TERMS & CONDITIONS

1. OUR DETAILS.

Your booking is with Waypoint Crew Ltd, registered in England under company number 15393794 (“Waypoint Crew”, “we”, “us”, “our” or the “Company”).

By booking or participating in any Waypoint Crew event, hike, challenge, UK weekend trip or adventure experience, you confirm that you have read, understood and agree to these Terms and Conditions.

Waypoint Crew activities are designed exclusively for adults. Participants must be aged 18 or over at the time of participation.

These Terms apply to:

Waypoint Crew day events, hikes and challenges;
Waypoint Crew UK weekend trips and adventure experiences;
Waypoint Crew community events.

For international holidays or overseas adventures organised through third-party providers, separate Terms and Conditions will apply, which you must accept before completing your booking.

2. GENERAL BOOKING CONDITIONS.

2.1 Booking Eligibility

By making a booking, you confirm that you are aged 18 or over and are responsible for ensuring that all information provided during booking is accurate.

2.2 Participant Information

You may be required to complete participant information forms, including emergency contact details, medical information, dietary requirements and consent forms. You are responsible for ensuring that all information provided is accurate and up to date. Failure to provide relevant information that may affect your safety or participation may result in you being unable to take part without a refund.

2.3 Group Bookings

Where a booking is made on behalf of multiple participants, the person making the booking (“lead participant”) confirms that they have authority to accept these Terms on behalf of everyone included within the booking. The lead participant is responsible for ensuring all members of their booking are aware of these Terms and provide accurate information.

3. PARTICIPATION, SAFETY, HEALTH & CONSENT.

3.1 Outdoor Activity Risks

Waypoint Crew activities involve outdoor pursuits including hiking, walking, camping, cycling and other adventure activities.

While we take all reasonable steps to manage risks and support participant safety, outdoor activities naturally involve unavoidable risks.

Potential risks may include, but are not limited to:

Rough or uneven terrain - which may increase the risk of slips, trips, falls or strains to muscles and joints.
Physical exertion - activities may be more demanding than everyday routines and require a reasonable level of fitness.
Height and water - exposed terrain, cliffs, rivers, lakes, coastal areas and other environments may present additional challenges despite appropriate safety measures.
Natural environments - conditions may change quickly and include unpredictable weather, slippery surfaces, rock falls, lightning, strong winds or other environmental hazards.
Slips, trips and falls - uneven ground and changing conditions increase these risks.
Loss or damage to personal belongings - personal items may be lost, damaged or misplaced during activities.

By participating in a Waypoint Crew activity, you acknowledge these risks and accept responsibility for taking reasonable care of yourself and your belongings.

3.2 Your Responsibilities

Participants are responsible for ensuring they are prepared, suitably equipped and able to participate safely.

You must:

Inform Waypoint Crew of any medical conditions, injuries, allergies or other circumstances that may affect your participation or the safety and enjoyment of others.
Inform us of any significant fears, phobias or concerns that may impact your experience so we can provide appropriate support where possible.
Not participate while under the influence of alcohol or drugs where this may affect your judgement, safety or the safety of others.
Follow all instructions, guidance and safety briefings provided by Waypoint Crew staff, guides, instructors or event leaders.

Waypoint Crew reserves the right to remove any participant whose behaviour, health or actions present a risk to themselves, other participants, staff, guides or members of the public. No refund will be provided in these circumstances.

Activities are not suitable for anyone under the age of 18.

Please do not bring unnecessary valuables. All personal belongings remain your responsibility, and Waypoint Crew is not liable for loss, theft or damage.

3.3 Health & Medical Consent

Your wellbeing is our priority. You must ensure that you are medically fit and able to safely participate in the activity or trip you have booked.

You must inform Waypoint Crew of any medical conditions or concerns that could affect your participation or the experience of others, including but not limited to:

asthma;
diabetes;
heart conditions;
allergies;
injuries or mobility limitations;
dietary requirements or medical needs.

Providing this information allows us to support you appropriately and make reasonable adjustments where possible.

In the event of a medical emergency, you consent to:

first aid being administered by a Waypoint Crew event leader, guide, instructor or another person with appropriate first aid training;
emergency services being contacted where necessary;
appropriate medical treatment being provided by qualified medical professionals.

All participants must complete a participant consent form before attending Waypoint Crew activities.

4. DAY EVENTS, HIKES & CHALLENGES.

4.1 Booking

Your booking is confirmed once payment has been received and any required participant information forms have been completed. By booking, you confirm that you understand the nature of the activity and accept responsibility for ensuring you are fit and able to participate.

4.2 Refunds & Transfers

Tickets for day hikes, challenges and events organised by Waypoint Crew are non-refundable unless the event is cancelled by Waypoint Crew.

If you are unable to attend, you may transfer your ticket to another person. To transfer your place, email: info@waypointcrew.com with the new participant’s details. The replacement participant must complete any required consent forms before attending. Waypoint Crew is not responsible for finding someone to take your place.

5. UK WEEKEND TRIPS & ADVENTURE EXPERIENCES

5.1 Booking Confirmation

For UK weekend trips organised and operated by Waypoint Crew, a booking exists once we issue a booking confirmation email following receipt of your deposit or full payment. The lead participant confirms they have authority to accept these Terms on behalf of everyone included within the booking.

5.2 What Is Included

Details of what is included within each trip will be clearly outlined before booking.

