Cancellation and Changes Policy

Introduction

At Hiking in London Club Ltd, we aim to provide unforgettable experiences through our professionally organized events and hiking adventures. We understand that life can be unpredictable, and plans may change. Our Cancellation and Changes Policy is designed to offer flexibility while ensuring our events run smoothly. This policy balances the needs of our participants with the logistical requirements of organizing successful events, ensuring a positive experience for everyone involved.

1. Cancellation Policy

A. Multi-Day Adventures

Deposits and Payments:

• Non-Refundable Deposits: To secure your spot in our multi-day adventures, a deposit is required at the time of booking. This deposit is non-refundable and helps us cover initial costs like permits, accommodation, and transportation.
• Full Payment: The remaining balance must be paid 30 days before the event start date. Failing to complete the payment by this deadline may result in forfeiture of your reserved spot.

Cancellation Terms:

• More Than 30 Days Before Event: You can cancel your reservation up to 30 days before the event start date and receive a 70% refund of the total payment made, excluding the non-refundable deposit.
• Within 30 Days of Event: Cancellations made within 30 days of the event are subject to a 50% refund of the total payment, minus the non-refundable deposit.
• No-Show Policy: If you do not show up for the event, no refunds will be issued.

B. Single-Day Events

Refund Policy:

• More Than 72 Hours Before Event: You can cancel your reservation up to 72 hours before the event and receive a full refund minus a small administrative fee of £5 to cover processing costs.
• Within 72 Hours of Event: Cancellations made within 72 hours of the event are not eligible for a refund due to last-minute arrangements.

Transfer Reservation:

• Up to 72 Hours Before Event: You can transfer your reservation to another person with an administrative fee of £5.

2. Changes to Reservations

A. Modifications to Dates or Activities

• Dependent on Availability: We will do our best to accommodate changes based on availability. Please request changes at least 72 hours before the event.
• Fees: Modifications may be subject to a small administrative fee of £5.

B. Transfer Reservation

Eligibility:

• You can transfer your reservation to another person up to 72 hours before the event with an administrative fee of £5.

Process:

1. Send an Email: To transfer a reservation, please email us at events@hikinginlondon.co.uk with the details of the new participant.
2. Confirmation: You will receive a confirmation once the transfer has been processed.

3. Event Cancellation or Rescheduling

A. Due to Weather Conditions

• Safety First: Participant safety is our top priority. In case of severe weather conditions that make the event unsafe, we may cancel or reschedule the activity.
• Communication: We will inform all participants as soon as possible via email y nuestros canales de comunicación oficiales.
• Refunds and Rescheduling: Participants will have the option to receive a full refund or reschedule for the next available date at no additional cost.

B. Due to Unforeseen Circumstances

• Force Majeure: Events may be canceled or rescheduled due to unforeseen circumstances such as natural disasters, pandemics, or other emergencies beyond our control.
• Notification: We will communicate any changes promptly through email y nuestro sitio web.
• Compensation: In such cases, participants may choose between a full refund or rescheduling for a future event.

4. Refunds and Fees

• Processing Time: Refunds are processed within 7 business days after the cancellation request is approved.
• Refund Method: Refunds will be issued using the original payment method. Please ensure your payment details are up-to-date to avoid delays.
• Non-Refundable Items: Non-refundable deposits y tarifas administrativas están claramente indicadas en nuestra política de cancelación. Estas tarifas nos ayudan a cubrir los costos asociados con la organización y gestión de eventos.

5. How to Cancel or Make Changes

Cancellation Process:

1. Email Us: Send a cancellation request to events@hikinginlondon.co.uk with your booking details.
2. Confirmation: You will receive a confirmation email once your cancellation is processed.

Making Changes:

1. Contact Us: Reach out via email o teléfono.
2. Provide Details: Include your booking information and the specific changes you wish to make.
3. Approval: We will confirm the changes and any applicable fees.

6. Frequently Asked Questions (FAQ)

Q: Can I get a refund if I’m sick before the event?
A: Yes, if you notify us more than 72 hours before the event, you are eligible for a refund minus any non-refundable deposits or an administrative fee of £5. In cases of medical emergencies, please contact us directly to discuss possible accommodations.

Q: What happens if the event is canceled due to bad weather?
A: Your safety is our priority. If an event is canceled due to weather, you can choose to receive a full refund or reschedule for another date at no extra cost.

Q: Can I transfer my reservation to a friend?
A: Yes, you can transfer your reservation to another person up to 72 hours before the event with an administrative fee of £5.

Q: How will I be notified of event changes or cancellations?
A: We will notify you via the email address provided during booking y a través de nuestro sitio web.

7. Contact

If you have any questions or need assistance con cancelaciones o cambios, nuestro amigable equipo de soporte está aquí para ayudarte.

• Email: events@hikinginlondon.co.uk
• Phone: 07535 295739
• Address: Hiking in London Club Ltd, 15 Dance Square, EC1V 3AJ, London, UK

Conclusion

We appreciate your understanding and cooperation in adhering to our Cancellation and Changes Policy. Our goal is to provide exceptional experiences while maintaining fairness and flexibility for all participants. By clearly outlining our policies, we aim to build trust y asegurar que tus aventuras con Hiking in London Club Ltd sean agradables y sin estrés.

Thank you for choosing us for your event and hiking adventures! We look forward to exploring with you soon.