We accept bookings subject to agreement of the terms and conditions outlined below - our “Terms & Conditions”.

IN THESE TERMS & CONDITIONS REFERENCES TO:

“Large Outdoors” and “we” and “us” and “our” refer to Large Outdoors Limited (company no. 06959017), whose registered office is at Unit 1c, Park Farm Courtyard, Easthorpe, Malton, YO17 6QX;

"you" and “your" and “yourself” and “Primary Booker” and “Third Party Payer” refer to the person/company/charity/organisation/group making and financially responsible for a booking - which includes any person to whom a booking is transferred;

a “booking” or “order” (or “day experience”, or ‘multi-day experience”, “Hire a Guide service” or “Tailored Trip service”, as we refer to bookings in a marketing context) refer to the service, supply, event or trip - and the itinerary and activities offered therein - sold by or provided by Large Outdoors;

“booking form” refer to the document provided to you in writing from Large Outdoors for bookings not made online via our website or via a third party website (e.g. Hire a Guide or Tailored Trip bookings);

“booking’s start date” refer to the date that the service, supply, event or trip - and the itinerary and activities offered therein - starts;

“in writing” refer to email correspondence sent to/from hello@largeoutdoors.com;

“day experience” refer to a booking that takes place within one 24 hour period;

“multi-day experience” refer to a booking that takes place across a period greater than 24 hours, e.g. bookings including an overnight stay(s) or a series of consecutive day walks/events/activities;

“participant” and “participants” and “they” refer to all persons named on or taking part in the booking (including anyone who is added or transferred in at a later date) or any of them, as the context requires.

“force majeure” refer to any extreme or unforeseeable event beyond our or our suppliers’ control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include, but are not limited to (whether actual or threatened): warfare and acts of terrorism; civil strife; significant risks to human health; natural disasters such as floods, earthquakes or weather conditions which make it impossible for us to travel safely to the booking’s destination or remain at the destination; the act of any government or other national or local authority industrial dispute; epidemic or pandemic and its impact (including but not limited to the ongoing effects of the COVID-19 pandemic); labour strikes; natural or nuclear disaster; fire; chemical or biological disaster.

Large Outdoors is limiting liability in cases of death or personal injury caused by our negligence, or cases otherwise not permitted by law.

No employee or staff member of Large Outdoors, other than the CEO/Director, has the authority to omit or amend any of these terms.

If you wish to, you may contact us by email for any of the reasons mentioned in these Terms & Conditions, providing you do so in writing to hello@largeoutdoors.com.

These Terms & Conditions apply from 26/06/2024.

MAKING A BOOKING

A booking or order, and therefore a binding contract in respect of these Terms & Conditions, is made with us when:

you pay us a Deposit or Full Amount in reference to a provisional/available booking and we confirm this booking to you, in writing; or

you accept, in writing, a booking form/quote/pro forma invoice sent to you, in writing, from us in reference to a provisional/available booking.

And on the proviso that:

each participant will be asked to accept and sign our Acknowledgment of Risk document (please see relevant section below) on or before a booking’s start date.

In addition, you accept any booking-specific Additional or Amended Terms & Conditions, provided in writing by us, by way of making a booking which these additional terms relate to.

The person who makes the booking (Primary Booker or Third Party Payer) must be at least 18 years of age when the booking is made and is responsible for making all payments due to us. This individual must be authorised to make the booking on the basis of these booking conditions by all participants on the booking and by their parent/guardian for all participants aged under 18 when the booking is made. By making the booking request, the Primary Booker or Third Party Payer confirms that they are authorised.

Once we receive the payment due (Deposit or Full Amount) at the time of booking and issue our confirmation in writing (via our online booking system or Booking Form) to the Primary Booker or Third Party Payer, the contract between us will become binding and covers every participant. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 10 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you may be required to meet any costs involved in doing so.

Participants of group bookings must accept and acknowledge: that all payment obligations shall exist between us and the Primary Booker/Third Party Payer only; that all information in relation to the booking is sent in writing to the Primary Booker only and this person is responsible for forwarding this, to ensure each participant also receives all relevant information.

