EA logo.png

TERMS & CONDITIONS

1. YOUR ADVENTURE

 

(a) To join this adventure you must complete the online registration form. On receipt of a completed registration form and the registration deposit, you will receive confirmation of your payment and an introductory email. Together these form a binding contract which is subject to these terms and conditions.

 

(b) We will try to accommodate any special requirements detailed in your booking subject to availability. However we cannot guarantee that these will be provided and any failure to do so is not constituted as a breach of these terms and conditions.

 

(c) To enter this Epic Adventure you must be at least 18 years old by the date of departure or accompanied by a parent or guardian.

(d) If you make a booking on behalf of another person, you guarantee that you have the authority and legal capacity to accept and do accept these Terms on behalf of the other person/s and you become the “lead name”. As the lead name for a booking we will only deal with you regarding all correspondence, changes, amendments and cancellations.

 

(e) You must hold a valid passport which is entirely compliant with the requirements of the country or countries being visited and the country or countries that represent the next step in your onward journey. For example, UK nationals must have at least six months validity from the date of return to the UK. Some destinations will require two blank pages within it. It is your responsibility to ensure that all passport information provided is accurate and that you are compliant.

 

(f) While guidance will be provided for any necessary visas for an Epic Adventure - the costs of which are NOT included within the costs quoted - it will be your responsibility to make any applications. If you are refused passage and/or entry/exit to or from any of the countries, any additional costs are your responsibility.

 

(g) All of our adventures contain a physical element. The demands of the physical element vary according to the trip and are achievable providing you have the appropriate level of fitness. It is your responsibility to ensure that you have the appropriate level of fitness and are in good health in order to participate. If you have any medical conditions which could be adversely affected by exercise, particularly a heart condition, or if you have any doubts about your health, please consult your doctor. You will be asked to complete an online medical form before your departure and must keep us advised of any medical conditions that develop after your registration. Failure to disclose the full details of any medical condition, or any changes that may arise prior to departure will invalidate your insurance. If you are over the age of 60 or declare any medical conditions, we may require a medical declaration form to be completed, signed and stamped by your Doctor.

 

(h) You will be responsible for arranging any vaccinations that are required and any associated tests/testing. 

(i) The registration fee does not cover insurance. You must have adequate, valid and appropriate travel insurance which must include emergency medical expenses, air evacuation and repatriation and trip curtailment cover, including COVID-19 related curtailment. 

(j) If while on the Epic Adventure, our doctor/medic or Epic Adventure leader gives you specific safety or medical advice aimed at protecting your welfare, you must abide by this advice.

 

2. REGISTRATION FEE

A registration fee of £150 is included in your first installment when you book this adventure. This fee is non-refundable and non-transferable, unless the trip is cancelled by The Brun Bear Foundation. 

This means if you do not make full payment for the trip in line with the terms set out by The Brun Bear Foundation your booking will be cancelled and your registration will not be refunded. 

Immediately upon registration, we strongly recommend you source adequate, valid and appropriate travel insurance for your adventure which must include emergency medical expenses, air evacuation and repatriation and trip curtailment cover, including COVID-19 related curtailment (see also Section 7. TRAVEL AND MEDICAL INSURANCE) 

3. PAYMENT OPTIONS FOR TOUR FEE

 

As part of the booking process you will be asked to specify and commit at checkout to your preferred method of paying for the Adventure fee. 

 

(a) Payment in full by credit card or debit card or PayPal or any other payment method available through

The Brun Bear Foundation website.

(b) Payment by way of a Payment Plan via credit card or debit card or PayPal or any other payment method available through The Brun Bear Foundation website.

(b1) A Payment Plan allows the applicant to pay for their adventure in flexible monthly installments.

(b2) The length of the payment plan varies according to how far out we are from the Adventure date. Typically if an Adventure is 12 months away, the applicant will be able to pay in 12 equal monthly installments. If an adventure is 11 months away, the applicant will be able to pay in 11 monthly installments and so on. 

(b3) Applicants who opt for a Payment Plan DO NOT pay more than those who opt to pay the full adventure fee on checkout.

(b4) Applicants who opt for a Payment Plan DO NOT pay interest on their monthly installments. 

(b5) The monthly repayment will depend on the length of the plan selected. Monthly instalments will be collected automatically. Please ensure you have enough funds in your account to cover the repayment on your due date. 

