terms & conditions

Terms & Conditions

Please read the full terms below for more information and for other important rights and obligations.

1. Our details

Your booking is with Impact Marathon Series Ltd with registered number 9561970 and registered address at 74 High Street, Fishguard, Pembrokeshire, SA65 9AU (“we”, “us”, the “Company” or “our”).

2. Your event booking

A booking will exist as soon as we issue our booking confirmation email (the “Booking Confirmation”). This booking is made on the terms of these booking conditions. The person making the booking (the “lead name”) must be 18 years old or over and when you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions.

If the lead name is under the age of 18 years at the time of booking, they must send authorisation by their legal guardian or parent (written or electronic where appropriate). The legal guardian or parent will be bound by these Terms and Conditions and will be responsible both for the acceptance of the risks and liabilities set out herein on behalf of the lead name and for the compliance of the applicant with these Terms and Conditions until the lead name reaches 18 years of age, after which if the booker continues with the Event then the lead name will be deemed to have accepted and shall be bound by these Terms and Conditions.

We will endeavour to confirm or decline your booking for an Event within 14 working days of the receipt of your completed booking form and deposit payment. If for any reason we cannot accepted you onto your requested Event, then we will offer you an alternative or immediately refund the deposit that you have paid. You may, at your discretion, refuse any offered alternative and in this event we shall immediately refund the deposit that you have paid. If we are able to offer you a suitable Event then we shall send you a Booking Confirmation via email together with an invoice for the Final Payment.

Whether you book alone or as a group, we will only deal with the lead name in all subsequent correspondence, including changes, amendments and cancellations. The lead name is responsible for ensuring the accuracy of the personal details or any other information supplied in respect of yourself and any other person travelling on the booking and for passing on any information regarding the booking or any changes made in relation thereto, to all persons travelling on such booking, including but not limited to information on schedule changes or copies of booking confirmations.

When you receive the Booking Confirmation and your travel documents please check the details carefully and inform us immediately if anything is incorrect. Names on travel documents must exactly match those in your passports. Unless we are responsible for the mistake, we will not accept liability if an airline or other supplier refuses boarding because the name(s) shown in your passport differ from those on your ticket. If there is an obvious error on the Booking Confirmation, we reserve the right to correct it as soon as we become aware of it, but will do this within 7 days of issuing the Booking Confirmation or, if your departure is within 7 days, no later than 24 hours before you go. Travel documents will be sent or emailed to you (to the address given to us by the lead name at the time of booking) approximately 2-3 weeks before your departure and will not be issued unless payment of the due balance has been received.

We may not be able to confirm some of our ground arrangements straight away (e.g. bespoke accommodation, events etc.). In these instances, we may issue a Booking Confirmation. However, a contract for arrangements that have not been confirmed on that Booking Confirmation will only be made when we have sent you written confirmation that those additional arrangements have been completed. If there is any change to any of the details discussed at the time of booking, before the Booking Confirmation is issued, we will notify you promptly of any new or changed details, including a change to the total price (if any). If any detail on the Booking Confirmation is not correct tell us or your travel organiser immediately.

All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen event as described in the Event notes applicable to your relevant event (the “Event Notes”). By booking an Impact Marathon event you acknowledge that this is an active event which may test your physical ability and may consist of strenuous and demanding activities. You are therefore responsible for ensuring you are aware of the nature of the associated activities and physical requirements before you book.

By confirming your booking, you acknowledge that you have the appropriate levels of ability, fitness and good health to safely participate in all aspects of the event itinerary. Your personal safety is of paramount importance to us and therefore it is imperative that you advise us at the time of booking of any condition, medical or otherwise, that might affect your or other people’s enjoyment of the Event. This should include, but not be limited to, any special dietary requirements (including, for example, allergies) and any reduced mobility affecting you or members of your booking.

If necessary for the activities included in the event itinerary, we may request that you shall undergo a full health check and produce a medical certificate in respect of such health check no later than 8 weeks prior to your Event’s scheduled start-date.

If you are booking an Event where you will be working with children or other vulnerable persons then your Event shall be subject to acceptable references and/or a police check through an umbrella organisation registered to, and authorised by, the Disclosure and Barring Service (DBS).

Please contact us by email at [email protected] to discuss any such requirements.

