Booking Terms and Conditions

Booking Terms and Conditions

(1) The course fee

The course fee includes all tuition, accommodation and meals.

(2) Payment

To book your place full payment is required, an initial deposit can be placed on negotiation with the bookings administrator in which case payment in full will be required 2 weeks before the programme commencement.

(3) Cancellation

If you wish to cancel more than 2 weeks before the start of the programme 75% of your fee will be refunded (if you have only made a partial payment then equivalent of 25% of the full fee will be retained). Later cancellations will incur the whole fee. If the finances of the programme allows we are happy to transfer your place to another date on just one occasion.

(4) Travel

Any travel, or other arrangements, made for your participation on the course are entirely made at your own risk.

(5) Fees

You are responsible for transfer fees and bank administration fees. Please check the amount of these fees with your bank at the point of transfer and add any transfer fees that might be incurred with your payment.

(6) Course Cancellations

Course cancellations are rare, but if Embercombe has to cancel a course, all fees paid will be refunded (unless you choose to accept any substitute we may offer), but no liability can be accepted for any consequential losses you might incur.

(7) Insurance

You are advised to insure yourself against any losses due to either you having to cancel your place, or the course being cancelled.

(8) Changes to programme

Embercombe reserves the right to make changes to the advertised facilitators and programme as necessary.

(9) Dietary requirements

Unless we have been notified explicitly of any dietary, or other requirements at the time of booking and have agreed to them, we cannot guarantee that they will be met.

(10) Application

Embercombe reserves the right to reject an application without explanation.

(11) Attendance

Embercombe reserves the right to require a participant to leave during a course if her, or his, continuing attendance is not in the best interests of the other participants or the community.

(12) Immigration

UK Immigration Law – On the 1st April 2009 changes to the UK’s Immigration Law came into effect. The changes affect people from outside the European Economic Area and Switzerland entering the UK to study. Please ensure that you have a legitimate right of entry into the UK.

(13) Bursary Places

Awarded busary places are limited. They are offered to make it possible for those on a very low to no income to attend. To apply please fill in the bursary application form. If these places are all filled please contact the office for further details.

(14) Privacy

We respect your privacy. We will only collect, store and use your personal information for defined purposes. We use your information to support and enhance our relationship with you, to process your booking, provide services and support, and share workshop, product, service, news and offerings with you. We do not, and will not sell your personal information.

You may ask at any time to see the personal data you have given us and request correction or deletion. We strive to protect the security of your personal data by use of appropriate measures and processes.

Our privacy policy may change at any time in the future. You agree to revisit it regularly and your continued access to or use of this Site will mean that you agree to the changes.

By registering for one of our programmes you agree to our privacy policy. To find out more please read our privacy policy here.

(15)   Venue Hire Policy

Deposit and final payment.

Unless otherwise specified on your booking form, a 25% deposit is required upon booking. The balance shall be invoiced for as soon as the programme commences and requires payment within 30 days of receipt.


Venue hire bookings are made on the basis of minimum numbers attending the programme, should your numbers drop below this you will be charged for your minimum numbers as stated on the form at the time of booking.

Should you wish to cancel an entire programme, the person who is named on the booking form must inform Embercombe in writing immediately. Monies already paid to Embercombe will only be refunded in the case of programmes being cancelled no later than 9 weeks before the date of arrival. Should the programme be resold and in all cases a cancellation fee of £200 will be retained by Embercombe. All costs relating to programmes cancelled within the period 9 weeks before the date of arrival remain payable in full notwithstanding notification of cancellation.

In relation to programmes cancelled no later than 9 weeks before the date of arrival, Embercombe will use its best endeavours to resell any cancelled programme at full price. However, should Embercombe deem a discount necessary to facilitate such a sale, the difference between the full price and the discounted price will be deducted from the amount of monies already paid to Embercombe as a deposit or otherwise. Embercombe will aim to minimise any such discounts on a resale but shall at its sole discretion decide whether to offer one and the appropriate amount with a view to minimising its own losses due to the cancellation

Cancellation by us.

In the extreme case that we must cancel your programme a full refund of all payments made to Embercombe will be made. Embercombe liability will be limited to the total of such payments.

Under 18’s.

Embercombe will not accept participants or guests under the age of 18 years unless a guardian accepting full responsibility accompanies them to all activities arranged as part of the programme. Parents/Guardians leaving their children unattended do so at their own risk.


In the unlikely event that you have reason to complain please immediately notify us and we will make all attempts to assist. If you are still not satisfied on your return home, you must write to us with full details of your complaint within 28 days of the end of your programme.


All transport to and from the activities arranged by Embercombe is the guest’s responsibility and we cannot accept responsibility for injury or damage whilst travelling or accept responsibility for any delay for activities due to break down. All attempts will be made to assist in rectifying any problems in this regard.


When you book a programme with Embercombe you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be made at the time to us or to any third party concerned. We expect all participants to have consideration for other people. We reserve the right to terminate the programme without notice if any person’s behaviour is considered to cause danger to others. Embercombe cannot accept liability for any damage or injury to persons or property whilst on a programme with us.

Care of your accommodation.

Participants shall take all reasonable and proper care of the property and its furniture, fittings and effects in or on the property and leave them in the same state of repair and condition at the end of the programme as they find them on their arrival. Any damage will be charged to participants at a reasonable rate and payment shall be made in full prior to departure.

Health and safety.

Please notify us of any health problems of any members of your party. We do not want to arrange unsuitable activities. Embercombe does not accept responsibility for any death, injury, loss or damage that occurs whilst activities arranged by us are carried out or whilst at Embercombe. It is the responsibility of parents/guardians to supervise their young children and those children who cannot yet swim.


The activities requested by groups may become unavailable during your programme for reasons beyond the control of Embercombe. In such circumstances Embercombe will use best endeavours to make alternative activity arrangements.

Terms and conditions.

The terms and conditions on the Embercombe website at the time of your programme will be those that apply to your programme and you agree to be bound by them.

Applicable law.

English law shall govern the terms of this agreement and the jurisdiction of the English courts will apply to any dispute hereunder.