Booking Terms & Conditions - Polaris Outdoor

Polaris Outdoor Ltd is a Registered Company, Number 12946082. The registered office is 20 Oak Grove, Bognor Regis, West Sussex, PO22 9JN and whose director is Matthew Barnsley. GB VAT number 438 096 081.
In order to make a booking, you must complete the Booking Form in full and sign all parts requiring agreement. Return by email, online portal or post to Polaris Outdoor, 25 Mosse Gardens, Fishbourne, Chichester, West Sussex, PO19 3PQ.
Fees are due according to the agreed schedule, to be paid by electronic banking transfer or cheque. The booking is secured by paying the non-returnable deposit, which is held to cover the costs of administration and booking. Cancellation of bookings must be notified in writing. Cancellation charges are set out below, based on the date of receipt of written notification:
a. Expedition
i. Deposits are non-refundable and secure the booking.
ii. Cancellation up to two months before departure – the most recent interim payment is refunded.
iii. Cancellation within two months of departure date will incur the full expedition cost.
iv. If an Interim deposit or balance is not received by the specified date, we reserve the right to cancel your booking and your deposits will be forfeited, unless a Company Director has agreed a payment delay.
v. Cancellation of a trip by Polaris Outdoor will entitle you to a refund of the full cost of your trip, unless cancellation has been forced by unforeseen government intervention in which case actual costs incurred by the Company will be subtracted from any refund due. No other compensation will be allowable. Where possible we would try to offer an alternative option.

b. Events, Camps, Survival Academy and Activity Days
i. The booking is secured by paying the non-returnable deposit, which is held to cover the costs of administration and booking.
ii. The remainder of fees paid may be returned in full provided the Customer advises Polaris Outdoor of cancellation in writing thirty days or more before the date scheduled for the activity.
iii. If for any reason Polaris Outdoor needs to cancel the event, fees will be returned in full or an alternative offered on a different date/site.
Sessions take place in the outdoors, which by its nature is never completely free from hazard. We will undertake appropriate risk assessments for activities and sites being used.
a. The customer must have carefully studied the Risk Assessment and confirm that they are willing to accept the level of risk contained therein, and that they and the participants agree to comply with all the risk management actions. By booking and/or attending a Polaris Outdoor event you are deemed to have read, understood and accepted the risks. A parent or guardian must consent for anybody under the age of 18 to take part. It is the responsibility of the customer to inform parents/guardians of the risks and obtain permission for all participants to take part; alternatively the customer may utilise our direct consent option through our online course sign up.

b. All participants taking part in activities must have read and agreed to adhere to the participants code of conduct. Failure to adhere or any breach of the code of conduct may lead to the participant being asked to sit out of activities or in cases of gross misconduct, negligence, or continuous breach of safety regulations, may be ejected from activities and/or the site. In these cases the customer agrees that no refund will be given.
Staff will be properly experienced and/or formally qualified to deliver said activities. We will endeavour to follow the stated itinerary, but a variation of content may be required to comply with safety around natural variables such as weather. Safeguarding of children or other vulnerable groups is the responsibility of all, we will adhere to best practices in this regard and ensure Senior Instructors have an enhanced DBS certificate.
The Customer is responsible for arriving at any event with participants appropriately dressed for weather conditions and the arranged activities, unless otherwise agreed. The Customer is responsible for advising our staff of any medical or behavioural issues, in advance that may affect the safety of any member of their party or others. Obtaining and supplying travel visas and permits are the responsibility of the Customer.
We reserve the right to use photographs and audio visual materials taken during the event for the purposes of training and or marketing on our websites and in social media: except where expressly asked not to do so for any particular individual(s), in which case this must be pointed out prior to the event. Images can be shared with clients prior to use, if requested.
Polaris Outdoor cannot be made liable for the consequences of strikes, industrial action, wars, terrorism, riots, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences. Polaris Outdoor is covered up to £5,000,000 for Public Liability and is insured as an Outdoor Activities Provider. However, we will not be liable for any uninsured losses of your property.
In the unlikely event that the customer has cause for complaint, please approach staff or call the office during the camp to enable us to take corrective action. Where complaints are not resolved onsite please write to us within 28 days. Any complaints not made at the time of the incident are difficult to resolve and may not be upheld.