It is a condition of your booking that you and all members of your party provide certain information that may be sent to governmental authorities and border control and security agencies for the purpose of security and counter terrorism. This is known as Passenger Name Records (PNR) or Advanced Passenger Information, sometimes known as APIS. For the United Kingdom, it may be referred to as ‘E-Borders’. The information you must provide will include, but not be limited to, full name – as shown in your passport or travel document, gender, date of birth, travel document type, number, country of issue and expiry date, and for travel to the U.S., your country of residence and the address for your first night’s stay. You must provide this information to the airline between 6 months and 24 hours before departure.

All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time. In the unlikely event of an administrative error leading to an incorrect price being displayed, we reserve the right to correct it (including after a booking has been confirmed). Offers are not combinable unless expressly stated and may be withdrawn at any time. All quotations are provisional until confirmed in writing on your Booking Confirmation. Before you make a booking, we will give you the up-to-date price of your chosen event including the cost of any supplements, upgrades or additional facilities which you have requested.

When the price per person is dependent on the number of people in the accommodation and the number of people changes, the price will be recalculated based on the new party size. Any increase in price payable is not a cancellation charge. A separate cancellation charge will be levied in respect of bookings cancelled. A new Booking Confirmation will be issued as appropriate on which the cancellation charge will be shown.

In some cases, Impact Marathon may require particular clients to purchase a single supplement in order to travel. If this applies, you will be advised of this during the booking process.

Dates and itineraries shown for events departing after 1 January 2022 are indicative only and subject to change.

3. Paying for Your Event

When you make your booking, you must pay the non-refundable deposit as stated with the submission of your booking form (generally this is at least 10% per person of the price of your selected travel itinerary or a minimum £500 per person or equivalent).

There is the option to pay for your booking via monthly instalments, which like the initial deposit will be non-refundable.

The balance of the price of your Event (calculated after the deduction of your deposit and any instalment payments) must be paid at least 90 days before your Event start date.

In certain cases, we may request full payment more than 90 days before departure where, for example, overseas suppliers require full payment on booking. If the deposit and/or balance is not paid in time, we shall cancel your booking. If the balance is not paid in time, we shall retain your deposit.

You may be required to pay for any non-transferable and non-refundable items such as National Park entrance fees and Permits, and in some cases for accommodation and services at peak times of travel or where accommodation and spaces are limited. You will be advised of all such charges due at the time of booking and before your booking is confirmed. You may also be required to pay for any non-transferable and non-refundable items, such as special domestic air fares, tickets or entry permits and any other applicable supplements due, at the time of booking and they may be non-refundable in the event of cancellation.

Please note that we do not accept payment by Amex.

4. Travel Insurance

Adequate and valid travel insurance for your chosen itinerary is compulsory for all runners s and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance. We recommend you take out insurance as soon as your booking is confirmed. You are strongly advised to insure yourself against any possible risk that may occur and in particular ensure that you have sufficient insurance in respect of dependent relatives and force majeure events. You are required to carry proof of insurance with you.

As a matter of best practice, we encourage you to inform us of the policy number, contact number, and company with which you are insured.

Your insurance should also include cover against COVID-19 and other health related incidents which may affect or curtail your booking.

You are responsible for ensuring that you are in possession of travel insurance for the entire duration of the event in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment, with cover/benefits equal to/greater than the insurance we offer.

You must ensure that there are no exclusion clauses which limit cover for the type of activities included in your Event as detailed in the Event notes, or the altitudes attained, in your event. Impact Marathon will not be responsible for costs you may incur as a result of not having valid or adequate travel insurance. It is the responsibility of all our clients to declare any material facts including known medical conditions to their insurers, as failure to do so may result in a claim being reduced or declined.

5. Confirmation of your event entry

The majority of our events require a minimum number of runners s to book onto them to reach the minimum numbers before they are confirmed to operate. You will be made aware of this at the time of booking and once this threshold has been met we will notify you that your Event are confirmed.

We strongly recommend that you make no travel arrangements to your point of departure, make any connecting travel that is non-refundable or non-changeable or incurs penalties or incur any costs in respect of visas or vaccinations until such time as your travel itinerary has been confirmed and is showing as “Guaranteed” on your invoice. If you make such arrangements which you are then unable to use due to a change in your itinerary we shall not be liable to you for the cost of those arrangements.

