Booking Terms & Conditions

Cancellation, Booking Amendments & Refund Policy

Policy for Cancellations, Booking Amendments and Refunds by SUP & Soul for our UK based activities and trips

SUP & Soul reserves the right to amend any element, or all of, a SUP & Soul advertised activity or trip at any time based on weather conditions in the run up to and on the day of the event, third party supplier changes that are outside of our control and limited booking numbers.

Paddle boarding and any associated water-based activities offered by SUP & Soul will not be available to beginner paddle boarders between the months of November-March unless under extenuating circumstances such as, but not limited to, unusually warm weather that might reduce any associated risk.

The safety of SUP & Soul clients, employees and subcontractors is of the highest priority. SUP & Soul reserves the right to cancel and/or postpone an activity and/or request a client to cease partaking in an activity if there is any perceived risk to the client and/or SUP & Soul contractors/employees–this might include but is not limited to poor weather and/or water conditions; a Covid-19 outbreak; local/national lockdown; force majeure; anti-social or dangerous behaviour displayed by a client or the general public.

SUP & Soul reserves the right for all qualified instructors (whether employees or subcontractors) to be led by their training, expertise and location knowledge to determine what constitutes a high risk to all parties involved in an activity. Using predetermined operating procedures which include risk assessments and dynamic risk assessments SUP & Soul (and its employees/subcontractors) reserves the right to make the final decision to cancel/postpone an activity if the associated risks are deemed too high and cannot be effectively or satisfactorily mitigated or minimised. Our client’s and employee/contractor’s safety is our top priority.

SUP & Soul reserves the right to be led by guidance as set out by national and/or local government and/or relevant governing bodies/insurance providers of the sports, activities and events offered by SUP & Soul in determining if a SUP & Soul activity is deemed at high risk and therefore must be cancelled/postponed.

To secure your booking of either an activity or trip with SUP & Soul all specified monies must be paid in full and upfront. No activity or trip booking is secure without full payment prior to the scheduled activity date and time.

All SUP & Soul activity prices quoted, and paid, include a 10% non-refundable deposit. This covers the cost of administration of your booking.

In the event that SUP & Soul need to cancel an activity due to either bad weather/water conditions, a local/national lockdown/law change due to Covid or through force majeure then the client can choose:

1. To have a full credit toward a future SUP & Soul activity (either the same or a similar activity), once re-booked and confirmed this constitutes a new booking and will be treated as such, the new booking will be subject to the terms and conditions as outlined here.

2. A refund of the balance paid after the non-refundable 10% deposit has been deducted.

Refund Policy for Date Change Requests and Cancellation by the Client

Refund Policy for Cancellations by the Client

If the client needs to cancel a booked and paid for activity with at least 21 days notice SUP & Soul will provide a refund of monies paid less the 10% non-refundable deposit.

If the client needs to cancel a booked and paid for activity with between 14-21 days notice SUP & Soul will provide a 75% refund of the original price paid.

If the client needs to cancel within 7-14 days of the activity SUP & Soul will provide a 50% refund of the original price paid.

If the client needs to cancel within 7 days of the activity or does not attend on the day SUP & Soul cannot offer a refund. Under any circumstances.

Policy for Date Change Requests by the Client

If the client cannot attend the activity originally booked, the client can reschedule the booking to an alternative date (between April-October 2024 only), the client is able to do this, at no additional cost, for up to 21 days prior to the date of the original activity booking. The client can choose to either book onto a future SUP & Soul activity or receive a credit toward a future SUP & Soul activity (between April-October 2024 only).

SUP & Soul will only offer one date change per booking. If the client chooses to cancel the rescheduled booking, SUP & Soul cannot offer a refund or a credit.

If the client chooses to change the date of the booking within 7-21 days of the booking they may do so for a fee of £5.

SUP & Soul will only offer one date change per booking. If the client chooses to cancel the rescheduled booking, SUP & Soul cannot offer a refund or a credit.

It is not possible to change the date of a booking within 7 days of the booked activity. If the client chooses to change the date of the booked activity within 7 days of the date of the booked activity this will constitute as a cancellation of the existing booking, SUP & Soul cannot offer a refund or a credit in this situation. If the client chooses to make a new booking this must be paid for in full and upfront to secure the new booking. The new booking will then be subject to the terms and conditions as outlined here.

When the client books and pays for a place on a SUP & Soul UK activity or trip they are accepting the above stated terms and conditions.

