Booking Terms and Conditions

YOUR CONTRACT IS WITH Group Evolution Limited (Company Registration Number 11064579)(‘The Company’’ ‘us’, ‘we’) which owns and operates the Group Evolution brand. The Company has it’s registered office at York House, George Road, Kingston upon Thames, KT2 7PF.

  1. All the retreats advertised or promoted by us are sold subject to the following conditions.
  2. Booking procedure

2.1    On making a booking with us, each person travelling must accept the terms of these Booking Conditions and pay a non refundable deposit of 20% of the total cost of the retreat per person. The balance of the price must be paid at least 8 weeks before your departure date. For bookings made within 8 weeks of departure, the full payment becomes due immediately. Any cancellation of a confirmed booking or late or non payment of the balance will carry cancellation charges as set out at clause 4 below.

2.2    Your booking is considered definite and a contract will exist between you and The Company only when the deposit has been received (or, in the case of bookings made less than 8 weeks prior to departure, when full payment is required at time of booking) and a confirmation invoice is sent to you. No contract will exist between us prior to our issuing the confirmation invoice. If the balance of the price of your retreat is not paid in time, we reserve the right to cancel your retreat, retain your deposit and apply the Cancellation Charge set out in Paragraph 4.

2.3    We shall assign a Booking Reference to your Booking and inform you of it when we confirm the booking. Please quote your Booking Reference in all subsequent correspondence with us relating to your booking.

 

  1. Retreat prices

Our retreat prices include accommodation, all advertised meals, fitness assessments and activities, a nutritional consultation, and planned excursions, unless stated differently in your booking confirmation letter.

Our prices exclude flights, airport transfers, travel insurance, laundry and tips.

However, if you take one of the recommended flights we will  arrange for collection of your party at the airport.

 

  1. Cancellation by you

You (or any member of your party) may cancel your retreat at any time providing that the cancellation is made by the person who made the booking and is communicated to us in writing. Cancellation will take effect the day such notification is received by us. If you fail to pay your deposit or balance by the due date we may at our sole discretion cancel your retreat and the following charges will apply. As cancellation incurs administrative costs, we will retain your deposit and, in addition, may apply cancellation charges up to the maximum shown below:-

Days Before Departure Cancellation Charge

63 days or more Deposit only

30-62 days 50% of retreat cost

Less than 30 days 85% of retreat cost

Once your retreat has commenced, no refund or part refund or unused portion of your retreat will be repaid in the event of cancellation by you. If the reason for cancellation is covered under the terms of an Insurance Policy, you may be able to reclaim these charges.

Under no cirumstances will we be able to refund the cost of your flights.

Note: If the reason for your cancellation is covered under the terms of your insurance policy you may be able to reclaim these charges.

 

  1. Insurance and health

WE STRONGLY RECOMMEND THAT YOU HAVE FULL TRAVEL INSURANCE TO COVER THE ACTIVITIES ON YOUR RETREAT.

5.1 We have arranged suitable public liability insurance that will cover you for accidents that occur during the activities we have arranged during your retreat that are caused by any negligence on the part of our suppliers or ourselves.

5.2 You need to have your own travel insurance and provide us with those details in case of emergency . You should also check with your doctor that you are sufficiently fit and healthy to undertake the physical activity we have arranged or you may arrange during your retreat. Please check with your own doctor that you are adequately fit and that any medication you may be taking does not prevent you from full participation. If you experience any injury or discomfort during any activity organised for you, then you must stop the activity immediately and advise your retreat host accordingly.

6.3 It is your responsibility to take out adequate accident and travel insurance at the time of making your booking. Please note that some insurance policies exclude cycling except by way of transport and therefore, you will require additional insurance for cycling and triathlon retreats as the cycling coaching available and cycling undertaken with a guide on the training retreats will exceed such description. We strongly recommend that you take out the insurance described in this clause. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.

