Event Booking Terms and Conditions
This page (together with the documents referred to on it) defines the terms and conditions on which we enable you to make a booking for a place on any of our Events listed in our publications, flyers, e-newsletters, social media and on our website. Please read these terms and conditions carefully before booking any of our Events. You should understand that by booking any of our Events, you agree to be bound by these terms and conditions.
Event Bookings are open to Club members only
Please understand that if you refuse to accept these terms and conditions, you will not be able to book any of our Events.
Bookings for Events can be made via our “website” at the following link: https://www.capreolusclub.co.uk/trips-events/
If any issues you may contact our Events Team on +44 (0) 2039810159 or at firstname.lastname@example.org.
For online bookings, please select the Event that you require and click on the “Book” button, following the instructions step by step.
Bookings are to be made by Club members only. Non-club members may attend as guests of a club member, upon prior agreement with the Club management.
Please always check the number of places available for the event, and always advise if you are rifle holder or non-rifle holder, as these places are limited and cannot be guaranteed.
Links to the following event sites will be provided via the Capreolus Club Website:
- Annual Dinner and Socials.
- Stalking Events – Club days
- Club Trips – ‘Overnighters’ or Abroad.
Specific event related conditions apply when booking these events (eg. rifle holder or non-rifle holder) These are available for viewing on the individual events’ details and description.
1. PRICE AND PAYMENT
The price of any of our Events are available on our website. Prices listed are inclusive of VAT (whenever VAT is applicable) at the prevailing rate unless otherwise stated.
Prices are liable to change at any time, but changes will not affect bookings in respect of which we have already sent you a Booking Confirmation, except in cases of obvious error.
You may pay for your booking online by credit and debit card. Credit and debit card payments made online through our website are processed by a secure payment collection service. Our online payment processing is undertaken by Stripe, a leading secure internet payment service provider.
To successfully process your online booking, we will take your name, address and other details and then you will be transferred to a secure page to enter your credit or debit card details and finalise the payment process. Stripe will need to know certain information about you in order to process payment for the booking and you hereby consent to the transfer by us to Stripe such information.
Payment shall be due strictly in accordance with our standard detailed terms upon booking or prior to the commencement of the Event, whichever is sooner.
Please note, we ensure our emails are secure as possible, however, please do not send us payment information using email. Unless we are proven to be fraudulent or negligent, we will not be liable to you for any losses caused as a result of unauthorised access to the personal and transactional information that you provide us when making a booking.
2. SPECIAL OFFERS
We reserve the right, from time to time, to run special promotional offers on events. Special Offers may include, but are not limited to, price promotions. In the event of a Special Offer, additional terms and conditions may apply which will be made available at the time of booking.
3. CONFIRMATION OF BOOKING
After making a booking you will receive an e-mail from us acknowledging that we have received your booking request. Please note, your booking is not confirmed until full payment has been received.
The contract between us (‘Contract’) will only be formed when we send you the Booking Confirmation and receive full payment. Should there be a limited number of places at each Event these will be allocated in order of receipt of bookings.
4. JOINING INSTRUCTIONS
You will receive joining instructions confirming timings and venues Joining instructions including venue details and start times are sent out by email to at least 14 (fourteen) days before the event. If you have not received this one week prior to the event, please contact us. Prior to contacting us, please ensure you have checked your email inbox as well as your spam and junk mail, just in case the joining instructions have been filtered to these inboxes.
5. CODE OF CONDUCT
The Capreolus Club requires all event attendees to abide by a Code of Conduct when attending a Club event. By agreeing to the terms and conditions of booking you are also agreeing to conduct yourself safely, professionally and respectfully in line with the Club's Code of Conduct, as stated in its Terms and Conditions.
6. COURSE/EVENT CONTENT
We reserve the right to make changes to the published programme of an Event (but not the overall content), for example to timings and/or venues due to 'force majeure' and safety reasons. In such cases, you will not be entitled to a refund if you cancel your place.
7. COURSE/EVENT VENUE
Our Events are held at a number of venues throughout the UK. You acknowledge that we may have to change the published venue for the event for reasons beyond our control and in such cases, you will not be entitled to cancel unless the change in venue represents a significant disadvantage to you.
You are liable for any loss or damage which you may cause to our premises or that of the external venue and agree to adhere to all housekeeping rules, procedures and policies (including policies as to behaviour and conduct) that may be in place at any venue from time to time.
If you have a disability or medical condition that requires special arrangements to be made, or specific dietary requirements, please notify us of your requirements when making your booking.
8. Non-UK Members
Capreolus Club welcomes members from overseas and you should ensure that you can comply with all international travel requirements before booking a Club Event.
Please note that Capreolus Club events do not qualify you for a visa or for entry to the UK or other EU countries. Visa information is given on www.ukvisas.gov.uk. If you wish to apply for entry to the UK you should contact your nearest British Mission that offers a visa service. A full list of UK Overseas Missions is given on www.fco.gov.uk.