Safety, Accessibility and Disclaimer Policy

It is the responsibility of SUP & Soul to determine and advertise the minimum skill level / physical ability (e.g. physical, swimming or paddle boarding ability) required to attend any water-based SUP & Soul activity and to assess at the time of booking, or soon after, if the client skill level/physical ability is suitable to safely participate in the advertised activity. SUP & Soul is committed to this responsibility by asking the client a series of physical and skills based questions that will help SUP & Soul determine if SUP & Soul are able and equipped to deliver the activity in a manner that prioritises the safety of all participants partaking in the activity - including all SUP & Soul clients and SUP & Soul employees/subcontractors and, where applicable, members of the general public.

SUP & Soul is committed to providing activities that are as safe and accessible as possible, regardless of physical ability, health and medical status and existing skill level in any given activity. As such SUP & Soul endeavours to go the extra mile to provide activities that are safe and accessible to all. That said, the team at SUP & Soul cannot cater for any particular and unique client needs, health concerns, pre-existing medical conditions, restrictive physical abilities that have not been well communicated to SUP & Soul - either at the time of booking or prior to the activity taking place. It is therefore the responsibility of the client to provide detailed information and accurate answers about any particular and unique needs, health concerns, pre-existing medical conditions, restrictive physical abilities in a timely, open and honest manner. We cannot stress enough the importance of fully disclosing any health concerns, pre-existing medical conditions, restrictive physical abilities and/or any other important information that could put any persons partaking in a SUP & Soul activity at risk. SUP & Soul is dedicated to going above and beyond to make all activities as accessible and safe as possible to all clients but the team cannot cater for the unknown and reserve the right to refuse access to an activity if it is deemed unsafe for any and all participants. Either prior to the activity taking place, on the day of the activity taking place or after the activity has already started.

SUP & Soul will provide each client with access to an online disclaimer form that must be completed by all clients at least 48 hours prior to any booked and confirmed SUP & Soul activity. As such, SUP & Soul is providing clients with ample opportunity to disclose any particular and unique needs, health concerns, pre-existing medical conditions, restrictive physical abilities either at the time of booking, soon after booking or up to 48 hours prior to the activity taking place.

SUP & Soul reserves the right to determine, prior to or on the day of a scheduled activity, whether it is deemed safe for the client to join the booked and confirmed SUP & Soul activity based on the the information provided in this disclaimer form.

Failure to either complete the disclaimer form provided by SUP & Soul prior to a booked and confirmed SUP & Soul activity and/or failure to disclose any particular and unique client needs, health concerns, pre-existing medical conditions, restrictive physical abilities that may impact the safety and ability of the client and the safety of any other participants; and/or the ability of any SUP & Soul employees/subcontractors to safely deliver said activity, will result in SUP & Soul deciding on the day of the activity whether it is deemed safe to host the client on the water. If the decision is made that it is unsafe for the client, other participants or any SUP & Soul employees/sub-contractors then SUP & Soul reserves the right to ask the client to politely leave the session, and where applicable, the premises.

If the client is deemed to, whether prior to or during a paddle boarding/water-based session, have unsuitable skills/minimum physical ability required for the level of activity booked, SUP & Soul reserves the right to cancel the client’s activity booking less the 10% non-refundable deposit, and if within 7 days of the activity or if the activity session has already started SUP & Soul reserves the right to ask the client to politely leave the session (if already on the water the client will be accompanied off the water by a SUP & Soul instructor), and at this point no refund will be offered.

SUP & Soul June 2024 Norway Trip Booking Terms & Conditions

To book onto the 17-23 June Norway trip, first complete the online enquiry form providing the information requested. A call will then be arranged to discuss the trip details with a SUP & Soul representative and a full PDF brochure will be shared with full trip and accommodation details including all activities, accommodation options, food information, pricing and payment methods.

To book onto the trip simply complete the booking form provided after the initial phone call and pay the 30% non-refundable deposit.

The 30% deposit payment secures your booking and secures your chosen accommodation type on this trip hosted by SUP & Soul and Treetop Ekne.

The balance payment is due by 1st May 2024 - once the balance payment is received your booking is fully secured.

SUP & Soul are acting as a travel agent in respect of this trip and working with local activity and accommodation providers for all elements of the trip.