6. If You Cancel Your Booking

You, or any member of your party, may cancel your Event at any time. Written notification from the lead name or your travel organiser must be received at our offices. or received by email at the following address [email protected]

Since we incur costs in cancelling your event entry, you will have to pay cancellation charges as follows (see also the exceptions below):

More than 90 days: No cancellation fee. Deposit and instalment payments are non-refundable but can be deferred one year or transferred to a new booking made within 12 months of the date the original booking was cancelled. We allow one transfer/deferral free of charge. On the second transfer/deferral, and all future changes to the booking, you will incur an admin fee of £50 GBP.

Between 89 and 1 day (inclusive): Deposit and instalment payments are non-refundable.

For the avoidance of doubt, in the event that you have not paid the applicable booking value (the Event price) as at the date of termination then you shall be liable for the balance of the booking value (the Event price) due less any amount due to be refunded.

Certain Events may involve different cancellation charges; you will be advised if this is applicable to your booking during the booking process.

Notes (i) Your deposit and instalment payments are non-refundable and are transferable only (subject to the above cancellation tables); (ii) If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges; (iii) as stated, certain in-country arrangements are non-refundable and are subject to higher cancellation charges and could incur a cancellation charge of up to 100% of that part of the arrangements from the moment the booking is confirmed.

You can cancel your booking without paying cancellation charges if the performance of your package, or the carriage of runners to your destination, is significantly affected by unavoidable and extraordinary circumstances. In such circumstances, we will arrange for your booking to be terminated and for you to receive a full refund. We will observe and act in accordance with advice provided by the UK Foreign, Commonwealth & Development Office (FCDO).

For the purposes of these terms and conditions “unavoidable and extraordinary circumstances” include but are not limited to: war, threat of war, airport closures, airspace closures (as well as other air traffic management decisions which may give rise to long or overnight delays or cancellations of one or more flights), epidemic, significant risks to human health such as the outbreak of a serious disease at the travel destination, natural or nuclear disaster, serious security problems such as terrorist activity, civil unrest or events arising out of political instability, industrial dispute or strikes, bad weather (actual or threatened), UK Foreign, Commonwealth & Development Office (FCDO) advising against travel to a particular destination.

7. If You Change Your Booking

If, after our Booking Confirmation has been issued, you wish to change your Event in any way, for example, your chosen departure date or accommodation, we will do our utmost to make these changes, but it may not always be possible. Any request for changes to be made must be in writing from the lead name of your booking. You will be asked to pay an administration charge of £50, and any further cost we incur in making this alteration (including those charged by third party suppliers who provide the component parts of your booking). You should be aware that these costs could increase the closer to the departure date that changes are made, and you should contact us as soon as possible. Note: Certain event arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.

You can transfer your booking to another person, who satisfies all the conditions that apply to this booking, by giving us notice in writing at least 14 days before departure provided that the new lead runner accepts the transfer and these booking conditions. Both you and the new runners are responsible for paying all the costs we incur in making the transfer. Please bear in mind that certain transport providers treat changes as a cancellation and charge accordingly, up to 100% of the cost for that part of the arrangement. Where applicable these charges will be passed on to you.

If You leave Your Event before the specified Event end-date other than as a result of our breach of this Agreement, no refund will be made to you.

8. If We Cancel Your Booking

We reserve the right to cancel your booking. We will not cancel less than 4 weeks before your booking start date, except for unavoidable and extraordinary circumstances (as defined in clause 7), or failure by you to pay the deposit and/or final balance, or because the minimum number required for the Event to go ahead hasn’t been reached.

The minimum number required will be provided to you in the Event Notes. If the minimum number had been reached but we Event late cancellations by other clients which means that the minimum number is no longer met, we reserve the right to cancel an event 20 days before the start of the package.

If your Event is cancelled by us, and you have not previously cancelled, you can either have a refund of all monies paid or accept an alternative event of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value).

9. If We Change Your Booking

(a) Changes to the price

We can change your event price after you’ve booked, only in certain circumstances:

Changes in the price of the carriage of runners resulting from changes to the cost of fuel or other power sources, the level of taxes or fees imposed by third parties including taxes, landing taxes or embarkation or disembarkation fees at ports and airports, or exchange rates mean that the price of your arrangements may change after you have booked. However, there will be no change within 30 days of your start date.

