Payment and cancellation policy - Terms & Conditions

• This policy applies to: 
  • All single-day events taking place from 1 June 2026 onwards 
  • All multi-day trips taking place from 1 September 2026 onwards 
• Bookings for events taking place before these dates remain subject to the policy in place at the time of booking 

11.1. All costs associated with events, including deposits, fees, and additional charges, will be fully disclosed and transparent to attendees prior to booking.
11.2. Adventure Women commits to ensuring there are no hidden fees or undisclosed costs added at any stage of the transaction.
11.3. The integrity of advertised costs is paramount, and prices displayed will reflect the total amount due without any misleading discrepancies.
11.4. Detailed breakdowns of costs, including explanations of what each fee covers, will be provided where appropriate.
11.5. Pricing policies will be consistently applied to all attendees to ensure fairness and transparency.
11.6. Regular reviews of pricing strategies will be conducted to ensure compliance with market standards and legal requirements.
11.7. Adventure Women will provide clear and understandable terms and conditions related to pricing and payments.

2.1. Attendees must fulfil their payment obligations in full by the specified deadlines upon booking an event.
2.2. A clear payment schedule, outlining due dates and amounts, will be provided to all attendees.
2.3. Failure to meet payment deadlines may result in cancellation of the booking and retention of any payments made.
2.4. Adventure Women reserves the right to release reserved spaces if payment obligations are not met in a timely manner.
2.5. Attendees will be informed of acceptable payment methods and any associated processing fees.
2.6. Payment confirmations and receipts will be issued to attendees upon completion of payment.
2.7. Adventure Women will provide assistance for any payment-related queries where possible.
2.8. Payments are non-refundable. Refunds are not guaranteed and will only be considered in line with the Cancellation Policy below.

3.1. Deposits are required to secure attendance and are non-refundable unless your space is successfully filled, in which case a refund may be issued minus a 20% administration fee, in line with the Cancellation Policy.
3.2. The purpose and amount of the deposit will be clearly communicated at the time of booking.
3.3. Deposits will be accounted for in the final event pricing.
3.4. Attendees will be informed of deposit terms prior to payment.
3.5. Deposit policies will be in line with industry standards and legal requirements.
3.6. Adventure Women will ensure that the deposit amount reflects a fair proportion of the total cost.

4.1. Full balance payments for events are required by the specified due dates to maintain reservation status.
4.2. Failure to pay the full balance by the due date will result in:

• cancellation of your booking 
• release and resale of your space 
• retention of your deposit 

4.3. Reminders for balance payments may be sent prior to the due date; however, it remains the attendee’s responsibility to ensure payment is made on time.
4.4. Balance payment terms will be clearly defined in the event terms and conditions.
4.5. Adventure Women will offer multiple payment options where possible.
4.6. Adventure Women is not obligated to extend payment deadlines.
4.7. Non-payment of the balance by the due date will be treated as a cancellation by the attendee at that time.
4.8. If a booking is cancelled due to non-payment, any subsequent resale of the space does not entitle the original booking holder to a refund.

5.1. Adventure Women commits to providing accurate and comprehensive descriptions of all events, including dates, locations, and activities.
5.2. Any changes to event details will be communicated to attendees as soon as possible.
5.3. Adventure Women will ensure that all promotional materials accurately reflect the event offerings.
5.4. Misrepresentation of event details in any form will be avoided to maintain trust and transparency.
5.5. Attendees will be informed of the main attractions and any unique aspects of the event.
5.6. In the case of unavoidable changes in the event lineup or schedule, attendees will be offered appropriate remedies.
5.7. Adventure Women will provide clear information about the level of physical activity and skills required for each event.

6.0. For attendee-initiated cancellations, the Cancellation Policy below applies.

6.0.1. Health and Safety Exclusion
Adventure Women reserves the right to refuse attendance or remove a participant from an event or trip on health and safety grounds (including suspected infectious illness). In these circumstances, payments remain non-refundable unless explicitly stated otherwise within this policy.

6.1. In case of event cancellation by Adventure Women, attendees will be notified promptly and offered a refund or alternative arrangement where appropriate.
6.2. A full refund will be provided if Adventure Women cancels an event, except under specific exceptions outlined in these terms.
6.3. Clear guidelines on how refunds are processed will be provided where applicable.
6.4. In the event of rescheduling by Adventure Women, attendees may be offered a refund where appropriate.
6.5. Adventure Women will provide assistance in mitigating inconvenience where possible.
6.6. In cases of force majeure leading to cancellation, Adventure Women will seek fair solutions for attendees.
6.7. Attendees will be given a reasonable timeframe to respond to notifications of cancellations or rescheduling.

• Refunds are not guaranteed 
• If you cancel more than 7 days before the event: 
  • If your space is filled → a refund may be issued minus a 20% administration fee 
• Within 7 days of the event: 
  • No refunds or changes 

More than 8 weeks before the trip:

• If your space is filled → a refund may be issued minus a 20% administration fee (calculated on the deposit paid) 
• If not filled → your deposit is retained 

Within 8 weeks of the trip:

• Full balance must have been paid 
• If your space is filled → a refund may be issued minus a 20% administration fee (calculated on the total trip cost) 
• If not filled → no refund will be issued 

Within 7 days of the trip:

• No refunds or changes 

• Refunds will only be considered once your space has been successfully filled 
• Adventure Women will make reasonable efforts to refill spaces, but this cannot be guaranteed 
• Administration fees reflect reasonable costs incurred, including time, payment processing and marketing 

7.1. Adventure Women emphasises the importance of punctuality for the smooth operation of events.
7.2. Attendees anticipating late arrival must notify the event host as soon as possible.
7.3. Efforts will be made to accommodate late arrivals, but there is no guarantee that the group will wait.
7.4. No refunds will be issued for parts or entirety of events missed due to lateness.
7.5. Late arrivals may join the event at a subsequent point, subject to feasibility and safety considerations.
7.6. Information may be provided on how to catch up with the group where possible.
7.7. Attendees are encouraged to plan travel accordingly to avoid disruption.

8.1. Adventure Women maintains a female-only participation policy for its events.
8.2. Participants who do not meet this requirement may be asked to leave.
8.3. No refunds will be provided in cases of policy breach.
8.4. This policy will be clearly communicated in event materials.
8.5. Reasonable measures may be taken to verify eligibility where appropriate.
8.6. Any exceptions will be clearly stated in advance.
8.7. Adventure Women is committed to maintaining a safe and supportive environment.

9.1. Any resale of bookings must adhere to Adventure Women policies.
9.2. Security and verification procedures may be used to prevent fraud.
9.3. Attendees should only purchase through authorised channels.
9.4. Resale above original purchase price is prohibited.
9.5. Adventure Women reserves the right to cancel bookings that breach resale terms.
9.6. Suspected fraud should be reported to Adventure Women.
9.7. Adventure Women may cooperate with legal authorities where required.

10.1. Attendees may raise concerns through Adventure Women’s customer service.
10.2. Complaints relating to payments, refunds, or events will be addressed fairly.
10.3. Adventure Women aims to resolve disputes efficiently and reasonably.