event terminate an individual’s participation if they consider it necessary for the health or safety of themselves or the
group. If an individual commit an illegal act we shall cease to have responsibility to His/Her chosen charity or the individual or for His/Her chosen charity or the individual. English law and
the exclusive jurisdiction of the English Courts govern this contract. By signing this agreement you are confirming that any legal action you might bring against the company or any of its
employees will always take place within the UK.
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