We will absorb, and you will not be charged for, any increase equivalent to 2% of the price of your Event Booking, which excludes insurance premiums and any amendment charges. You will be charged for the amount over and above that. If this results in an increase equivalent to more than 8% of the price of your Event Booking, you will have the option of accepting a change to another event if we are able to offer one (we will refund any price difference if the alternative is of a lower value), or cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should you decide to cancel, you must do so within the time period shown on your final invoice.

Should the price of your event go down due to the cost changes mentioned above, then any refund due will be paid to you. We will deduct from this refund our administrative expenses incurred. Please note that Event Costs are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

(b) Changes other than the price

It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include, change of accommodation to another of the same or higher standard, changes of carriers.

We may include a contingency start date for all of our Events, which will be confirmed to you at the time of booking. By agreeing to these terms and conditions, you are accepting your Event start date may be moved to the stated contingency date and therefore such a change is not defined as significant.

If we are forced by circumstances beyond our control to alter significantly any of the main characteristics of the travel services that make up your package you will have the rights set out below.

We will contact you and you will have the choice of accepting the change or having a refund of all monies paid. You can also accept an alternative event, where we offer one (we will refund any price difference if the alternative is of a lower value). We will tell you the procedure for making your choice. Please read any notification of changes carefully and respond promptly as if you do not respond to us within the timescale given your booking may be cancelled.

If you choose to accept a refund we will pay compensation as detailed below except where the significant change is due to unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

Where notified before the balance date, no compensation will be paid.

Where notified between the balance due date and 14 days before departure date (inclusive), £20 will be paid to you by Impact Marathon.

Where notified between 13 days and the date of departure (inclusive), £30 will be paid to you by Impact Marathon.

The compensation that we offer does not exclude you from claiming more if you are entitled to do so.

10. Our Liability to You

You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with these booking conditions, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your Event Booking, you may be entitled to an appropriate price reduction or compensation or both.

We will not be liable where any failure to perform or improper performance of the travel services is due to (i) you or another member of your party; (ii) a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or (iii) unavoidable and extraordinary circumstances (as defined in clause 5).

Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your Event Booking. Our liability will also be limited in accordance with and/or in an identical manner to the following:

You agree that any transport company’s (or other supplier’s) own ‘Conditions of Carriage’ will apply to you on any journey by road, rail, sea or air. When arranging this transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of these terms and conditions form part of your contract with us as well as with the transport company. You can ask us or the travel organiser booking your event to provide you with a copy of any of the conditions applicable to your journey. The airline’s terms and conditions are available on request. We will tell you the identity of the air carrier when you book with us and if it is not known at that time or subsequently changes we will inform you as soon as possible and no later than at check-in for your flight; and

Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to runners and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions.

We want to bring to your attention the existence of a “Community list” which contains details of air carriers who are subject to an operating ban within the EU. The Community list is available for inspection at https://ec.europa.eu/transport/modes/air/safety/air-ban_en. We are required to advise you of the actual carrier(s) (or, if the actual carrier(s) is not known, the likely carrier(s)) that will operate your flight(s) at the time of confirmation. Where we are only able to inform you of the likely carrier(s) at the time of confirmation, we shall inform you of the identity of the actual carrier(s) as soon as we become aware of this. Any change to the operating carrier(s) after your booking has been confirmed will be notified to you as soon as possible.

If you are joining a guided event locally (i.e. not starting with the group from the UK) our responsibility does not commence until the appointed start time, we shall not be responsible for any additional expenses incurred by you to meet up with the group. If the group arrival is delayed to the local joining point we will provide you with the same room and board basis as will be provided to the group. If the delay is for more than 24 hours we will provide you with the same services and itinerary that were detailed on your confirmation to enable you to continue with your event, although you may, at your discretion, remain at the local joining point for the arrival of the group. If you are travelling on a Land Only basis, Impact Marathon’s responsibility commences with the start of the first service listed on your Confirmation Invoice.

For flights departing from the EU then under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details will be publicised at EU airports and available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your event cost from us. Your right to a refund and/or compensation from us is set out in these booking conditions.

