Terms and Conditions
These terms and conditions form the basis of the Contract between you and Mountain Beach Fitness Retreats (“MBFR”, “Us”, “We’’, “Our”). Please read them carefully before you book.
A binding contract between us and you (if a group booking, the lead name on the booking) is only formed when we issue our booking confirmation to you by email which we will do after receiving payment from you by bank transfer, in cleared funds, of either the required deposit or the full price of your course (depending on when the booking is made relative to the intended course date).
If this is a group booking, by making the booking you accept that you have the authority to bind all members of your party to these terms and conditions and you take responsibility as the lead name on the booking to make payment and to receive documentation on behalf of your party.
If you have not received your confirmation email or invoice within 7 days of making the booking please contact us. It is very important that you check your booking confirmation when you receive it in order to ensure it is correct.
2. Payments and Deposit
Payment is made by bank-to-bank transfer. The booking will be valid and confirmed only upon our receipt of a completed and signed Booking Form, Personal information Form, and Waiver. If the booking is made more than 8 weeks prior to the start date of the course, the deposit payment of 50% must be made, with the balance due 8 weeks before the start of the course. If the booking is made less than 8 weeks prior to arrival, 100% of the booking price must be payable at the time of booking.
If the balance is not paid in time, we reserve the right to cancel your course and retain the deposit paid. The whole course fee is required to secure your place.
We reserve the right to decline any booking at our discretion and we will refund any deposit or payment made.
All prices published in any marketing material or on our website are for guidance only. In exceptional circumstances the prices may change and errors do occasionally occur. The price of your course may vary due to unforeseen changes, however we will try to avoid this at all costs. We reserve the right to alter or correct errors in any quoted or published prices at any time prior to the booking being confirmed.
4. Course Duration & Programme
You must arrive on day one of the course at the specified time unless otherwise agreed. You cannot leave during the course and then return unless agreed by us in advance.
Please note it is your responsibility to arrange your travel at your own cost to the location of the course unless otherwise stated.
We publish the programmes and descriptions of the courses on our website in order to best explain the scope and type of activities you will be undertaking. It is highly unlikely that any one programme will follow the schedule precisely as it is published. Several factors outside of our control will determine what can be accomplished reasonably during your course. The most influential factors will be the weather conditions and the overall physical fitness of the course participants. The Course Director will construct the best programme possible but will review and may alter the programme as the course progresses in response to the changing influence of these factors.
Our Course Directors will do their utmost to ensure that any problems arising are solved for the benefit of the course participants as a whole. Signing the booking form signifies your acceptance of the Course Director’s authority to make decisions about the programme or course affecting the group or individuals.
5. Damage, Loss and Theft
You are responsible for any damage you may cause to the contents and furnishings of the accommodation during your stay and you will be required to pay reasonable compensation for any such damage other than damage caused by usual wear and tear. The accommodations you will be staying in are private homes and not hotels and there are no legal notices for precaution as you may find in hotels. Neither MBFR nor the owners of the properties shall be liable for any accidents or injuries you may incur while staying in them.
We accept no responsibility for the loss, damage or theft of personal possessions while on the course. You are advised to ensure that you are adequately insured against these events.
6. Changes and Cancellations by you
If, after the booking confirmation, you wish to make changes to your booking we will try our best to do this but can not promise that it will be possible. Any request for changes must be made in writing by the person who made the booking.
If you bring your attendance to the course to a premature end or you have made limited use of the facilities or activities provided on our courses and included in the cost of your course you will have no right to a refund from us.
You may upgrade your accommodation, subject to availability and paying any additional costs, but there are no refunds if you wish to downgrade your accommodation.
If you wish to change your booking dates, and subject to availability, the following conditions apply:
(i) UK: We require 4 weeks notice to change your dates plus a non-refundable administration fee of £100
(ii) Europe: We require 8 weeks notice to change your dates plus a non-refundable administration fee of £100
If, after you have received the booking confirmation, you wish to cancel all or part of your trip we will require your authority in writing or, in the case of a group booking, the authority in writing of the lead name to do so.
Please note that in the case of group bookings, the cancellation of any member of your party may affect the price for your booking and we reserve the right in this case to transfer the remaining members of your party to alternative accommodation, which may be at a supplement.
The cancellation of another member on a booking may also affect the room occupancy and type of room you have booked, however we will do our best to uphold your initial accommodation requirements.
In the event of cancellation, the following cancellation charges will apply. These are calculated based on the time between the date of the course and the date we receive the written cancellation notice.
Up to 10 weeks - just the deposit (you may ask for it to be transferred to another MBFR course starting within 12 months of the date of cancellation)
6 to 10 weeks - 75% of total course cost
6 weeks or less - 100% of total course cost
7. The Importance of Travel Insurance
If you have taken out travel insurance you may, depending on the detail of your policy, be able to recover the cancellation charges, please check your policy for details. Never travel without insurance, the unexpected can always happen. Comprehensive travel insurance with personal accident cover is recommended. It is your responsibility to ensure you are adequately covered by insurance. Please read your policy and bring it with you. MBFR cannot be held responsible for any liability, losses, or expenses you may incur.