If participant numbers go over 50 in the case of our Hire a Guide or Tailored Trip services: then an additional member of Large Outdoors staff is required to oversee the booking and act as an Event Manager for the duration - applicable costs will be outlined on your Booking Form.

PRIVACY POLICY

In order to process your booking and to ensure that it runs safely, smoothly and meets participants’ requirements, we may need to pass on the information and personal data participants provide to relevant third-party suppliers (e.g. activity leaders; accommodation, transport, or catering providers; etc.) that we work with or subcontract to fulfil your booking. This may include, but is not limited to: name, contact details, assistance needs and dietary requirements. Except in the case of an emergency, we will NOT pass on medical details participants have disclosed to us - it is their responsibility to ensure they inform any third-party (e.g. activity or catering provider, etc.) of such details.

Each registration to create a profile on our website is for a single user only. We do not permit you to share your username and password with any other person nor with multiple users on a network. Responsibility for the security of any passwords issued rests with you.

Please see our Privacy Policy for full details.

COSTS, DEPOSITS AND PAYMENTS

Costs (i.e. the Full Amount payable) will be outlined on our website or via your Booking Form.

Participants are responsible for the following costs: personal equipment, tips/gratuities, entrance/admission fees, parking fees, food and drink, personal spending money, transport and activities unless otherwise stated in the ‘What’s Included’ section of information relevant to that booking. Participants are responsible for making advance reservations and/or selections for such inclusions where required.

The option to pay a Deposit is usually available for Multi-Day Experience bookings costing over £200 made 12 weeks (84 days) or more prior to a booking’s start date. A Deposit is usually 20% of the total cost. This is non-refundable, except in cases of cancellation or major change by Large Outdoors, as set out in the CANCELLATION OR AMENDMENT BY LARGE OUTDOORS section below.

Once a Deposit has been paid, the remaining balance - i.e. the Full Amount minus the Deposit paid - is due no later than 10 weeks (70 days) before the booking start date. Before/when the balance is due we will aim to email you a reminder. If you fail to pay the balance by this deadline Large Outdoors is entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep the Deposit you have paid.

For Hire a Guide or Tailored Trip bookings our deposit policy and amount required may vary to reflect these bespoke services and/or any non-refundable/amendable payments made by Large Outdoors to other suppliers. Any variations will be outlined on your Booking Form.

Costs are related to a Tour Operators Margin Scheme supply. As a result, you will not be able to recover any VAT. All payments are taken in local currency GBP.

There is no right to discount and/or refund for curtailment and/or unused services should any participant choose not to partake in any (i.e. a ‘no-show’ - see below for separate terms relating to Cancelling/Moving/Transferring a booking) or all activities and/or choose to join late or leave early.

CANCELLING / MOVING / TRANSFERRING YOUR BOOKING

CANCELLATION BY YOU

Cooling off period: Any booking made benefits from a 24 hour cooling off period, as long as the booking’s start date is not within this period. You can cancel without penalty for 24 hours and receive a refund* of the amount you have paid to Large Outdoors.

If you wish to CANCEL or MOVE your booking with Large Outdoors, within the timeframes shown below, or must pay the associated cancellation charges:

CANCELLATION - will only be accepted via submission of an online Cancellation/Move Form (submitted forms are date/time stamped to prove Large Outdoors’ receipt time and will be processed within Large Outdoors office hours).
If you have paid Large Outdoors more than the cancellation charge due, you can request the value of the difference in the form of a:

• Credit Voucher**; or

• refund***

MOVE - will only be accepted with over 10 weeks (71+ days) before Multi-Day Experience or 6 weeks (43+ days) before Day Experience booking’s start dates, via submission of an online Cancellation/Move Form (submitted forms are date/time stamped to prove Large Outdoors’ receipt time and will be processed within Large Outdoors office hours).

