Standard Terms and Conditions

The following Terms and Conditions apply to all bookings made with Iventure Outdoor Group Ltd by organisations, including but not limited to schools, colleges, universities, and other educational or corporate institutions (“the Client”).

 

1. Booking & Payment

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1.1 All fees are stated inclusive of VAT unless otherwise specified.

1.2 Bookings must be submitted via the official booking process (website, email, or agreed booking form) by an authorised representative of the Client organisation.

1.3 A booking shall be deemed confirmed upon receipt of:

• a completed booking form (online or written confirmation), and

• payment of the non-refundable deposit as stated on the invoice, payable within 28 days of issue (unless otherwise agreed in writing).

1.4 The Client is responsible for ensuring that all payments are made in accordance with the agreed schedule. Iventure Outdoor Group Ltd reserves the right to suspend or cancel any booking where payment has not been received in full by the agreed deadlines.

1.5 For bookings made within one (1) month of the activity date, full payment is required at the time of booking. For UK-based programmes, full payment must be received no later than four (4) weeks prior to the scheduled start date unless otherwise agreed.

1.6 Fees include instruction and any specified specialist equipment. Additional costs, including but not limited to venue entry fees, facility hire, or parking charges, remain the responsibility of the Client unless otherwise agreed in writing.

1.7 School and educational group bookings are delivered on a staffing ratio of 1 instructor to 8 participants. This ratio forms the basis of pricing. Where the number of participants falls below this ratio, the full cost equivalent to the agreed ratio will still apply.

 

2. Cancellation

 

2.1 All cancellations must be submitted in writing by an authorised representative of the Client.

2.2 Cancellation within 24 hours of the scheduled start time will result in the full fee being retained. No refund will be payable.

2.3 A 100% refund of the total fee will be provided where cancellation is made more than four (4) weeks prior to the scheduled start date.

2.4 A 75% refund will be provided where cancellation is made between four (4) and two (2) weeks prior to the scheduled start date.

2.5 A 25% refund will be provided where cancellation is made within two (2) weeks of the scheduled start date. This is subject to clause 2.2.

2.6 The Client is responsible for ensuring appropriate insurance cover is in place, including cancellation, accident, and medical insurance where applicable.

2.7 In the event that Iventure Outdoor Group Ltd is required to cancel a programme, a full refund of fees paid will be issued. No liability is accepted for any additional costs incurred by the Client.

2.8 Programmes may be adapted due to weather, environmental conditions, or safety considerations. Any necessary adjustments will be communicated to the Client, and suitable alternatives will be provided where reasonably practicable.

2.9 Where the Client engages Iventure staff for delivery at their own venue or event, the following cancellation terms apply.

2.10 If a confirmed instructor booking is cancelled by the Client:

• 100% of agreed fees are payable if cancelled within 24 hours

• 75% if cancelled within 7 days

• 50% if cancelled within 14 days

2.11 The Client must confirm final participant numbers no later than seven (7) days prior to the activity. This does not override clause 1.7.

 

3. Changes to Schedule

 

3.1 Iventure Outdoor Group Ltd reserves the right to make reasonable changes to programme schedules where necessary for operational, environmental, or safety reasons.

3.2 Iventure Outdoor Group Ltd reserves the right to allocate or substitute instructors as required. All instructors will hold appropriate qualifications and experience.

 

4. Conditions of Participation

 

4.1 The Client acknowledges that outdoor and adventurous activities involve inherent risks and agrees to ensure that all participants are appropriately briefed.

4.2 Iventure instructors are responsible for the safe delivery of activities and may make dynamic decisions, including modifying, relocating, or ceasing activities where safety may be compromised.

4.3 The Client retains responsibility for the supervision, safeguarding, and behaviour of all participants under the age of 18 at all times.

4.4 Activities are delivered on a “challenge by choice” basis. No fee adjustments will be made for non-participation.

4.5 Where a participant withdraws and impacts the wider group, instructors may adjust the programme accordingly. No refunds will be issued.

4.6 Where participants or staff act contrary to instructor guidance, Iventure Outdoor Group Ltd accepts no liability for resulting incidents.