 

  1. Amendments by you

If, after your deposit payment has been credited to our account, you wish to change any part of your retreat arrangements, or wish to change departure date, we will do our utmost to make the changes, provided that notification is received in writing at our offices from the person who made the booking, at least 8 weeks before departure. There is also an amendment fee payable of £150 per person, and any further cost we incur in making this alteration. Please bear in mind that we currently operate a select number of trips each year and can only offer places on one of the other trips when places are available.

 

  1. Amendments by us

7.1 The information and the training retreats outlined in our literature and on our website are designed to be illustrative only in order to explain the scope and type of activities you may undertake during the training retreat. Due to the very nature of the training retreats being designed to meet the abilities, physical fitness and aims of both yours and our other clients participating in the training retreats, it is unlikely that any one training retreat could be or would be precisely as published

 

7.2 It is unlikely that we will have to make any changes to your retreat, but we do plan the arrangements many months in advance. Occasionally, changes may have to be made (e.g., to itineraries, venue, accommodation, chefs, personal trainers, instructors or other Company representative or other arrangements), which we reserve the right to do at any time. Changes are normally minor and we will advise you at the earliest possible date. If your accommodation has to be changed, we will do our utmost to provide accommodation of a similar rating. If a significant change becomes necessary before departure, we will inform you as soon as reasonably possible if there is time before your departure to do so. Should a significant change occur before your departure, then provided that it does not arise through circumstances amounting to force majeure (see below), you will have the choice of either accepting the change of arrangements, booking another retreat with us, or cancelling your retreat and receiving a full refund. If you choose another retreat that is more expensive you must pay any difference, but it if is cheaper we will make the appropriate refund. In all cases, we will pay compensation as detailed below:

Period before Departure within which a Major change is notified to you Compensation per person

Up to 56 days £Nil

56-29 days £20

28-15 days £30

14-1 days £50

Day of departure £100

Important Notes

(a) Compensation payments will not apply if payment of your retreat has not been received by the Company by the stipulated payment date.

(b) Compensation will not be paid if the Company is forced to cancel or in any way change your retreat due to unusual or unforseeable circumstances beyond our control such as war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, epidemics and pandemics, fire, adverse weather conditions (including snow and volcanic ash), technical or maintenance problems with transport, or other circumstances which amount to force majeure.

 

7.3 We may revise these Terms or the booking from time to time to reflect changes in relevant laws and regulatory requirements. If we have to revise these Terms under this clause we will give you at least one month’s written notice of any changes to these Terms before they take effect.

 

8 Cancellation by us

The Company reserves the right in any circumstances to cancel your retreat, in which case we will offer a refund in full all monies paid. If we cancel your retreat we will pay you compensation as set out in clause 7 above.

 

  1. Our liability to you
    • We accept responsibility for ensuring that the retreats that you book with us are supplied as described 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 where they lead to death, injury or illness (see below). However we will not be liable where any failure in the performance of the contract is due to: you; or a third party unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable or unusual and beyond our control. Our liability will also be limited to a maximum of twice the price paid for the retreat (other than in cases of death or injury).
    • We accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees or agents, together with our suppliers and sub-contractors, servants and/or agents of the same whilst acting within the scope of, or in the course of their employment in the provision of your retreat. We will, accordingly, pay to our client such damages as might have been awarded in such circumstances under English law.
    • Optional trips booked locally are not our responsibility.
    • Other than set out in clause 9.2, We are not responsible for any services which do not form part of our contract with You, for example, any additional services or facilities which the venue or any other supplier agrees to provide You nor are We responsible for any loss and/or damage to luggage or personal possessions (including money).
    • We only supply the Services for domestic and private use. You agree not to use the Services for any business purpose, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.

 

However please note the following:-

There are risks inherent with any activity retreat and with physical exercise. We strongly recommend that you consult your doctor before travel to advise on your ability to undertake strenuous exercise. You should make him and us aware of any medical condition which may affect your ability and comfort when undergoing vigorous exercise.

