|Bookings and Payment System
||We reserve the right to refuse a booking or to make changes to advertised prices until the point of confirmation of your adventure.
If this occurs, we will notify you and, if you are not satisfied with the changes, all monies paid will be returned. Full payment is due on booking.
Payments can be made through our online booking and payment system, over the phone or by bank transfer.
|Cancellation or Changes by You
||We will do our best to help accommodate you, should you wish to change the details of your booking after we have confirmed your booking.
There will be a standard fixed admin fee (FAF) of £30 for groups and £5 for individuals if the change reduces the overall cost. If the change increases the value of the booking, ie further payment is due, the admin fee will be waived.
Should you wish to cancel your booking or make significant changes which greatly reduces the package you have booked (ie cancel group places or specific elements of you package) a fixed admin fee will be applied as per our ‘Cancellation Charges’ schedule below
||If YOU cancel…
• More than 14 weeks prior to the start date: fixed admin fee only (FAF) as above
• 10 to 14 weeks prior to the start date: FAF + 35% of the total booking cost
• 8 to 10 weeks prior to the start date: FAF + 60% of total booking cost
• Within 8 weeks (for groups) or 4 weeks (for individuals) of starting date: full payment is due
|Cancellation or Changes by Us
||Should we make changes or cancel due to Outfit Moray’s inability to provide resources or staff, or when a cancellation by others on your course makes continuation inviable or impractical, we will inform you as soon as possible with suggested alternatives. Should these not be satisfactory or suitable, a full refund will be issued within 14 days.
We always strive to provide you with the activity/venue/itinerary stated in your booking. The very nature of the outdoor environment means that weather and other unforeseen circumstances can often determine whether or not this is possible.
Examples of possible hindrance may be no water/snow, too much water/snow/wind, landslides, a road or river blocking etc. Any changes we are forced to make due to these or similar circumstances will be based on ensuring the participants’ safety and providing a quality outdoor experience.
We will inform you as soon as we have made an assessment that such change is necessary so alternative arrangements can be made. Please note that due to the nature of our activities, rearrangements may need to be done on the day of the activity and prior notice may not be possible. Refunds are not normally provided in such circumstances.
Those meeting us at venues and not using our transport will need to arrange to meet us at the alternative venue.
If, due to Force Majeure, we are unable to fulfil our contract with you, you will not be due compensation. This relates to extremely unusual or unforeseeable circumstances beyond our control which generally affects us all. These can include, but are not limited to; war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire or extreme weather conditions which make normal operations impossible or too dangerous to continue.
||Although we have full public liability insurance, we recommend that you arrange adequate personal insurance cover for activities, holidays and courses. You should note that many travel insurance policies exclude cover for certain sporting activities, so you should carefully check the terms of any proposed insurance policy to ensure that it meets your requirements.
||Please minimise valuables. Although staff will do their best to maintain the security of items; valuables and their security remain the responsibility of the participant.
|Health and Safety
||It is your responsibility when booking to ensure you and the members of your group are fit enough to participate in the activity and the environment associated with your booking
You must inform us of any medical conditions/illness/disability and any medication which may affect the participant’s performance prior to the event, so we can discuss individual needs and make appropriate arrangements. Any medical changes that may affect participation must be communicated to firstname.lastname@example.org prior to the activity.
Participants should inform their instructor immediately if they feel unwell during the activity. Our instructors have specialist knowledge and skills and are committed to keeping everyone safe, so participants must adhere to their instructions, guidance and decisions.
Participants must show respect to; staff, volunteers, equipment, vehicles, buildings, other participants and neighbours and adhere to our rules. Abuse or causing distress to others, or loss/damage due to participant’s negligence, may lead to exclusion from our activities/courses as well as resulting in a bill for repair/full replacement costs.
|Booking Consent and Process
||If you are booking a group, you must ensure that all participants, including the parents and guardians for those under 16 years, have received copies of the booking conditions and all activity information and safety points prior to the event, as well as the activity consent form and informed consent information (listed here).
Activity consent forms must be completed and returned before the start date of the activity. Failure to complete and return these forms on time may result in participants being excluded from the activity (without a refund).
Please inform us of any participant’s additional support needs as this will allow Outfit Moray to plan appropriately for all participants.
||When hiring any Outfit Moray equipment for your personal use, eg bikes, trailers, tag-along, canoes, kayaks etc, you are making a personal judgement that you have the necessary skills and experience to use the equipment safely in the environment, venue, grade of river/trails that you choose to use it in. Outfit Moray are not liable for any personal injury or incident that may occur due to your choices whilst the equipment is with you. You are liable for any damage, loss or theft of our equipment during the hire period.
|Service and Feedback
||We want you to enjoy your experience in the outdoors to its fullest. If you are dissatisfied with any aspect of the service provided by Outfit Moray, please inform us as soon as possible and we will take the appropriate steps to rectify the issue.
||This information is provided to enable participants/ parents/ guardians to give informed consent to participate in adventurous activities. Outfit Moray’s adventure activities carry an element of risk. Outfit moray undertakes to actively manage this risk to ensure a safe enjoyable session.
|Outfit Moray Emergency Contact
||Please be aware that mobile coverage in and around activity areas may be limited at times. The activity instructor will always have a communication plan.
If a message needs to be passed to a group or participant, they can be contacted via the Outfit Moray duty staff on 01343 549571 or 07720 683421 during out of hours (please note, this mobile is not monitored out with programmes).
||The safety management of Outfit Moray is governed by robust operating procedures in accordance with their AALA Licence and associated regulations and industry practice. Participants will be supervised either directly, or remotely, by competent staff throughout the programme/activity.
Activity safety plans and risk assessments (generic and specific) will be managed by competent staff who possess the necessary expertise.
|Accidents and Incidents
||In the event of an accident or incident Outfit Moray staff have the necessary resources to manage a situation and seek further assistance.
All staff possess in-date first aid qualifications and carry appropriate equipment. Outfit Moray management, parents and guardians will be notified immediately where necessary.
|Conduct and Behaviour
||The highest level of conduct and behaviour will be expected from all participants and staff during activities. Any concerns with young people may be addressed with parents and guardians directly, or via Outfit Moray management as necessary.
|No Smoking Policy
||Outfit Moray has a no smoking policy in all buildings and vehicles. This is supported by law: The Smoking, Health and Social Care (Scotland) Act 2005 and the Prohibition of Smoking in Certain Premises (Scotland) Regulations 2006
||The information you supply will be used for the purpose(s) for which you have provided it. This data will be maintained in accordance with the GDPR and the Data Protection Act 2018 and will not be passed on or sold to any other organisation without your prior approval, unless there is a legal requirement to do so. For more information on how we handle any personal data please read our Privacy notice.