The accommodation, lake and local sea paddle are provided by Treetop Ekne. This includes access to their paddle boarding equipment and paddle boarding safety gear to include a leash and buoyancy aid. SUP & Soul will work with Treetop Ekne to check over all the provided equipment to ensure it is fit for purpose prior to all activities. SUP & Soul and Treetop Ekne work together to undertake full risk assessments and dynamic risk assessments for all activities prior to delivering the activities.

All activities are subject to the usual SUP & Soul terms and conditions as stated above in respect of weather and forecasts, local Norwegian guidelines for delivering water based activities and subject to cancellation if either SUP & Soul or Treetop Ekne deem the conditions unsafe for the level of paddle experience of the group.

SUP & Soul and Treetop Ekne reserve the right to adjust the trip itinerary based on the local forecast and reserve the right to cancel any element of the trip activities should the weather conditions make it too unsafe to deliver the activity. Neither SUP & Soul nor Treetop Ekne waive the right to a refund for any element of the itinerary if the activity could not be delivered due to the weather and - actual and forecasted weather.

SUP & Soul and Treetop Ekne will work collaboratively to seek possible alternative activity options should any of the water based activities not be delivered. Subject to availability at the time.

The Trondheim SUP trip will be provided by a local SUP tour provider Trondheim Kajakk (or similar) and subject to their booking terms and conditions. All equipment, safety gear and instructors for this trip will be provided by Trondheim Kajakk (or similar) and checked by the SUP & Soul team to ensure they meet the highest of standards.

Local transfers and shuttles will be provided by local transport providers.

Trip Cancellation, Amendment and Refund Policy

The 30% deposit is non-refundable should a guest need to cancel their booking.

In the unlikely event that SUP & Soul and/or Treetop Ekne need to cancel the trip a 100% refund, including the 30% deposit, will be paid to the guest. The refund will be paid within 7 days of the cancellation, cancellation will be confirmed in writing and sent from cami@supandsoul.co.uk

If a guest needs to cancel their place on this trip before 1 May 2024 a full refund of any monies paid, less the 30% deposit, will be provided. The refund will be paid within 7 days of the cancellation, cancellation must be made in writing and sent to cami@supandsoul.co.uk.

If a guest needs to cancel their place on this trip between 2-16 May 2024 a 50% refund will be provided, including the 30% deposit. The refund will be paid within 7 days of the cancellation, cancellation must be made in writing and sent to cami@supandsoul.co.uk

If a guest needs to cancel their place on this trip after 17 May 2024 no refund will be provided for cancellation.

A minimum of 6 guests is required for the trip to go ahead. Please don’t book any international or local flights or transport until SUP & Soul has confirmed there are 6 guests booked and paid to join the trip.

In the unlikely event that 6 guests are not booked by 16 May 2024 a 100% refund of all monies paid to date will be provided. The refund will be paid within 7 days of the cancellation, cancellation will be confirmed in writing, sent from cami@supandsoul.co.uk.

If the trip needs to be cancelled at any time, SUP & Soul are not responsible for any booked international or local transport fees.

Due to unforeseen circumstances there may be a need for either Treetop Ekne or SUP & Soul to change the booked accommodation type of a guest’s booking, if this happens the guest will be informed before the change is made and the difference will be refunded if the alternative accommodation type is of a lower price. If the alternative is of a higher price the guest will not need to pay the difference.

If the preferred accommodation type is no longer available and a suitable alternative has been provided, at no extra cost to the guest, the booking cannot be cancelled and a refund requested. If the alternative accommodation type is not suitable for physical or health reasons and Treetop Ekne or SUP & Soul are not able to provide a suitable alternative the guest may cancel their booking and a full refund, less the 30% deposit, will be provided within 7 days of the cancellation.

Travel Insurance

It is highly recommended that guests take out personal travel insurance at the point of booking the trip and ensure that cover is provided for paddle boarding, wild swimming, hiking and walking activities whilst in Norway.

Alcohol-Free Trip

This trip is an alcohol free experience, any guest not honouring this will be asked to discard alcoholic beverages. If the request is not honoured SUP & Soul reserves the right ask guests to leave the group with no refund provided for any part of the trip not undertaken.

Acceptance of Terms & Conditions

Payment of the 30% deposit and submission of a booking form constitutes acceptance of the booking terms and conditions as outlined above and forms the basis of your contract with SUP & Soul.

For any clarification or questions regarding the terms and conditions outlined here email cami@supandsoul.co.uk