This may include:

accommodation;
guided activities;
transport during the trip;
meals or refreshments;
equipment hire;
local experiences.

Anything not specifically listed as included remains the participant’s responsibility.

5.3 Fitness & Ability

Waypoint Crew UK weekend trips may involve hiking, camping, cycling, swimming or other outdoor activities.

By booking, you confirm that you have read the trip description, understand the physical requirements and are responsible for ensuring you are fit and able to participate safely.

Please contact Waypoint Crew before booking if you have any questions regarding suitability.

5.4 Payments

A deposit may be required to secure your place.

The remaining balance must be paid by the deadline provided during booking.

If payment is not received by the required date, Waypoint Crew reserves the right to cancel your booking and retain any non-refundable payments already made.

5.5 Cancellation by You

Cancellation charges apply because Waypoint Crew commits funds to accommodation, transport, suppliers and trip planning.

Unless otherwise stated at booking:

More than 90 days before departure

Deposit is non-refundable.

60–89 days before departure

50% of the total booking cost is payable.

59 days or less before departure

100% of the total booking cost is payable.

Some trips may have different cancellation conditions due to supplier requirements or non-refundable costs. These will be clearly communicated before booking.

5.6 Accommodation

Accommodation may include shared rooms, bunkhouses, hostels, campsites, lodges or other group accommodation.

Specific accommodation details will be provided before departure.

Participants must respect shared spaces, accommodation providers and other guests.

5.7 Travel Insurance

Travel insurance is strongly recommended for UK weekend trips and may be required for certain activities.

Your policy should cover, where relevant:

cancellation;
personal belongings;
medical expenses;
outdoor activities included within the trip.

It is your responsibility to ensure your insurance covers your chosen activities.

6. INTERNATIONAL HOLIDAYS & OVERSEAS ADVENTURES.

6.1 Third-Party Operators

Waypoint Crew international trips and overseas adventures are organised and operated by third-party travel companies.

Where this applies:

your booking agreement is directly with the third-party provider;
their Terms and Conditions apply;
their cancellation policies apply;
they are responsible for delivering the holiday package.

Waypoint Crew acts as a community and marketing partner unless explicitly stated otherwise.

Waypoint Crew is not responsible for the operation, delivery, cancellation policies or changes relating to trips operated by third-party providers.

6.2 Booking Process

When booking an overseas adventure through Waypoint Crew, you will be directed to the relevant third-party provider’s booking platform.

You must review and accept their Terms and Conditions before completing your booking.

6.3 Travel Insurance

Travel insurance is mandatory for overseas trips unless otherwise stated by the third-party provider. Your insurance should cover:

overseas medical expenses;
cancellation;
activities included within the itinerary;
personal belongings;
emergency assistance.

7. EVENT CHANGES, CANCELLATIONS & SAFETY DECISIONS.

Waypoint Crew reserves the right to alter routes, itineraries, timings, locations or other trip details where necessary due to safety considerations, weather conditions or circumstances outside our reasonable control.

This may include:

extreme weather;
natural disasters;
transport disruption;
political instability;
public health emergencies;
supplier issues;
other unforeseen circumstances.

Where an event or trip cannot proceed as planned, Waypoint Crew may offer:

a transfer to an alternative event or date; or
a refund of payments received, excluding unavoidable costs already incurred.

The decision of the Waypoint Crew event leader, guide or instructor regarding safety, route changes and participant suitability is final.

Participants who pose a risk to themselves, other participants, staff, guides or members of the public may be asked to leave without a refund.

All participants must comply with local laws, regulations and instructions provided by Waypoint Crew. Any illegal activity may result in immediate removal from the event without refund.

8. TRANSPORTATION.

Where transport is not included within a Waypoint Crew trip, participants are responsible for arranging their own travel to and from the event location.

Waypoint Crew is not responsible for delays, cancellations or changes made by third-party transport providers, including airlines, trains, buses or other travel services.

It is your responsibility to make alternative arrangements where necessary.

9. CLOTHING & EQUIPMENT.

Appropriate clothing and equipment are essential for all Waypoint Crew activities. Participants are responsible for arriving suitably prepared, including where relevant:

sturdy hiking boots or appropriate footwear;
waterproof clothing;
warm layers;
suitable clothing for weather conditions;
any personal equipment listed within the event information.

A detailed kit list will be provided before relevant events and trips.

Participants who arrive without suitable equipment where safety is compromised may not be permitted to participate. No refund will be issued in these circumstances.

10. PHOTOGRAPHY & VIDEOGRAPHY POLICY.

By attending Waypoint Crew events, hikes, trips or activities, you acknowledge that photography and video footage may be captured. Images and videos may be used for marketing and promotional purposes, including:

the Waypoint Crew website;
social media channels;
newsletters;
promotional materials.

If you do not wish for images or videos of yourself to be used, please email info@waypointcrew.com within 10 working days of the event.

By voluntarily sharing photos or videos within Waypoint Crew community channels, including WhatsApp groups or shared platforms, you grant Waypoint Crew permission to use these images or videos for marketing and promotional purposes on a royalty-free, worldwide basis.

11. PRIVACY POLICY & COOKIE POLICY.

By agreeing to Waypoint Crew’s Terms and Conditions, you acknowledge and accept our Privacy Policy and Cookie Policy.

Your personal information will be collected, stored and processed in accordance with these policies.