(b6) It is the applicant's responsibility to ensure they are fully conversant with the terms and conditions of any Payment Plan entered into. 

 

4. CANCELLATION BY YOU WHERE PAYMENT HAS BEEN MADE IN FULL BY CREDIT CARD OR DEBIT CARD THROUGH THE BRUN BEAR FOUNDATION

 

If it becomes necessary to cancel your Epic Adventure, you may do so by notifying us in writing. Upon receipt and acknowledgement by us of your written advice, cancellation will take effect.

 

(a) If written notice of cancellation is received within 14 days (2 weeks) from the date of registration you will be eligible for a full refund of your tour fee, minus any transaction fees and minus the non-refundable registration fee. 

 

(b) If written notice of cancellation is received more than 14 days (2 weeks) from the date of registration notice we are unable to provide a refund. This means you will be liable for the loss of your registration fee and the full costs of the adventure.

(c) Where written notice of cancellation is received more than 14 days (2 weeks) from the date of registration it is possible for you to sell on or transfer your place to another person subject to the following terms and conditions:  

(c1) The Brun Bear Foundation has received full payment for the trip and you have received written confirmation from The Brun Bear Foundation to this end.

(c2) You are not permitted to advertise your booking at a price different from the amount you’ve paid.

(c2) You are not permitted to sell your booking for a higher amount than you’ve paid.

(c3) If somebody does wish to buy your space you will need to liaise with them directly and email us when you have received the payment from the buyer / concluded the transfer to inform us. 

(c4) Where the original booking was for shared unisex accommodation the booking can only be sold / take up by people of the same gender on the original booking unless a variation has been agreed and confirmed in writing with The Brun Bear Foundation.

(c5) Where the substitute purchaser / those taking up the original booking for shared unisex accommodation are not of the same gender as that set out in the booking and a variation has NOT been agreed and confirmed in writing with The Brun Bear Foundation, the substitute purchaser / those taking up the original booking may need to arrange their own accommodation elsewhere at their own additional cost.  

(c6) We will refer your space/booking to anyone on the waiting list once the trip is full or sold out. 

 

It is a requirement of this Adventure that every participant take out and evidence adequate, valid and appropriate travel insurance which must include emergency medical expenses, air evacuation and repatriation and trip curtailment cover, including COVID-19 related curtailment. 

5. CANCELLATION BY YOU WHERE PAYMENT HAS BEEN MADE VIA A PAYMENT PLAN

 

If it becomes necessary to cancel your Epic Adventure, you may do so by notifying us in writing. Upon receipt and acknowledgement by us of your written advice, cancellation will take effect.

 

(a) If written notice of cancellation is received within 14 days (2 weeks) from the date of registration you will be eligible for a full refund of your tour fee, minus any transaction fees and minus the non-refundable registration fee. 

 

(b) If written notice of cancellation is received more than 14 days (2 weeks) from the date of registration notice we are unable to provide a refund. This means you will be liable for the loss of your registration fee and the full costs of the adventure.

(c) Where written notice of cancellation is received more than 14 days (2 weeks) from the date of registration it is possible for you to sell on or transfer your place to another person subject to the following terms and conditions:  

(c1) The Brun Bear Foundation has received full payment for the trip and you have received written confirmation from The Brun Bear Foundation to this end.

(c2) You are not permitted to advertise your booking at a price different from the amount you’ve paid.

(c3) You are not permitted to sell your booking for a higher amount than you’ve paid.

(c4) If somebody does wish to buy your space you will need to liaise with them directly and email us when you have received the payment from the buyer / concluded the transfer to inform us.

(c5) Where the original booking was for shared unisex accommodation the booking can only be sold / take up by people of the same gender on the original booking unless a variation has been agreed and confirmed in writing with The Brun Bear Foundation.

(c6) Where the substitute purchaser / those taking up the original booking for shared unisex accommodation are not of the same gender as that set out in the booking and a variation has NOT been agreed and confirmed in writing with The Brun Bear Foundation, the substitute purchaser / those taking up the original booking may need to arrange their own accommodation elsewhere at their own additional cost.  

(c7) We will refer your space/booking to anyone on the waiting list once the trip is full or sold out.

 

It is a requirement of this Adventure that every participant take out and evidence adequate, valid and appropriate travel insurance which must include emergency medical expenses, air evacuation and repatriation and trip curtailment cover, including COVID-19 related curtailment. 