Note that the cycling coaching element of our Services will always take place off public highways. We will design each training retreat programme to provide you with the opportunity to put into practice the cycling coaching you have received from us.

 

  1. Complaints

10.1 If you have a problem during your retreat, please inform a member of our team immediately, who will endeavour to put things right. If your complaint cannot be resolved locally, you must advise us in writing on your return within 28 days giving your booking reference number and other relevant information. If you do not follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were on retreat and this may affect your rights in bringing a claim against us. Please note that we cannot guarantee the proportion of male/female in any group, not be responsible for the individual behaviour of any group member or other guest at your accommodation.

 

10.2 As a consumer, you have legal rights in relation to Services not carried out with reasonable skill and care, or if the equipment we use is faulty or not as described. Advice about your legal rights is available from your local Citizens’ Advice Bureau or Trading Standards office. Nothing in these Terms will affect these legal rights.

 

  1. Passports, visas and health requirements

11.1 You are responsible for ensuring that you have a valid passport and any necessary visas and any necessary or required inoculations or other health requirements. We do not accept any responsibility if you cannot travel because you do not have the correct documents to travel.

11.2 Those clients with a non-British passport must check passport and visa requirements with the Embassy or Consulate of the countries to or through which You are intending to travel. For European retreats You should obtain a completed and issued form EHIC prior to departure

 

  1. Accommodation and occupancy

12.1 Only the persons listed on the Booking may stay in or use the accommodation and facilities provided to you as part of the Services. Sharing or sub-letting without our prior written consent is not permitted under any circumstances.

 

  1. Price and payment

131 The price of the Services will be set out our price list in force at the time we confirm your booking. Our prices may change at any time, but price changes will not affect Bookings that we have confirmed with you.

13.2 We will contact each member of the group by email (where one has been provided) prior to your arrival date to request the information set out in clause 4.2 and any additional extras you require for example, equipment hire. You are required to pay for such additional extras to your Booking prior to your arrival date. Failure to pay for any additional extras prior to your arrival date may mean that additional fees may be charged to you and/or provision of such additional extras cannot be provided.

13.3 The price of any additional extras you request to your Booking for Services will be set out our price list in force at the time we confirm such amendments to your Booking. Our prices may change at any time, but price changes will not affect Bookings that we have confirmed with you.

13.4 These prices are inclusive of taxes and charges, including but not limited to VAT. However, if the rate of the taxes (including but limited to VAT) changes between the date of the Booking and the date of delivery or performance, we will adjust the rate of the tax that you pay, unless you have already paid for the Services in full before the change in the rate of tax takes effect.

13.5 Where we are providing Services to you (including any additional extras requested by you under clause 13.2), We will ask you to make an advance payment of the full price of the Services. Your rights to a refund on cancellation are set out in clause 13.

13.6 However, if you dispute an invoice in good faith and contact us to let us know promptly after you have received an invoice that you dispute it, clause 13.4 will not apply for the period of the dispute.

13.7 Where a Booking has been submitted on behalf of two or more persons, the individual which submits the Booking is responsible for making all payments on behalf the group.

 

  1. How we may use your personal information

14.1 We will use the personal information you provide to us to:

(a) provide the Services;

(b) process your payment for such Services; and

(c) inform you about similar products or services that we provide, but you may stop receiving these at any time by contacting Us.

14.2 We will not give your personal data to any third party.

 

  1. Other important terms

15.1 We may transfer our rights and obligations under these Terms to another organisation, and we will always notify you in writing if this happens, but this will not affect your rights or our obligations under these Terms.

15.2 You may only transfer your rights or your obligations under these Terms to another person if we agree in writing.

15.3 This contract is between you and us. No other person shall have any rights to enforce any of its terms.

15.4 Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

15.5 If we fail to insist that you perform any of your obligations under these Terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by You.

 

  1. Jurisdiction

This contract is made on the terms of these Booking Conditions, which are governed by English law and the exclusive jurisdiction of the English Courts.