If it is impossible to ensure your return as scheduled due to unavoidable and extraordinary circumstances, we will bear the cost of necessary accommodation, if possible of equivalent category, for a maximum of three nights. The limit doesn’t apply to persons with reduced mobility and any person accompanying them, or persons in need of specific medical assistance, provided that you notified us of these needs at least 48 hours before the start of your event.

Adventure Marathon Note: 

We may operate Events in regions where standards of accommodation, transport, safety, hygiene, medical facilities, and other infrastructure may, at times, be lower than those you normally expect and will vary throughout the Event. Your booking is accepted on the understanding that you realise the hazards involved in this kind of event, including injury, disease, loss or damage to property, inconvenience, and discomfort. The suppliers of the services and facilities included in your event should comply with local standards where they are provided.

The whole philosophy of this type of travel is one that allows alternatives and a substantial degree of on-Event flexibility. The outline itineraries given for each event must therefore be taken as an indication of what each group should accomplish, and not as a contractual obligation on our part. Changes in itinerary may be caused by local political conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances. Pro-rata refunds will be given for services not utilised wherever possible. Please note that the timings of air, sea, road or rail departures are estimates only. These timings may be affected by operational difficulties, weather conditions or failure of runners to check in on time.

Please be assured that our service providers will always do the utmost to ensure your safety and well-being when on event. On certain events on which our local service providers will on day 1 of the event ask you to sign an ‘Acceptance of Risk’ form prior to accepting your participation on the event. Where this is the case details are outlined in the Event Notes and you may request a copy of the applicable form by contacting us.

Note: this entire clause does not apply to any separate contracts that you may enter into directly for excursions or activities whilst on the event, for which liability rests with the excursion provider and not us.

By agreeing to these booking terms and conditions, you accept that all sports and travel carry some risk of personal injury. You have the right to refuse the taking of any risks which you believe may endanger your health and safety, or which are not covered by your insurance. You agree that we will not be held liable for any injury or damage caused to you where you have taken a risk willingly, and the injury or damage arose other than as a result of our negligence.

11. Complaints and Assistance

If you have a complaint about any of the services included in your event and/or need assistance whilst away, you must inform our local office or your Event Leader and email our Customer Services team using [email protected] without undue delay who will endeavour to put things right.

If it is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at [email protected], giving your booking reference and all other relevant information. Please keep your email concise and to the point. If you fail to follow the requirement to report your complaint in resort, we will have been deprived of the opportunity to investigate and rectify it and this may affect your rights under this booking.

12. Additional assistance 

If you are in difficulty whilst on event and ask us to help we will provide appropriate assistance, in particular by providing information on health services, local authorities and consular assistance; and helping you to find alternative arrangements and any necessary phone calls/emails. You must pay any costs we incur if the difficulty is your fault.

Should we, in case of emergency, provide you with any financial support, you are obliged to reimburse all monies given to you by us within 4 weeks of the Event end-date. The provision of such financial support is entirely at our discretion.

13. Passport, Visa, Health, Travel and Immigration Requirements

Your specific passport and visa requirements, and other immigration requirements are your responsibility, and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa, or immigration requirements.

Please note that for some Events we need to request special permits, and as such we will require your passport details prior to accepting your booking. Furthermore, if you renew your passport after you have booked, you may be required to take your old passport with you to maintain the validity of the permit.

We are able to advise on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least 2 months prior to travel for the latest health requirements, recommendations for your destination and any costs. You should check this information at least 2 months before departure and again within 14 days of travel.

Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your Event Booking. Clients with existing medical problems, pregnant women and anyone who has recently visited other countries should check requirements with their general practitioner.

When assessing whether events will operate we use information from our local offices in conjunction with advice from the UK Foreign, Commonwealth & Development Office (FCDO) and other relevant government bodies. It is your responsibility to acquaint yourself with the travel advice provided by these government bodies. For more information, please visit the government websites at www.gov.uk/travelaware and www.gov.uk/foreign-travel-advice for your destination country.

Laws and customs of the country/ies you visit can be vastly different to those in the UK. Be aware of your actions to ensure that they do not offend, especially if you intend to visit religious areas. There may be serious penalties for doing something that might not be illegal in the UK. It is your responsibility to familiarise yourself with, and respect local laws and customs, and you are strongly advised to check with the appropriate embassy, consulate or British and Commonwealth Office or https://www.gov.uk/foreign-travel-advice for further information regarding local laws and customs of the country/ies you plan to visit.