 

6. CANCELLATION BY US

 

In the event we have to cancel the Adventure whether as a result of Force Majeure or any other reason that makes it impractical to proceed with the Epic Adventure, we will provide you with a prompt and full refund of all monies that have been paid by you to us and our liability for cancellation will be capped in the amount of all monies paid by you to us. No payments are made compensating for losses or costs you incur in the case of a cancellation. You should have an appropriate insurance policy in place to protect against cancellation.

This should not be confused with instances where, in the reasonable opinion of a member of The Brun Bear Foundation or one of its in-country agents or representatives your continued participation in a particular activity or trip/experience may result in either personal harm to yourself or other participants, or disruption of the activity or trip/experience. (See sections 15, 16 and 17 of these Terms & Conditions).

 

7. TRAVEL AND MEDICAL INSURANCE

 

The registration fee does not cover insurance. You must have adequate, valid and appropriate travel insurance for your Epic Adventure which must include emergency medical expenses, air evacuation and repatriation and trip curtailment cover, including COVID-19 related curtailment. 

It is your responsibility to ensure the details of the insurance policy are provided to us either:

  • at least 8 weeks (56 days) prior to departure or within a week of registering

  • or within a week (7 days) of registering if the Adventure is taking place in less than 8 weeks (56 days)

If you fail to provide the required documentation within the specified timeframe we reserve the right to include you on the group policy and charge you a supplement. Any false or misleading information given by you in respect of your insurance policy which may result in your stated insurance company refusing to cover your costs relating to a claim, will make you fully liable and you will be responsible for covering any cancellation charges borne by the charity.

 

If you withdraw in circumstances where recovery of costs can be indemnified under your travel insurance policy, you hereby agree that you will cooperate in the recovery of these charges from the insurers and any sums recovered will be paid to The Brun Bear Foundation.

8. COVID-19

 

The Brun Bear Foundation requires that every participant take out and evidence adequate, valid and appropriate travel insurance which must include COVID-19 related curtailment. 

 

The Brun Bear Foundation will bear no liability arising from or out of, or in any way linked with COVID-19 related disruption. 

Please notify us immediately if in the lead up to the Adventure: 

 

  • You, or anyone on your booking, tests positive for COVID-19, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for COVID-19 (or where they otherwise suspect they may have COVID-19) and have to self-isolate for a period of time. 

A consequence of such circumstances could be that you/and or others on your booking are no longer able to join the adventure. If this is the case, and where possible and subject to availability, those affected have the right to transfer their place to another person subject to the policy set out in sections 4 and section 5 of these Terms & Conditions.

 

If you choose to cancel your booking in whole or part our response will be in line with our standard cancellation policy as set out in our sections 4 and section 5 of these Terms & Conditions. Terms & Conditions will take effect. 

 

Should you or anyone on your booking contract COVID-19 while on the Adventure please notify us immediately and we will provide as much assistance as is possible, whilst limiting that assistance to non-financial support.

 

The Brun Bear Foundation will not be responsible if you or anyone on your booking: 

 

  • Fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority

  • Fail to show for testing or assessment when requested to do so, and as such are denied boarding, entry to the destination, access to travel services or are otherwise unable to proceed with your adventure, or any part of the adventure, or are required to self-isolate within the destination.

 

You acknowledge that the suppliers providing your holiday will need to comply with national and/or local guidance and requirements relating to COVID-19 and have implemented certain measures as a result. These may include, but not be limited to: personal protective equipment, such as the use of facemasks by staff as well as participants; social distancing; quotas on the use of certain facilities; designated entrance and exit routes; hand sanitisation; entertainment options; food/drink and temperature testing. 

9. ADVENTURE PRICE AND PAYMENT OPTIONS

 

If The Brun Bear Foundation is faced with additional costs associated with the Epic Adventure which have been incurred as a result of circumstances beyond its control (such as cost of fuel, tax, landing fees, accommodation and fluctuations in the exchange rate) we will notify you in writing and seek to agree an appropriate solution. Should there be an increase we are looking to pass on that exceeds 9% over and above what you have already paid, you have the right to cancel your booking if notice is given within one week of being informed.

