Terms and Conditions for events

Terms and Conditions if you've booked one of our Events

These are the Terms and Conditions that will apply to your booking. Please read them carefully as you will be bound by them.

These Terms shall constitute the entire agreement between the Company, Cedarcube Family Limited and the Client relating to the subject matter herein, and shall constitute a binding agreement. There is no verbal or written; representation, warranty, prior agreement, or description of services, other than as expressed herein.

The contract and booking is made with, and services will be provided by, Cedarcube Family Limited hereby known as ‘Cedarcube’. By booking a retreat, you agree to be bound by these Terms and Conditions that govern the relationship, the cancellation policy and limitations of liability. These Terms and Conditions affect your rights and designate the governing law and forum for the resolution of any and all disputes.

BOOKING RETREATS + THE CONTRACT
All persons wishing to make a booking have carefully read and understand the Terms and Conditions that follow. By making a booking with Cedarcube, you accept on behalf of yourself and all those named on the booking, including minor(s) and/or person(s) under a disability to be bound by these Terms and Conditions. A booking is accepted and becomes definite only from the date when Cedarcube sends a confirmation email. It is at this point that a contract between Cedarcube and the Client comes into existence. Before your booking is confirmed and a contract comes into force, Cedarcube reserves the right to increase or decrease trip prices. Cedarcube reserves the right to decline any booking at their discretion. The person or persons named on the booking are hereafter referred to as the “Client”. All bookings are made with Cedarcube, which sells the tours described in this website.

CEDARCUBE’s Retreat Travel Specialist will contact you within 48 hours, regarding your completed registration to confirm your participation in your selected trip. Confirmation of your participation does not necessarily mean that your trip is confirmed to run. CEDARCUBE encourages you to refrain from purchasing non-refundable travel until you receive the Retreat Planning Guide or email confirmation from CEDARCUBE staff.

DEPOSITS + CANCELLATIONS
You may book a retreat with a deposit (down payment) until three months prior to the retreat start date, after which full payment is required to secure your spot (if any are still available).
Our retreats typically fill three or more months in advance.
The remaining balance of your retreat payment is due 45 days before the retreat begins. We notify you of the balance due date after your deposit has been processed. We understand that unexpected events can arise that can affect your plans. We recommend all our retreat guests purchase travel insurance to protect their purchase. We have partnered with Travel Guard to provide such policies to our valued clients.

Pricing + Fees
All retreat prices are quoted and payable in GBP.

CEDARCUBE is not responsible for any fees incurred due to currency exchange or fees charged by your credit card/bank for processing funds in another currency.

MEDICAL CONDITIONS + SPECIAL REQUIREMENTS
The Client must notify Cedarcube in writing during the process of booking (on your registration form) of any medical conditions, pregnancy, disability or any other mental and or physical condition which may affect fitness to travel and/or any medical condition. Failure to notify CEDARCUBE may result in the Client being refused travel. Failure to notify CEDARCUBE of any such condition that results in cancellation will have full cancellation fees to the Client. Some trips may be unsuitable for Clients due to age, mobility, disability, pregnancy or physical or mental conditions. It is the Client’s responsibility to check prior to booking. CEDARCUBE may refuse to carry pregnant women over 24 weeks or Clients with certain conditions. CEDARCUBE is not required to provide any special facilities unless it has agreed to do so in writing. CEDARCUBE will do its best to meet Clients special requests including dietary, but such requests do not form part of the Contract and therefore CEDARCUBE is not liable for not providing these requests. Medical facilities vary from country to country and CEDARCUBE makes no representations and gives no warranties in relation to the standard of such treatment.

ACCEPTANCE OF BOOKING + FINAL PAYMENTS
Acceptance of Booking
CEDARCUBE will confirm acceptance of the Client’s booking via email. Please ensure CEDARCUBE is on your contact list so our emails don’t go to your junk folder!

Final Payment
For all retreats, the payment of the final balance payment is due 45 days prior to the retreat start date.

Once You’ve Paid Your Full Retreat Payment

Full retreat payments can only be refunded or transferred to another retreat if you notify us 45 days or more before the retreat begins. For this reason, we recommend you purchase travel insurance. We can help you select a travel insurance policy that can fully reimburse you for the pre-paid, non-refundable portions of your booking if you experience a covered loss due to an unforeseen event such as illness or inclement weather.
If the final balance is not received by the due date, then your booking cannot be guaranteed and CEDARCUBE reserves the right to cancel your booking and forfeit your deposit.

CANCELLATION OF A RETREAT BY CEDARCUBE
CEDARCUBE reserves the right to cancel any trip for any reason, but will not cancel a tour less than 45 days before departure except for Force Majeure, unusual or unforeseen circumstances outside the CEDARCUBE’s control. When a tour is canceled by CEDARCUBE before the agreed date of departure for any reason other than the fault of the Client, the Client can either:

Transfer his or her deposit to another retreat taking place within the next 12 months, or:
Receive a full refund of all monies paid under the contract as soon as possible.