14. Conduct

We reserve the right to refuse to accept you as a customer or continue dealing with you if we, or another person in authority, believe your behaviour is disruptive, causes unnecessary inconvenience, is threatening or abusive, you damage property, you upset, annoy, disturb, or put any other runners or our staff or agents in the UK or overseas in any risk or danger, on the telephone, in writing or in person.

On an active group event, it is necessary that you abide by the authority of the leader, who represents the Company. If you commit any illegal act when travelling with us or if in our reasonable opinion or the reasonable opinion of the leader or another person in authority your behaviour is disruptive, threatening or abusive, causes unnecessary inconvenience, impacts on others clients’ enjoyment of the Event or is causing or likely to cause damage to property, danger, distress or upset, disturbance or annoyance to others or puts any other runners or our staff in any risk or danger, on the telephone, in writing or in person, we may terminate your Event Booking without any liability on our part.

By confirming your booking you accept that you will adhere to our Code of Conduct detailed in appendix 1 and that the Company’s event leaders have the authority to prevent you from participating in any part of a event should they have concerns about (a) your ability to safely partake in an activity or (b) your physical ability to complete an activity in the required timescale. In the event the leader deems such a decision is necessary, we will reasonably endeavour to make alternative arrangements, but we will not be liable to provide any refunds for missed activities and you may be liable for additional costs incurred.

If the Captain of your flight or cruise ship or any of our resort staff or agents believes that you could be disruptive or that you are suffering from a contagious disease, they can also refuse to let you proceed with your travel arrangements, restrict your movements on board, disembark you from a ship or aircraft, or remove you from your accommodation or excursion.

If you are disruptive and prevented from boarding your outbound flight in the UK, we will treat your booking as cancelled by you from that moment, and you will have to pay full cancellation charges (see section 5). If this occurs overseas then you will become responsible for your own return home and any other members of your group who cannot or will not travel without you. We will not be liable for any refund, or compensation or any costs or expenses you incur.

If you are refused carriage because of your behaviour, or you are under the influence of alcohol or drugs, your airline may pass on your details and date of the refusal of carriage to other airlines for their information. This in turn may make it difficult for you to book other airline tickets. In any of these circumstances no refunds or compensation will be paid to you.

As a result of your behaviour during any stage of your event including on an aircraft, transfer, in any accommodation, cruise or excursion, we reserve the right to make a claim against you for any damages, costs and expenses (including legal expenses) incurred as a result, including but not limited to (i) cleaning, repairing or replacing property lost, damaged or destroyed by you, (ii) compensating any runner, crew, staff or agent affected by your actions and (iii) diverting the aircraft or cruise for the purpose of removing you. Criminal proceedings may also be instigated.

For the purposes of this section reference to “you” or “your” includes any other person in your party.

15. Data Protection

We will use and process your data in accordance with our privacy policy which be found here https://www.impactmarathon.com/privacy-policy/

We own the copyright and all intellectual property rights in any photographic, audio or video material produced by our employees or agents which is produced during your Event (the “Material”). You agree that we may use any such Material in which you appear for promotional and marketing purposes only and provided always that our use of such Material shall not be in our reasonable opinion defamatory or damaging to your personal reputation. If You would prefer us not to use such Material as described herein, please indicate this to us in writing or by email. In the event that you believe either during or after Your Event that some Material may be defamatory or otherwise detrimental to you, you shall notify us in writing or by email as soon as possible and we shall use our reasonable endeavours to withdraw any such Material already published and shall cease to use any such Material in any further marketing or other publications forthwith.

16. Excursions

Excursions or other events that you may choose to book or pay for whilst you are on event are not part of your package event provided by us. For any excursion or other event that you book, your contract will be with the operator of the excursion or event and not with us. We are not responsible for the provision of the excursion or event or for anything that happens during the course of its provision by the operator.

17. Event Notes

If we issue detailed Event Notes for your booking, these Event Notes and all the information contained therein will be deemed to be part of the contract. Event Notes are available from our website and contain up-to-date information about the itinerary and Event Booking. Should there be a discrepancy between the information on the website and the Event Notes, the information in the Event Notes supersedes that on the website and will be considered the most up-to-date and accurate.