 

10. ITINERARY CHANGES

 

All of our Epic Adventures are planned months in advance and sometimes changes to the itinerary are required which are beyond both our control and that of the operator we use. Should there be a significant material change prior to departure which is not as a result of a Force Majeure we will notify you as soon as possible.

 

11. FLIGHTS, AIRLINES, TRAVEL ARRANGEMENTS AND DELAYS

 

You must check all information sent to you and make sure you arrive at the airport/point of departure in sufficient time. Airlines sometimes change aircraft and flight times without advance warning and you are asked to check your departure details. Changes made by airlines and to airport destinations do not constitute a material change to your adventure and do not entitle you to cancel.

 

We do not accept liability for any delays in your travel arrangements or reasonable changes in your itinerary as a result of Force Majeure.

 

12. CHANGES BY YOU

 

Some changes may be made by you subject to availability. We will try to accommodate any changes as requested but any charges incurred will be passed directly to you.

 

13. INFORMATION, VISAS AND OTHER REQUIREMENTS

 

Any information or advice provided by The Brun Bear Foundation on matters such as permits, government travel advice or warnings, visa, vaccinations, climate, clothing, baggage and special equipment is given in good faith but without responsibility on the part of The Brun Bear Foundation. You accept responsibility for obtaining all necessary travel information and documentation required for the adventure. We will send you details on visas along with compulsory inoculations, but you should always seek the advice of your doctor. It is your responsibility to ensure these requirements are in place prior to departure and we accept no liability if you are denied entry to any country, port or airport detailed on the itinerary.

 

14. STANDARD AND QUALITY OF ACCOMMODATION AND SERVICES

 

We will be staying in hotels. Rooms are ensuite and subject to availability single options are available. In the exceptional case where our usual accommodation is not available, we will arrange a similar alternative. 

In selecting accommodation we give equal weighting to the following criteria:

  • Value for money

  • Comfort

  • Safety

  • Location

  • Local experience

  • Referrals, ratings/reviews, past experience  

15. ACCEPTANCE OF RISK AND RELEASE

 

(a) You should be aware that this adventure has an element of physical challenge. This may include physical exertion for which you may not be prepared. You may also experience weather extremes and remoteness from normal medical services. You acknowledge that the enjoyment and excitement of participating in a challenge is derived from this inherent risk in travelling and undertaking activities outside of normal safety levels at home. You assume both responsibility for your personal safety and property and also agree not to do anything that puts others or their property at risk. You agree to observe all instructions and rules issued by The Brun Bear Foundation, its agents and suppliers whether before, during or after the challenge. The challenge leader may at any time during the course of the adventure terminate your participation if they consider it necessary for the health and safety of either you or the group.

 

(b) You agree that The Brun Bear Foundation, its Trustees, directors, officers , employees and agents ("Released Parties") are hereby released and forever discharged from any and all liabilities (of any kind or nature whatsoever, whether in law or equity, direct or indirect, joint or several, foreseen or unforeseen, contingent or actual, accrued or unaccrued, liquidated or unliquidated, present or future, known or unknown, disclosed or undisclosed, suspected or unsuspected, however and whenever arising and in whatever capacity and jurisdiction) arising from or out of, or in any way relating to the Epic Adventure. You also agree that you will not bring any legal, arbitral, administrative, regulatory or other action or proceedings against any Released Parties in relation to the Epic Adventure and also agree that if you do take any such proceedings or otherwise assert a claim against the Released Parties damages are not an adequate remedy and, accordingly, that injunctive or other similar relief is appropriate to restrain that breach.

16. LAWS 

You must comply with the laws and regulations of the country visited.

 

17. GOVERNING LAW AND JURISDICTION

 

These Terms and Conditions and the contract of which they form a part as described in paragraph 1(a) above is and all non-contractual obligations and other matters arising from or connected with it are governed by English law. The courts of England have exclusive jurisdiction to settle any dispute arising from or connected with these Terms and Conditions and the contract of which they form a part as described in paragraph 1(a).

 

18. PHOTOGRAPHS

 

By taking part in a Brun Bear Foundation Epic Adventure, you agree that any photographs taken during the event may be used by The Brun Bear Foundation for publicity and marketing purposes.

 

19. CONFIDENTIALITY 

The Brun Bear Foundation will not pass on personal information to any third parties without your consent, unless we are required to do so by law, except as may be required for the purposes of the Epic Adventure.