You can Move your booking:

• to the same experience on an earlier/later start date; or

• to a different experience (on an earlier/later start date); or

• by splitting the credit and creating multiple bookings, for multiple experiences

You will be required to pay the difference in price if your new booking(s) is more expensive. No credit or refund is available if you Move to a less expensive booking(s). You can move your original booking a maximum of 2 times.

You can request to CANCEL or MOVE your booking via the Amend Your Booking webpage.

TRANSFER - you can Transfer your booking to a new Primary Booker and/or make a change to the participant(s). This can be done up to 7 days before the booking’s start date.

Transfers will only be accepted via completion and submission of an online Transfer Form (submitted forms are date/time stamped to prove receipt time and will be processed within Large Outdoors office hours). Booking Transfers must be carried out on a like-for-like basis, e.g. room type. We can not guarantee changes to any pre-selected activities, options or menus.

CANCELLATION OR AMENDMENT BY LARGE OUTDOORS

We reserve the right to cancel your booking in line with our Snow & Extreme Weather Policy (outlined below) - you will be offered the chance to:

• move your booking to the same experience on any available subsequent start date; or

• receive a Credit Voucher** equal to the value of your booking

We also reserve the right to cancel your booking for any alternative reason (including if the minimum number of participants required to viably run an experience is not achieved). If we do this, or a Major Change (as covered by the Alternatives & Amendments Policy below) is necessary, which you do not accept - you will be offered the chance to:

• book the same experience on a subsequent start date; or

• receive a Credit Voucher** equal to the value of your booking; or

• receive a refund***

SNOW & EXTREME WEATHER POLICY

Large Outdoors reserves the right to cancel a booking due to the presence or forecast of snow and/or extreme weather (including but not limited to: snow, ice, high/gale force winds, flooding and lightening).

In the case of snow and/or extreme weather being forecast, Large Outdoors will always endeavour to go ahead with a booking as long as we deem it safe to do so, although we may make changes (as covered by the Alternatives & Amendments Policy below) to suit the weather and ground conditions.

ALTERNATIVES & AMENDMENTS POLICY

Large Outdoors reserves the right to provide alternative itineraries, activities (including changes to planned/advertised walk routes) and/or timings. These may be necessary due to the nature of and risks associated with your booking; to ensure the health and safety of participants and/or Large Outdoors staff; unavoidable delays; unforeseen or extraordinary circumstances. The outline itineraries and activities provided/advertised must be taken as an indication of participants’ probable accomplishments and experiences, but not as a contractual obligation on our part. No compensation is payable for comparable or insignificant alternatives amendments.

Wherever possible, any Major Change (a change to the booking start/finish date(s) and/or destination and/or accommodation location) will be communicated in writing at the earliest possible opportunity. Where a Major Change is necessary, you will be offered the chance to:

• accept the change; or

• receive a Credit Voucher* equal to the value of your booking; or

• receive a refund***

In any case of cancellation of your booking by Large Outdoors, we will have no further or other liability to you or any participants, including in respect of compensation or any costs or expenses you/participants incur or have incurred in connection with your Large Outdoors booking (e.g. flight payments, travel insurance, equipment purchases, visas, etc. - please see LIABILITY AND INSURANCE below).

Without limitation, you/participants will not be entitled to a full refund and cancellation charges are likely to apply where such circumstances affect your/participants' ability to travel to or partake in bookings, rather than our ability to perform the contracted arrangements (please see LIABILITY AND INSURANCE below).

* For some Hire a Guide, Tailored Trip, or other bespoke services, our cancellation policy may vary to reflect any non-refundable/amendable payments made by Large Outdoors to other suppliers. Any Additional or Amended Terms & Conditions will be outlined on your Booking Form.

** Credit Vouchers are valid for 1 calendar year from date of issue. Credit Vouchers will exclude the value of any optional extras, goods or services that have already been supplied, and/or exclude the value of any promotional codes or discounts applied.

*** Refunds are only applicable to payments made by credit/debit card or BACS transfer - with refund via original payment method. Bookings made using a Credit Voucher, Gift Voucher or any other type of Large Outdoors voucher as full or part payment method are eligible for a refund in the form of a Credit Voucher, valid for 1 calendar year from date of issue. Refunds and Credit Vouchers exclude the value of any optional extras, goods or services that have already been supplied, and/or exclude the value of any promotional codes or discounts applied.

