Terms & Conditions
Contract
A contract will come into force
between you and the Ultimate Activity Company
when the booking form and deposit have been
received by us, and we have sent you our acceptance
of the booking. You should check our confirmation
to ensure it corresponds to your booking requirement
and inform us immediately of any discrepancy.
Completion of the booking form implies acceptance
by all named on it of these terms & conditions.
Activity Reservations
and Orders
Upon receipt of your enquiry
we will respond promptly with a full offer of
the Activity and/or Activity Packages you have
enquired about. We will include booking confirmation
and payment options. We may send you information
relevant to your booking via email or post.
Once you accept the terms and
booking agreement, payment will be processed
and your Activity Booking conformation will
be made. All Activity Information including
site location, activity time, duration and special
instructions will be mailed to you by email
or post.
Due to the nature of some Activities,
it will be necessary to contact your Activity
Provider 48 hours prior to your experience to
confirm the timing of your booking, this can
sometimes change due to weather conditions.
Payment
We use Paypal to process secure
payments online accepting Visa, Mastercard,
and other credit cards, we will send payment
links to you by email or take your payment by
phone using our secure Paypal payment system.
The Ultimate Activity Company does not store
or retain your payment or credit card details,
this is all handled securely by Paypal.
You may phone in your order on
01432 360057 from the UK and on +44 (0) 1432
360057 from outside the UK. Calls can be taken
Monday to Friday, 8.30am to 5pm.
You may post orders and cheques
by prior arrangement, post your cheque payable
to "The Ultimate Activity Company"
to: Ultimate Activity Company, Symondsbury,
5 Barton Road, Hereford, HR4 0AY.
Deposits
Depending on the Activity package
required, a deposit may be requested at time
of booking with the account to be settles in
full 30 days prior to the Activity date.
Cancellations and
Refunds
In the event of your cancellation
of a confirmed booking we will have to charge
a cancellation fee, this covers our commitments
to our suppliers. If all or any of the persons
named on the booking form intend to cancel you
must inform us immediately by telephone and
confirm any such cancellation by writing to
us, email is acceptable. The date of cancellation
will be the date on which the written notice
of cancellation is received by us. The period
remaining between the date of cancellation and
the planned commencement date of the holiday
will be used to determine the cancellation charge
as follows.
Whole party cancellation charges:
30 days and less = 100%
30 days and over = Deposit
Partial cancellation
charges
In the event of a partial cancellation with
30 days or less to the planned commencement
date, the cancellation charges above will apply
to the cancelling party(ies) only.
If the group size becomes
less than is bookable for the Activity, you
will be informed and may be offered an alternate
Activity or ammendment to your booking date
to accomodate the booking requirements of your
chosen activity.
N.B. Depending on the reasons
for the cancellation you may be able to claim
under the relevant section(s) of your own holday
insurance policy.
If the Ultimate Activity Company
finds it necessary to cancel an Activity due
to circumstance beyond our control we will advise
you of this situation at the earliest possibility
and offer a suitable alternative. However, if
the alternative is not acceptable to you Ultimate
Activity Company will refund all deposits/payments,
which constitutes full settlement.
Changes to the Itinerary
The Ultimate Activity Company
itineraries are well researched and carefully
planned but we are constantly striving to enhance
the enjoyment. As our experience grows and conditions
change, we may find improvements to what we
have planned and make alterations for everyone's
benefit. Sometimes we are required to alter
an itinerary due to unforeseen circumstances.
In these rare cases, Ultimate Activity Company
will endeavor to make alternative arrangements
while maintaining quality standards and minimising
route changes.
Insurance
Ultimate Activity Company and
our partner Activity Providers are insured with
Professional Indemnity insurance policies, copy
available on request.
Sports and Outdoor Activities
carry a element of risk, and some or all of
the activities offered may be classified as
having a high level of risk attached to them.
As a condition of booking you accept this risk
and undertake to have adequate travel, personal
accident, medical and cancellation insurance
that covers the activities you will be undertaking.
Accommodation
If accommodation is provided
as part of the activity package, the full details
of this will be included with your confirmation.
We will include accommodation per your itinery
request and use good standard accommodation
providers only.
Equipment
All safety equipment is provided
for your chosen activity. Persons under 18 years
of age are required to wear a helmet for some
activities. Adults refusing to wear a helmet
will understand that they have the right to
do so, you will be asked to sign a simple indemnity
form, stating that you have been offered the
use of a helmet, but have declined and accept
responsibility for your decision.
Health and Fitness
Our activities are designed
to be enjoyed by people of all fitness levels.
However, as with any activity, the time to get
in shape is before and not during it. We recommend
you consider a program of regular physical activity
in advance. And please, if you are in doubt
about your health or physical ability, let us
know so that we may advise you on your chosen
activity.
Complaints
In the unlikely event of a
complaint please remember that unless we have
been notified previously we will be unaware
of the issue.
In the event of any complaints
regarding hotel accommodation, please contact
the duty manager in the first instance. If the
complaint is not then resolved then please contact
us in person or by telephone.
In the event of any complaints
regarding a specific activity, please refer
in the first instance to your on-site instructor,
or guide.
In all instances all complaints
must be notified verbally to a member of our
staff as soon as possible so that we can do
our best to rectify any issues for you.
If any complaint is not resolved
to your satisfaction, please refer the incident
in writing to our office address below for further
investigation, marking the envelope "FAO
Customer Services". We pride ourselves
on our service and always do our best to make
your time with us enjoyable and memorable, for
the right reasons!
Design your own
action packed weekend Stag or Hen break,
for more information on this service contact
us 