Terms & Conditions

1. Introduction & Definitions

These Terms and Conditions ("Terms") govern your booking and participation in any event, trip, challenge, or activity ("Trip") organised by Adventure Café Ltd ("Adventure Café", "we", "us", "our"), a company registered in England and Wales with its registered office in Somerset, United Kingdom.

In these Terms, the following definitions apply:

• "Participant" means any individual who books, registers for, or takes part in a Trip.
• "Booking" means a reservation for a Trip made in accordance with Section 2 below.
• "Trip" means any cycling, trekking, or other challenge event organised by Adventure Café, whether for corporate clients, charities, or individual participants.
• "Trip Fee" means the total price payable for participation in a Trip, as confirmed at the time of Booking.
• "Deposit" means the non-refundable initial payment required to secure a place on a Trip.
• "Guide" means any Adventure Café employee, contractor, or representative leading or supporting a Trip.

By making a Booking, you confirm that you have read, understood, and agree to be bound by these Terms. If you are booking on behalf of a group, you confirm that you have authority to accept these Terms on behalf of all members of that group and that each member will be bound by them.

2. Booking Process

2.1. To book a place on a Trip, you must complete our online booking form or contact us by telephone or email to request a place. All Bookings are subject to availability.

2.2. A Booking is not confirmed until we have received the required Deposit (or full payment where applicable) and issued written confirmation by email. This confirmation constitutes a binding contract between you and Adventure Café on these Terms.

2.3. You must be aged 18 or over to make a Booking. Participants under 18 may take part only with written parental or guardian consent and must be accompanied by a responsible adult throughout the Trip.

2.4. It is your responsibility to ensure that all information provided at the time of Booking is accurate and complete, including contact details, medical information, dietary requirements, and emergency contact details.

3. Pricing & Payment

3.1. The Trip Fee is as stated on our website or in the written quotation provided to you at the time of Booking. All prices are quoted in pounds sterling (GBP) and are inclusive of VAT where applicable.

3.2. A non-refundable Deposit is required at the time of Booking to secure your place. The Deposit amount will be specified on the booking form or quotation and is typically 20% of the total Trip Fee.

3.3. The balance of the Trip Fee must be paid no later than 60 days before the Trip departure date. If your Booking is made fewer than 60 days before departure, full payment is required at the time of Booking.

3.4. If the balance is not received by the due date, we reserve the right to treat the Booking as cancelled by you and apply the cancellation charges set out in Section 4.

3.5. Unless otherwise stated, the Trip Fee includes:

• Professional guides and support crew for the duration of the Trip
• Mechanical and medical support vehicles (where applicable)
• Accommodation as specified in the Trip itinerary
• Meals as specified in the Trip itinerary
• Luggage transfers between overnight stops
• Pre-trip training plans and preparation materials
• Finisher medals, certificates, and event photography

3.6. Unless otherwise stated, the Trip Fee does not include:

• Travel to the Trip start point and from the Trip end point (flights, trains, ferries, etc.)
• Travel and activity insurance (see Section 7)
• Personal equipment, clothing, and cycling gear (unless hire is included)
• Alcoholic beverages and meals not specified in the itinerary
• Visa fees, passport costs, or vaccinations
• Personal expenditure, tips, and gratuities

3.7. We reserve the right to correct any pricing errors. If a correction results in a price increase, you will have the option to cancel your Booking for a full refund.

4. Cancellation by Participant

4.1. All cancellations must be made in writing by email to info@adventurecafe.uk. The date of cancellation is the date on which we receive your written notice.

4.2. The following cancellation charges apply, calculated as a percentage of the total Trip Fee:

• 60 or more days before departure: Loss of Deposit only (administration fee). Any additional payments already made will be refunded.
• 30 to 59 days before departure: 50% of the total Trip Fee is payable. Any amount paid in excess of 50% will be refunded.
• Fewer than 30 days before departure: 100% of the total Trip Fee is payable. No refund will be given.

4.3. We strongly recommend that all participants take out comprehensive travel and activity insurance that includes cancellation cover (see Section 7). Cancellation charges may be recoverable under your insurance policy.

4.4. If you wish to transfer your place to another person, we will endeavour to accommodate this provided the replacement participant meets all Trip requirements and we receive written notice at least 14 days before departure. An administrative transfer fee of £50 may apply.