Please note: when setting our cancellation charges, we have taken into account the possible cost savings and income generation from other bookings which may be able to utilise cancelled services - to the extent this is likely to be achievable considering relevant timescales - and believe these charges to be a genuine estimate of our direct loss.

LIABILITY AND INSURANCE

Large Outdoors will not accept liability for personal injury, illness or death; loss or damage of property and personal equipment; or consequential losses or claims sustained by participants. We strongly recommend participants take out appropriate insurance to cover the duration of any booking - at a minimum, covering cancellation and curtailment (by your and/or us), medical and emergency expenses (including repatriation), personal accident, injury and death - including the itinerary and activities undertaken, as well as personal travel and baggage transfers to/from the meeting or departure point (including missed departures for bookings which include transport of any kind).

Large Outdoors is limiting liability in cases of death or personal injury caused by our negligence, or cases otherwise not permitted by law.

In the event of an emergency medical rescue and/or repatriation by whatever means, the responsibility of such costs must be borne by the participant.

Participants are liable for any loss or damages occasioned to property or equipment provided as part of the booking, as a result of vandalism or negligence.

We will not be liable for your actions or your safety for any independent travel you undertake before, during (if you choose to leave before the finish time and/or use any means of travel not provided or booked by us) or after your booking.

If your booking has to be cancelled, interrupted, or curtailed due to force majeure events or circumstances, Large Outdoors shall not be liable to make good any loss incurred.

ACKNOWLEDGEMENT OF RISK AND APPROPRIATE FITNESS / EQUIPMENT

All participants will be asked to provide Medical Details and to accept and sign our current Acknowledgment of Risk Form. If a participant refuses to provide a signed Acknowledgment of Risk Form before a booking’s start date, we reserve the right to refuse participation.

If, in the opinion of the Large Outdoors staff member leading your booking, a participant’s fitness (including following an injury, accident or illness during the booking, even if you have been cleared by a medical professional to continue), health, behaviour or equipment may compromise safety or increase the risks associated with your booking, we reserve the right to cancel or terminate your booking. In these circumstances, you/the participant will not be entitled to a refund nor compensation.

We provide details of expected fitness levels, plus compulsory and recommended equipment Kit Lists via our website, but please contact us in advance if participants are in any doubt or have questions in relation to this. You can update Medical Details online up to 7 days in advance by completing this form, or in person with your Large Outdoors host/guide on your booking’s start date.

DISABILITIES, MEDICAL REQUIREMENTS AND ADDITIONAL NEEDS / ASSISTANCE

Our bookings are open to participants of all backgrounds and we will do our best to advise on suitability based on individual abilities and requirements. If a participant has any disability, medical requirements, additional needs or assistance requirements (including accompaniment by a carer or an assistance animal) you must provide us with these details before we confirm your booking. This is because these factors may have health or safety implications, or increase the risk associated with booking activities. Such information will be dealt with in a confidential manner - please see our Privacy Policy.

Where a participant’s involvement needs specific medical, social or cultural assistance, we may request that they travel with a suitable companion and there may be a cost associated with this.

If we feel unable to properly accommodate the particular requirements of the participant concerned, we will not confirm your booking or, if details were not provided before confirmation of your booking, we reserve the right to cancel your booking. In these circumstances, you will not be entitled to a refund nor compensation. Large Outdoors cannot be held responsible for any implications or costs arising from non disclosure.

AGE RESTRICTIONS

Participants under 18 years of age are only permitted to join a booking which does not include accommodation/overnight stays (unless booking a Tailored Trip). Participants under 18 years of age are allowed on certain bookings - age restrictions are outlined in the blue section at the top of each experience webpage and applied for safety reasons. Where allowed to join a booking, participants under 18 years of age must be accompanied by a parent or guardian who is at least 18 years of age throughout the itinerary and activities. If you are acting as a parent or guardian on behalf of a participant under 18 years of age, you accept these terms and conditions on their behalf and are ultimately responsible for them.