8. Cancellations by Us
We try never to cancel a confirmed booking but reserve the right to do so in any circumstance, up to 1 week before the date of departure. For example, if the minimum number of guests required for a particular course is not reached, we may have to cancel the course. In this event we will inform you or your travel agent as soon as practical and you will have the choice of either a full refund of all monies paid to us or accepting an alternative course date of comparable standard from us, if available (with pro-rata refund/price increases as appropriate). This excludes any expenses incurred by independent travel arrangements.
We will not cancel your course within 1 week of the date of departure unless either compelled to do so by reasons of force majeure or if you have not paid the final balance of your course in accordance with Section 2.
9. Changes by Us
If there is any change other than a ‘Major Change’ we are not obliged to inform you in advance (but we will do so where practicable) nor are we obliged to pay you compensation.
Minor changes: It is unlikely that we will have to make changes to your course, but we do plan the arrangements many months in advance. Occasionally, we may have to make minor changes and we reserve the right to do so at any time. This may include modifying the list of activities and facilities included in the course or changing the type of accommodation to another of the same standard. If applicable, we will refund any difference in price between the room type you have booked and the room type you were allocated. We may also make changes to the staff members running the course, to others of similar expertise.
Major changes: If we make a major change to your course, we will inform you or your travel agent as soon as reasonably possible. When a major change occurs, unless it is due to ‘Force Majeure’, you will have the choice of either (a) accepting the change of arrangements, (b) accepting an alternative course date of comparable standard from us, if available (with pro-rata refund/price increases as appropriate) or (c) cancelling your booked course and receiving a full refund of all monies paid.
10. Force Majeure
We cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected, or you otherwise suffer any loss, injury, death, inconvenience or damage as a result of circumstances amounting to ‘force majeure’. In these terms and conditions ‘force majeure’ means any event or circumstances which we or the supplier of the services in question could not foresee or avoid. Such events and circumstances may include, actual or threatened, war, insurrection, riots, strikes, civil action, decisions by governments or governing authority, technical or maintenance problems with transport, changes of schedules or operational decisions of air carriers, terrorist activity or the threat thereof, industrial action, natural or nuclear activity, epidemics/pandemics or the threat thereof, adverse weather conditions, fire and all similar events outside our control.
11. Acceptance with Authority
We will do our best to resolve problems to the benefit of you and the rest of our clients as a whole. You must refrain from any conduct, which may give offence or cause danger or damage to any person or property. If we or any of our partners believe that you are in breach of this obligation, likely to breach it, or is otherwise unfit to partake in the activity, we or our partners may in our absolute discretion refuse the booking or have you removed from any property or facility. We will owe you no liability in such circumstances and you will be solely responsible for any costs incurred.
12. Personal Health
Except as disclosed in writing to us in the Personal Information Form, you confirm that you are in good mental and physical health and are unaware of any reason why you may be particularly unsuited to taking part in the activity agreed upon or may be likely to suffer illness or injury during the activity.
Failure to disclose any information that is required in the Personal Information Form may result in us terminating the contract and withdrawing you from the activity and or course on the grounds of incorrect information. You will not be entitled to any refund of payments made if the contract is terminated in this way.
13. Extra Activities
If you wish to book any extra activities, please be aware that we cannot accept responsibility for any damages - financial, physical or otherwise - incurred in the undertaking of these activities. Contractual obligation lies directly between yourself and the activity supplier.
14. Property / Safety
You must consider your own safety and the safety of others when using the wellness area of the accommodation and any use by you of the wellness area is at your own risk. You should comply with any specific rules and security precautions relating to the wellness area communicated to you by our staff. Without prejudice to the generality of the above, the following things are strictly prohibited in the wellness area: running, diving or jumping into the swimming pool or jacuzzi; the drinking of any alcohol; or using the wellness area when under the influence of alcohol or drugs.
Please note that smoking is strictly prohibited in all accommodation.
If you have a problem during any activity or period during the course you must report it immediately to your instructor or to the Course Director. In the unlikely event that the problem cannot be resolved promptly and you wish to raise a complaint, you must send full written details to MBFR by email within 28 days of the end of the course. Please include your contact information and the full details of your complaint in the email. Failure to take these steps will prejudice our ability to resolve your problem and/or investigate it fully. Therefore any right to compensation you may otherwise have had will be lost or substantially reduced.
16. Conditions of Service
The contract is made subject to these terms and conditions, which are governed by the laws of England and Wales. The Courts of England and Wales shall have exclusive jurisdiction in relation to any matters arising out of this Agreement.