Last Updated: 1 October 2026

Booking Policy

This Booking Policy outlines the terms and conditions relating to bookings for courses, workshops, expeditions, events, and training delivered by W R Oldfield | hillandmoor.co.uk. By making a booking, you confirm that you have read, understood, and agreed to this policy.

1. Booking and Payment

All bookings are subject to availability.

A booking is confirmed only when:

  • A completed booking form has been received (where applicable); and

  • Full payment has been received, unless alternative payment terms have been agreed in writing.

We reserve the right to refuse or cancel any booking where payment is not received by the specified due date.

2. Participant Information

Participants must provide accurate contact details, emergency contact information, and any relevant medical or accessibility information required for safe participation.

Participants are responsible for informing us of any changes to this information before the course or event takes place.

Failure to disclose relevant information that may affect participation or safety may result in exclusion from the activity without refund.

3. Participant Cancellation and Refunds

More than 30 Days Before the Start Date

If you cancel your booking more than 30 calendar days before the course or event start date, you will be entitled to a full refund of all fees paid.

30 Days or Less Before the Start Date

No refund will be issued for cancellations made within 30 calendar days of the course or event start date.

This includes cancellations due to illness, injury, work commitments, travel disruption, adverse weather affecting travel, or other personal circumstances.

We strongly recommend that participants obtain suitable travel or cancellation insurance where appropriate.

Non-Attendance

Participants who fail to attend without prior notice will not be entitled to a refund, transfer, or credit.

4. Transfers and Substitutions

Requests to transfer a booking to another course date may be considered at our sole discretion and are not guaranteed.

Where available, a booking may be transferred to another participant, provided:

  • Adequate notice is given;

  • The substitute participant meets any course prerequisites; and

  • Any required participant information is provided before the course start date.

We reserve the right to charge a reasonable administration fee for transfers or substitutions.

5. Cancellation by the Organiser

We reserve the right to cancel, postpone, relocate, or amend any course or event due to:

  • Insufficient participant numbers;

  • Instructor illness or unavailability;

  • Venue issues;

  • Severe weather conditions;

  • Safety concerns;

  • Force majeure events; or

  • Any circumstances beyond our reasonable control.

If we cancel a course or event, participants will be offered either:

  • A full refund of fees paid; or

  • A transfer to a future course or alternative date.

Our liability is limited to the amount paid for the course or event. We are not responsible for any additional costs incurred by participants, including travel, accommodation, childcare, equipment purchases, loss of earnings, or other indirect expenses.

6. Outdoor Activities and Adverse Weather

Many of our activities take place outdoors and are designed to operate in a wide range of weather conditions.

Courses and events will normally proceed unless conditions present an unacceptable safety risk.

Where necessary, activities, locations, timings, or course content may be modified to maintain safety and achieve learning outcomes.

Participants are responsible for bringing suitable clothing, footwear, and equipment as advised in joining instructions.

7. Fitness to Participate

Participants are responsible for ensuring that they are physically and medically fit to participate in the booked activity.

Where we reasonably believe that participation may present a risk to the individual or others, we reserve the right to refuse participation.

No refund will be due where participation is refused for safety reasons arising from information that was not disclosed prior to the event.

8. Conduct and Behaviour

Participants are expected to:

  • Follow the reasonable instructions of instructors and staff;

  • Behave respectfully towards other participants, staff, property, and members of the public;

  • Refrain from behaviour that compromises safety or enjoyment of the activity.

We reserve the right to remove any participant whose conduct is unsafe, disruptive, abusive, discriminatory, or otherwise inappropriate.

No refund will be issued where a participant is removed from a course or event due to misconduct.

9. Photography and Marketing

Photographs and video footage may be taken during courses and events for promotional, educational, and marketing purposes.

If you do not wish to appear in photographs or video recordings, you must notify us before the start of the course or event.

We will make reasonable efforts to accommodate such requests.

10. Data Protection

Personal information will be processed in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information will only be used for purposes connected with the administration and delivery of the course or event and any legal or safety requirements.

For further information, please refer to our Privacy Policy.

11. Force Majeure

We 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, including but not limited to:

  • Extreme weather;

  • Natural disasters;

  • Fire or flood;

  • Public health emergencies;

  • Government restrictions;

  • Industrial disputes;

  • Transportation disruption; or

  • Utility failures.

In such circumstances, we will seek to offer an alternative date where reasonably practicable.

12. Limitation of Liability

Nothing in this policy excludes or limits liability for:

  • Death or personal injury caused by negligence;

  • Fraud or fraudulent misrepresentation; or

  • Any liability that cannot be excluded under applicable law.

Subject to the above, our total liability arising from any booking shall not exceed the amount paid by the participant for the relevant course or event.

13. Acceptance of Terms

By making a booking, the participant confirms that they:

  • Have read and understood this Booking Policy;

  • Accept these terms and conditions; and

  • Agree to comply with any instructions provided before and during the course or event.

14. Changes to This Policy

We may update this Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.