5. Cancellation by Adventure Café

5.1. We reserve the right to cancel a Trip at any time if minimum participant numbers are not met, or if circumstances beyond our reasonable control make it unsafe or impractical to operate the Trip. In such cases, we will notify you as soon as reasonably possible.

5.2. If we cancel a Trip, you will be offered the choice of:

• A full refund of all monies paid to Adventure Café; or
• A transfer to an alternative Trip of equivalent or similar value (any price difference will be refunded or invoiced accordingly).

5.3. Our liability in the event of cancellation is limited to the amounts paid directly to Adventure Café. We are not liable for any incidental expenses incurred by you, such as flights, accommodation, or equipment purchases, unless we have specifically arranged these on your behalf as part of the Trip Fee.

6. Changes to Trips

6.1. Trip itineraries, including routes, accommodation, and schedules, are planned carefully in advance. However, we reserve the right to make changes before or during a Trip where necessary for reasons of safety, weather conditions, road closures, accommodation availability, or other operational requirements.

6.2. Where significant changes are made before departure (for example, a change of destination or a change of more than 24 hours to departure or return dates), we will notify you as soon as possible and offer you the option to:

• Accept the revised itinerary;
• Transfer to an alternative Trip; or
• Cancel for a full refund.

6.3. Minor changes to routes, accommodation (of equivalent standard), or daily schedules do not constitute a significant change and do not entitle you to cancel or receive a refund. Our Guides will always prioritise the safety of participants when making on-the-ground decisions.

7. Insurance Requirements

7.1. It is a condition of participation that all Participants hold appropriate and valid travel and activity insurance for the duration of the Trip. Your insurance must, at a minimum, cover:

• The specific activity being undertaken (cycling, trekking, or both)
• Emergency medical treatment and evacuation, including repatriation
• Personal injury and accident
• Cancellation and curtailment
• Personal belongings, equipment, and baggage
• Third-party liability

7.2. For Trips outside the United Kingdom, your insurance must also include overseas medical cover with a minimum cover level of £2,000,000 and emergency repatriation.

7.3. We may request proof of valid insurance before the Trip departure date. If you are unable to provide evidence of adequate insurance, we reserve the right to refuse your participation without refund.

7.4. Adventure Café does not provide travel or activity insurance. We can recommend suitable providers upon request, but the responsibility for arranging cover remains with the Participant.

8. Fitness & Health Requirements

8.1. Our Trips involve physical activity that requires a reasonable level of fitness. Each Trip listing specifies a fitness grade and minimum requirements. It is your responsibility to ensure that you are physically capable of completing the Trip you have booked.

8.2. You must declare any pre-existing medical conditions, injuries, disabilities, dietary requirements, or allergies on your booking form. This includes, but is not limited to, heart conditions, asthma, epilepsy, diabetes, joint or muscle conditions, and mental health conditions. Failure to disclose a relevant medical condition may invalidate your insurance and could put you and other Participants at risk.

8.3. We may require a medical clearance letter from your GP or specialist if you have disclosed a condition that may affect your ability to participate safely. We reserve the right to refuse participation if, in our reasonable opinion, a Participant's health or fitness poses a risk to themselves or others.

8.4. We provide pre-Trip training plans as guidance. Following these plans is strongly recommended to ensure you are adequately prepared. Adventure Café is not responsible for any injury or inability to complete a Trip resulting from inadequate preparation.

8.5. If, during a Trip, a Guide determines that a Participant is unable to continue safely, the Guide may require that Participant to withdraw from the activity. In such circumstances, no refund will be given, though our support crew will assist the Participant for the remainder of the Trip where possible.

9. Participant Responsibilities

9.1. All Participants must follow the instructions and directions of Adventure Café Guides at all times during a Trip. Our Guides make decisions based on safety, weather, and group welfare, and their judgement is final.

9.2. Participants are responsible for ensuring they have all appropriate equipment and clothing for their Trip. We will provide a comprehensive kit list in advance. Failure to bring required equipment may result in your being unable to participate, without refund.

9.3. Participants must behave in a manner that is respectful to other Participants, Guides, local communities, and the environment. We operate a zero-tolerance policy for harassment, bullying, or discrimination of any kind.

9.4. Excessive consumption of alcohol or use of illegal substances during a Trip is prohibited. Adventure Café reserves the right to remove any Participant whose behaviour is disruptive, dangerous, or likely to cause distress to others, without refund.