4.7 The Client must provide accurate information regarding medical conditions and additional needs.

4.8 Any issues must be communicated immediately to the instructor to allow appropriate action.

 

5. Insurance

 

5.1 Iventure Outdoor Group Ltd maintains appropriate public liability insurance. The Client is responsible for ensuring adequate insurance arrangements for participants.

 

6. Force Majeure

 

6.1 Iventure Outdoor Group Ltd shall not be liable for failure or delay due to events beyond its reasonable control and will make reasonable efforts to reschedule.

 

7. Contact Details

 

7.1 All correspondence should be directed to: info@iventure.uk

 

8. Safeguarding

 

8.1 Iventure Outdoor Group Ltd is committed to safeguarding and promoting the welfare of children and vulnerable individuals and expects all Clients to share this commitment.

8.2 All Iventure instructors hold appropriate safeguarding training, relevant qualifications, and enhanced DBS checks where required.

8.3 The Client retains overall responsibility for safeguarding, duty of care, and supervision of all participants, including ensuring appropriate staff-to-student ratios in line with their institutional policies and statutory requirements.

8.4 The Client must ensure that all participants are accompanied by suitably qualified and authorised staff members at all times. Iventure staff do not assume supervisory responsibility for safeguarding.

8.5 Any safeguarding concerns or incidents arising during the programme will be reported to the Client’s designated safeguarding lead (DSL) as soon as reasonably practicable and managed in accordance with safeguarding procedures.

8.6 The Client agrees to provide relevant safeguarding information in advance, including behavioural, medical, or additional needs that may impact safety and wellbeing.

 

9. Data Protection and GDPR

 

9.1 Both parties agree to comply with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

9.2 The Client is responsible for ensuring that it has obtained all necessary consents and lawful bases for sharing personal data (including participant information) with Iventure Outdoor Group Ltd.

9.3 Iventure Outdoor Group Ltd will process personal data only for the purposes of delivering services, ensuring safety, and meeting legal obligations.

9.4 Personal data will be handled securely and will not be shared with third parties except where necessary for service delivery, legal compliance, or safeguarding purposes.

9.5 Both parties agree to implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, loss, or damage.

9.6 Personal data will only be retained for as long as necessary to fulfil contractual and legal obligations.

 

10. Entire Agreement

 

10.1 The Client acknowledges that outdoor and adventurous activities carry inherent risks, including the risk of personal injury or, in exceptional circumstances, fatality. Participation is undertaken with this understanding.

10.2 Iventure Outdoor Group Ltd operates in accordance with recognised industry standards and good practice for outdoor education and adventure activities, including appropriate risk assessments, qualified staffing, and safe systems of work.

10.3 The Client is responsible for:

• undertaking its own risk assessment in line with its internal policies and any relevant local authority or governing body requirements;

• ensuring appropriate pre-visit planning has been completed;

• ensuring all participants are suitably prepared, equipped, and briefed prior to attendance.

10.4 The Client retains overall duty of care for its participants at all times, including responsibility for behaviour management, safeguarding, and pastoral care.

10.5 Iventure Outdoor Group Ltd will provide activity-specific risk assessments upon request to support the Client’s planning processes.

10.6 Iventure Outdoor Group Ltd shall take all reasonable steps to ensure the safety of participants. However, liability is limited to the extent permitted by law.

10.7 Iventure Outdoor Group Ltd shall not be liable for:

• loss of profits, business, or indirect/consequential losses;

• incidents arising from inaccurate or incomplete information provided by the Client;

• failure of the Client to follow instructions, safety guidance, or agreed procedures.

10.8 Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation;

• any other liability which cannot be excluded under UK law.

10.9 The Client agrees to indemnify Iventure Outdoor Group Ltd against any claims, losses, or damages arising from:

• failure to fulfil its responsibilities under these Terms;

• negligent or wilful acts or omissions by the Client’s staff or participants.

10.10 Where an activity is curtailed, modified, or ceased in the interest of safety, no refund shall be due, provided that reasonable alternative arrangements have been offered where practicable.

 

11. Amendments

 

11.1 Any amendments must be agreed in writing by authorised representatives of both parties.

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12. Amendments

 

12.1 Any amendments must be agreed in writing by authorised representatives of both parties.