CEDARCUBE is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc. If the Client is offered a refund but requests an alternate tour of a higher value than that originally booked, then the Client must pay the difference in price. Where after departure a significant element of the trip contracted for cannot be provided, CEDARCUBE will make suitable alternative arrangements for the continuation of the trip. If it is not possible to provide a suitable alternative or the Client reasonably rejects any suitable alternatives, CEDARCUBE will provide the Client a refund of unused tour portions. Where a significant alteration or cancellation occurs which is not due to Force Majeure or other circumstances beyond the CEDARCUBE’s control, CEDARCUBE will in some circumstances offer compensation. Significant alterations do not include the substitution of a transportation method, modification of itineraries, change in hotel accommodation or meal offering.

AIRFARE
All CEDARCUBE trips do not include national or international airfare. CEDARCUBE strongly recommends you wait until the trip is confirmed to run before booking airfare or making any non-refundable travel arrangements.

TRAVEL + HEALTH INSURANCE
Cedarcube highly recommends Clients obtain travel medical insurance with a minimum medical coverage of £100,000 while traveling with CEDARCUBE. This insurance must cover personal injury and emergency medical expenses including, but not limited to, helicopter evacuation, air ambulance and repatriation.

It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the Client during travel. CEDARCUBE shall have no liability for loss, theft of or damage to baggage or personal effects. Personal belongings lost or stolen while unattended by the client in public lounges or other public areas, whether on board a train, bus, or other mode of transportation, publicly owned or operated by CEDARCUBE or elsewhere, are not reimbursable. Losses due to ordinary wear and tear, and other acts of God are not reimbursable. CEDARCUBE cannot accept responsibility for and in no event shall be liable for loss or damage of valuables or other articles left in or on facilities used by CEDARCUBE such as hotels, huts, expedition vehicles, or any other mode of transportation.

The Client acknowledges that the cost of CEDARCUBE retreats do not include insurance and that the Client has been advised to obtain separate coverage at an additional cost. When obtaining travel insurance the Client must ensure the insurer is aware of the type of travel to be undertaken.

Cedarcube has partnered with Travel Guard to offer you travel insurance options from a trusted provider.

CLAIMS + COMPLAINTS
If a Client has a complaint against CEDARCUBE, the Client must first inform the Retreat Leader or guide at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, contact the CEDARCUBE CEO whilst on retreat in order that CEDARCUBE is provided the opportunity to rectify the matter. Failure to indicate dissatisfaction whilst on tour will result in the Client’s ability to claim compensation from CEDARCUBE being extinguished or at least reduced. If satisfaction is still not reached through these means on retreat then any further complaint must be put in writing to CEDARCUBE within 30 days of the end of the trip.

PHOTOGRAPHY
In the course of participation in a CEDARCUBE event, photos or video may be taken by participants or guides. These images may be used in any CEDARCUBE materials, website, Facebook, etc., unless Clients specifically request to the photographer or in writing to CEDARCUBE, to not use any material your image is depicted in. Otherwise, permission is granted to CEDARCUBE to perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

RETREAT ITINERARY CHANGES
Cedarcube and its partners reserves the right to alter retreat programs and itineraries due to weather or road conditions. These programs may be changed or cancelled at any moment due the trip to assure the safety of our clients and staff. No responsibility is accepted for losses, expenses due to delays, changes of flights or other services because of strikes, accidents, sickness, damage, negligence, weather, war, changes in schedules or other similar causes. Cedarcube and its partners do not assume responsibility for accidents or deaths that can be traced to the participants’ negligence, acts of third parties or exterior circumstances such as weather, natural occurrences, ware or other similar causes.

DATA PROTECTION
To ensure that tours run smoothly, CEDARCUBE needs to use personal information (such as name, address, special needs, health conditions, dietary requirements etc.) provided by Clients to CEDARCUBE, and also pass on such information to other outfitters/guides or suppliers involved in the operation of the trip. CEDARCUBE will apply appropriate security measures to protect such personal data and will only pass on data that is applicable to outfitters or suppliers responsible for the tour. By completing the CEDARCUBE Retreat Booking Form, Clients consent to this information being transferred as required.

LIABILITY
CEDARCUBE is not responsible for any improper or non-performance of any services forming part of the Contract which are wholly attributable to the fault of the Client, the unforeseeable or unavoidable act or omission of a third party unconnected with the provision of any services to be provided under the Contract; unusual and unforeseeable circumstances beyond the control of CEDARCUBE and/or the relevant supplier, the consequences of which could not have been avoided even if all due care had been exercised including (but not limited to) an event of force majeure; or any event which CEDARCUBE and/or the relevant supplier could not even with all due care have foreseen or forestalled.

In the event that CEDARCUBE is responsible for any death, injury or illness caused by the negligent acts and/or omissions of its suppliers of services which form part of the Contract then CEDARCUBE limits its liability.

SEVERABILITY
In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason than such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.

APPLICABLE LAW
The Contract and these Terms and Conditions are subject to the laws of England and Wales.

WAIVER OF BOOKING CONDITIONS
These Booking Terms and Conditions may only be waived or amended by written mutual consent. When a Client completes and submits the Retreat Booking Form, they agree to accept all these conditions, and when the booking is accepted, CEDARCUBE agrees to carry out the obligations as defined therein.

OTHER TERMS AND CONDITIONS

PRIVACY
Please review our privacy policy to understand how we use and protect your data.