ACCURACY OF INFORMATION & PRICING

We endeavour to ensure the accuracy of information and prices on our website and within our printed and digital marketing materials; however, the information and prices shown may have changed by the time you come to make your booking or, regrettably, an error may have occurred. We reserve the right to correct information and prices in such circumstances. Therefore, please ensure you check all details with us at the time you make a booking and advise us immediately if any booking confirmation or relevant information you receive from us appears to be incorrect or incomplete. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 10 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you may be required to meet any costs involved in doing so.

Any discount or refund offered will only be valid if offered in writing and is subject to approval by the CEO/Director.

Booking descriptions and prices on our website supersede details published in any printed or digital marketing materials.

Any information provided by us on such matters of climate; weather conditions; clothing, baggage and equipment choice, is given in good faith but without responsibility for accuracy on our part.

MEDIA CONSENT

Participants in Large Outdoors bookings may feature (and be individually recognisable) in photography, video or alternative media produced during the booking’s duration. Such media may include a participant’s image and/or written or audio testimonial, which may be processed (in line with Large Outdoors' legitimate interest) or used in promotional and/or marketing material connected with, or relative to, Large Outdoors. This may include, but is not limited to: use on our website, or third-party websites which feature our services or offers; on our social media platforms; and in printed or digital materials, e.g. brochures, leaflets, blogs and magazine articles. We will retain all rights, title and interest, including but not limited to any royalties, proceeds, or other benefits derived from such media.

ACCOMMODATION

The availability or provision of accommodation included in a booking is subject to the 'house rules' of the accommodation or site. Accommodation is usually provided in twin or double rooms, or multi occupancy dormitories. Where possible, we will try to accommodate participants’ preference of room type. Where possible, we will try to accommodate participants’ preferences for single sex dormitories.

COMPLAINTS

We do our very best to ensure that your booking goes according to plan and that we meet all participants’ expectations of Large Outdoors. However, if a participant has a complaint arising, please let us know immediately. If a problem arises before a booking start date, please contact Large Outdoors by telephone or in writing (via hello@largeoutdoors.com). If a problem arises as part of a booking’s itinerary and activities, it is essential that the participant advises a Large Outdoors staff member in attendance, so that an on-the-spot investigation can be made if necessary, and remedial action taken if required. 

If a participant feels that their complaint has not been resolved by following this procedure, they should advise us in writing within 28 days, supplying all relevant information. Such correspondence will be given prompt attention and we will reply within 28 days.

In no circumstances will any responsibility on our part be accepted if a complaint was initially raised after the related booking had ended, as we would have been deprived of the opportunity to investigate the matter and hopefully rectify any problem.

PARTICIPANT RESPONSIBILITY AND CONDUCT

Large Outdoors is inclusive and all our staff/volunteer team members and participants should treat each other with respect. We do not tolerate comments or behaviour from our staff, suppliers, participants or the public that are racist, homophobic, transphobic, sexist, ableist, or ageist. We do not tolerate harassment, victimisation, discrimination or bullying.

We expect all participants to have consideration for other people (our staff, suppliers, other participants and the general public). If in our reasonable opinion or in the reasonable opinion of any other person in authority, participant(s) behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the booking of the participant(s) concerned. In this situation, the participant(s) concerned will be required to cease all use of the booking’s services, including leaving any accommodation. We will have no further responsibility toward such participant(s), including any return travel arrangements. No refunds will be made and we will not pay any expenses, costs or loss incurred as a result of the termination. In these circumstances, the Primary Booker / Third Party Payer will not be entitled to a refund nor compensation.

LAW AND JURISDICTION

You agree that the contract that you have with Large Outdoors as well as any disputes or claims arising out of or in connection with its subject matter are governed by and construed in accordance with the law of England. You further irrevocably agree that the courts of England have exclusive jurisdiction to hear and/or settle any dispute or claim that arises out of or in connection with your booking with Large Outdoors.