18. Chargebacks and assignment of claims

Unless such rights have arisen under section 75 of the Consumer Credit Act 1974, you agree not to issue any chargebacks or otherwise dispute transactions with your payment card issuer against us (“Chargeback”). Rather, your rights to refunds and other claims shall be governed solely by the terms of these Terms and Conditions.

You agree that if you initiate a Chargeback or make a demand for payment, we shall be entitled to take such steps as we consider reasonable to ensure that you are not paid twice for the same claim. This may include suspending any obligations we may have to pay you under these Terms and Conditions (or otherwise) until the Chargeback or claim has been finally determined and the time limit for any challenge or appeal has expired.

You agree that you will not assign or otherwise transfer any of your legal rights or claims against us which arise out of or are in connection with your booking or these Terms and Conditions except as otherwise permitted in these Terms and Conditions.

19. Law and jurisdiction

This booking is governed by English Law, and the jurisdiction of the English Courts. You may, however, choose the law and jurisdiction of Scotland or Northern Ireland if you live there and wish to do so.

Appendix 1: Impact Marathon Runners Code of Conduct

You will at all times respect local attitudes, cultures and beliefs. Specifically, You will not make comments of a derisory, sexist, or racist nature to anyone during Your stay. And You will dress, speak and behave appropriately at all times.

You will not act in any way that is considered to be an anti-social manner by the In-Country Coordinator or local inhabitants at any time during Your stay. You will adhere to this specifically while under the influence of alcohol.

Where your Event includes your participation as a volunteer or member of a team, you agree to attend the minimum hours provided by and agreed by Us. For Volunteering the agreed hours will be a minimum of three (3) hours per weekday (Monday – Friday) unless otherwise expressly stated in literature given to you or by the In-Country Coordinator. You understand that You have made a commitment to participate and will perform to the best of Your ability.

You will arrive to the group meeting point on time each day and, in the event that You are delayed or cannot attend altogether, You will notify the Coordinator as far in advance as is reasonably possible. Alternatively, You may notify another individual, such as the In-Country Instructor or In-Country Staff member, provided that this individual has been expressly nominated in advance by the In-Country Coordinator.

You will not take any time out from the itinerary of the Event in order to undertake personal in-country travel or to spend time with friends or family unless You have obtained the express permission from the In-Country Coordinator.

You will not allow any person to enter or spend the night at Your accommodation unless You have obtained the express permission from the In-Country Coordinator.

You will ensure that any equipment used by You, whether personal belongings or otherwise, are cleared away and kept tidy and orderly at all times, in both personal and communal living areas of the accommodation.

You will treat Your Accommodation with respect. Failure to do so may result in You being asked to leave Your Event.

You agree to drink alcohol only in moderation throughout Your entire time abroad. The In-Country Coordinator will explain the drinking rules that apply to Your Event when You arrive in-country and, if You are informed of any local customs by the In-Country Coordinator, for example, concerning prohibitions or limits on alcohol consumption, You will adhere to and respect those customs.

You will not buy, handle or consume any illegal substance during Your stay. You understand that We have a zero-tolerance policy on this matter and anyone who is caught in possession of illegal substances or is suspected of using or handling them will be asked to leave their Event and Accommodation immediately.

(l) You acknowledge that We explicitly advise against You developing sexual relations with any persons in the country where You are staying and You do so at Your own risk. Specifically, You accept and understand that there may be different attitudes to sexual relations in the countries that You visit, and that this could result in danger to Yourself.

You also accept that health facilities may be of a lower standard in Your Event country and that HIV/AIDS and other sexually transmitted diseases may also be common. You acknowledge that You are aware of the risks of unplanned pregnancy, HIV/AIDS and other sexually transmitted diseases involved in unprotected sexual relations. You also acknowledge that You are aware that drugs are sometimes used in cases of rape/non-consensual sex and this may be a risk while socialising during Your Event/Event.

You will follow the advice of the In-Country Coordinator at all times. Failure to do so may put You or others in danger and may lead to You being asked to leave Your Event and Accommodation immediately

You are responsible for Your health and wellbeing. You agree to deal with any medical ailment immediately and seek medical attention and the advice of Your medical assistance company, should You require it. You accept that health facilities in Your Event/Event country may be of a lower standard than You are used to.

You will ensure that return flight date falls before the expiration of any in country visa requirement. You understand that You need to obtain Your visa (if required)