9. OUR CANCELLATION AND REFUND POLICY
Where a firm booking has been accepted by Capreolus Club and it is subsequently cancelled by the member attending (event booker), the member will be liable for the following charges.
All cancellations must be received in writing via email and followed up if a confirmation was not obtained.
|Number of weeks before Event date that the cancellation is made||Charge to MEMBER|
|Over 6 weeks
|6 – 4 weeks
|4 – 0 weeks
Refunds for additional options such as dinners and guest places when cancelled by the attendee, will be made on a case by case basis.
We reserve the right at any time and without prior warning to change the venue of the Event and/or timings from those described in the programme. We also reserve the right in our absolute discretion, to cancel your booking where we need to do so due to circumstances outside of our control (including, but not limited to, situations where sufficient numbers have not booked for the Event or venue is unavailable. We shall have no liability for losses or costs which you may incur due to such cancellation but we shall refund your booking payment (in full as soon as possible) or offer you an alternative Event if one is available. You have the choice of accepting the refund, a credit note or attending the alternative Event.
Any refund will be made by direct bank transfer to a bank account that you elect and processed within 14 days.
In the event that a member wishes to transfer his booking to another Event, a 10% administration fee will be charged if the transfer is requested between three to five weeks of the original Event date. For transfer requests made three weeks or less prior to the Event date, no refund can be made. Transfers can be made to any event within a 6 month period.
Where a deposit payment is made, the balance will be due and must be paid 8 weeks before departure. Thereafter the usual cancellation periods will apply.
10. RIGHTS IN MATERIALS
All copyright and other rights (including all intellectual property rights) in materials provided to you during or for the purposes of any of our Events are the property of the Capreolus Club. You are entitled to use such materials only for your own personal use. You are not entitled to keep such materials (except as permitted by law and agreed by the club) nor are you entitled to use or authorise others to use such materials for any commercial purposes.
We often take photographs at events for marketing purposes. By attending an event, you are giving us permission to use images in which you may be present. In addition, these images may be shared and stored on third-party platforms. Should you not wish to appear in any images, please notify the Club representative at the event.
12. OUR LIABILITY
Event attendees shall be required to keep their personal belongings with them at all times and we accept no liability for damage to, or loss of, personal belongings. We do not accept any responsibility for any loss (including, without limitation, theft) of any property occasioned on our premises or at external venues save for any damage caused by our negligence in which circumstances our liability shall be limited to the amount of our insurance for such losses.
We will not be responsible to you or any third party for any business loss (including loss of revenue, profits, contracts, anticipated savings, wasted expenditure, data or goodwill) or any other loss or damage which does not result directly from our actions.
Nothing in these online event booking terms and conditions excludes our liability to you for personal injury or death caused by our negligence.
13. EVENTS OUTSIDE OUR CONTROL
The Capreolus Club shall not be liable for the delay or cancellation of an event, if the delay or cancellation is caused by circumstances or events outside our reasonable control. A Force Majeure Event includes any act, event, non-happening, omission or accident beyond our reasonable control and includes (without limitation) the following:
- Strikes, or industrial action
- Riot, terrorist attack or threat of terrorist attack, war
- Fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster
- Impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport
- Impossibility of the use of public or private telecommunications networks
- The acts, legislation, regulations or restrictions of any government;
Our performance under any Contract is deemed to be suspended for the period that the Force Majeure Event continues. We will use our reasonable endeavours to bring the Force Majeure Event to a close or to find a solution by which our obligations under the Contract may be performed despite the Force Majeure Event.
14. WRITTEN COMMUNICATIONS
We will contact you by e-mail or provide you with information by posting notices on our website. For contractual purposes, you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in writing. This condition does not affect your statutory rights.
15. EVENT PROVIDERS
Capreolus Club sometimes uses third party providers to deliver its Events. They are professionals within their fields and have been vetted by Capreolus Club.
16. DATA PROTECTION POLICY
The personal data that we collect from you and hold is important to us and is handled in accordance with our Privacy Statement. We are committed to ensuring that your privacy is protected. Where we ask you to provide information by which you can be identified you can be assured that it will only be used in accordance with this Privacy Statement.
We may use photographs taken at Events in publicity and marketing materials, including use on our website. Your attendance at an Event may mean that you are featured in such photographs and you are deemed not to object to the taking of such photographs as detailed above. If you do not wish to be included in any photograph, please notify the Club representative at the relevant Event prior to the photographs being taken.
18. OUR RIGHT TO VARY THESE TERMS AND CONDITIONS
We have the right to revise and amend these terms and conditions from time to time to reflect changes in technology, changes in payment methods, changes in relevant laws and regulatory requirements and changes in our system's capabilities.
If any issues you may contact our Events Team on
+44 (0)20 3981 0159 or at email@example.com.