9.5. Participants are responsible for ensuring they hold a valid passport (with at least six months' validity for overseas Trips), any required visas, and up-to-date vaccinations. Adventure Café is not liable for any costs arising from failure to hold correct travel documentation.

9.6. For cycling Trips, Participants must wear a properly fitted helmet at all times while riding. Helmets are mandatory and non-negotiable.

10. Liability Limitations

10.1. Adventure Café accepts liability for death or personal injury caused by our negligence or the negligence of our employees, agents, or subcontractors acting in the course of their duties. Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation.

10.2. Subject to clause 10.1, Adventure Café shall not be liable for any loss, damage, injury, illness, or death arising from:

• The Participant's own negligence, recklessness, or failure to follow Guide instructions
• Pre-existing medical conditions not disclosed at the time of Booking
• The acts or omissions of third parties not connected with the provision of our services
• Unforeseeable or unavoidable events beyond our reasonable control (see Section 11)
• The inherent risks of adventure activities, including but not limited to cycling on public roads, trekking in remote terrain, exposure to weather, and physical exertion

10.3. Subject to clause 10.1, our total liability to you for any claim arising out of or in connection with a Trip shall not exceed the total Trip Fee paid by you for that Trip.

10.4. Adventure Café shall not be liable for any indirect or consequential loss, including but not limited to loss of enjoyment, loss of earnings, or any costs incurred as a result of a claim.

11. Force Majeure

11.1. Adventure Café shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control ("Force Majeure Event"). Force Majeure Events include, but are not limited to:

• Pandemics, epidemics, or public health emergencies
• Natural disasters, including floods, earthquakes, volcanic eruptions, and severe weather
• War, armed conflict, terrorism, or threat of terrorism
• Political unrest, civil disturbance, or government-imposed travel restrictions
• Industrial action or strikes affecting transport or accommodation providers
• Closure of borders, airports, or ports
• Any event that the UK Foreign, Commonwealth & Development Office (FCDO) advises against travel to the Trip destination

11.2. In the event of a Force Majeure Event, we will offer you the choice of:

• A credit note to the full value of monies paid, valid for 18 months from the date of issue, redeemable against any future Trip; or
• Rescheduling to an alternative date for the same Trip, subject to availability.

11.3. Where a Force Majeure Event occurs during a Trip, we will make all reasonable efforts to ensure the safety and welfare of Participants and to arrange alternative activities or early return where possible. Refunds for unused portions of a Trip affected by a Force Majeure Event will be considered on a case-by-case basis, less any non-recoverable costs already incurred by Adventure Café.

12. Intellectual Property

12.1. Adventure Café or its appointed photographers and videographers may take photographs and video footage during Trips. By participating in a Trip, you grant Adventure Café a non-exclusive, royalty-free, perpetual licence to use any images or footage in which you appear for marketing, promotional, and editorial purposes, including on our website, social media channels, printed materials, and third-party press coverage.

12.2. If you do not wish to be photographed or filmed, you must notify us in writing before the Trip departure date. We will make reasonable efforts to exclude you from marketing materials, though we cannot guarantee exclusion from all group or background shots taken during the Trip.

12.3. All content on the Adventure Café website, including text, images, logos, trip descriptions, and itineraries, is the intellectual property of Adventure Café Ltd and may not be reproduced, distributed, or used without our prior written consent.

13. Complaints Procedure

13.1. If you have a complaint during a Trip, please raise it with your Guide or Trip Leader as soon as possible so that we can attempt to resolve the issue promptly.

13.2. If the matter is not resolved to your satisfaction during the Trip, you may submit a formal written complaint to info@adventurecafe.uk within 28 days of the Trip end date. Please include your name, Booking reference, Trip details, and a clear description of your complaint.

13.3. We will acknowledge your complaint within 5 working days and aim to provide a full written response within 28 days. If additional time is required to investigate, we will keep you informed of progress.

14. Governing Law

14.1. These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.

14.2. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

15. Contact Details

If you have any questions about these Terms and Conditions, or wish to contact us regarding a Booking, please get in touch:

• Company: Adventure Café Ltd
• Email: info@adventurecafe.uk
• Telephone: 01823 444246
• Registered Address: Somerset, United Kingdom
• Registered in: England & Wales