Terms and Conditions

1. Standard Cancellations by the Organiser

In the unlikely event that we must cancel the retreat due to internal business or operational reasons (such as organizer illness or failure to meet minimum participant numbers), you will be issued a 100% full refund of all monies paid within 14 days.

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2. Events Beyond Our Control (Force Majeure & Frustration)

If the retreat cannot go ahead, or if the venue forces a closure due to circumstances entirely beyond our reasonable control—including but not limited to: government or veterinary-enforced lockdowns, acts of God, extreme adverse weather, or widespread infectious disease outbreaks (such as Equine Influenza)—the contract will be deemed legally frustrated.

In these exceptional circumstances, the following protocol will apply:

• Rescheduling: We will immediately work to provide an alternative date for the retreat. Your booking and all associated funds will be transferred to the new date at no extra charge.

• Shared Cost Refund: If a reschedule is physically impossible, or if you cannot make the new date, a refund of your booking fee will be issued, less a fixed retention of £200 per rider slot.

• What this covers: This fixed deduction is strictly limited to covering non-recoverable, out-of-pocket overheads already paid out to external suppliers (such as flat-rate venue hire, ground/facility fees, arena bookings, and trainer deposits). Because these baseline facility costs are identical for every reserved rider slot, this fixed fee applies equally regardless of your chosen accommodation type (camping or house rooms) or catering options.

• Transparency: No administrative fees or charges for the organizer's own labor or time will ever be included in this deduction, and evidence of the non-recoverable supplier costs will be provided upon reasonable request.

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3. Payments and Rider-Side Cancellations

We understand that plans change and horses or riders can suddenly become ill or injured. Because our venue commitments are secured well in advance, the following payment timelines and tiered refund structures apply to all rider-side cancellations (including veterinary/medical issues or general changes of mind):

• Balance Due Date & Late Payments: The final balance payment is due exactly 12 weeks prior to the event's start date. If your balance is not received by this deadline, we reserve the right to cancel your booking, retain your non-refundable deposit, and immediately offer the slot to our waitlist.

• Cancellation Before Full Payment (More than 12 weeks out): If you cancel your booking before the 12-week balance deadline while only the deposit has been paid, the deposit is strictly non-refundable and will be retained to cover administrative costs and the holding of the rider slot.

• Cancellation Between 12 Weeks and 14 Days Before the Event: If you have paid your full balance but need to cancel, a refund of your balance payment will only be issued if your rider slot can be successfully refilled by another paying client.

  • If the slot IS refilled: You will receive a refund of your balance payment, less a £50 admin and re-marketing fee to cover the administrative costs of replacing your booking. (The initial deposit remains non-refundable).

  • If the slot CANNOT be refilled: No refund can be issued, and the full balance payment will be retained to cover your share of the locked-in, non-recoverable venue and supplier overheads.

• Cancellation Within 14 Days of the Event: Because all supplier commitments, catering numbers, and venue fees are completely locked in at this late stage, your full payment is non-refundable and forfeit. However, as a gesture of goodwill, if a replacement rider can be found to take your exact slot at short notice, we will refund your balance payment less a £50 late-notice admin fee. If the slot goes empty, the entire payment is strictly forfeit.

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Important Insurance Advice: Because unpredictable medical, personal, and veterinary situations do happen, we strongly advise all riders to take out comprehensive holiday/event cancellation insurance at the time of booking. Specialized equestrian policies are widely available and can reimburse your financial losses if you or your horse are declared unfit to attend by a professional.

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4. Additional Booking Conditions

• Requests for Transfer to an Alternative Date: If you need to cancel but would prefer to move your booking to a future retreat date rather than requesting a refund, you must submit a request in writing.

  • Sole Discretion & Availability: Date transfers are not an automatic right. Transfers are granted strictly at the organizer's sole discretion and are entirely subject to availability on future events.

  • Admin & Price Differences: If a transfer is permitted, an administrative fee of £25 will apply to move the booking. If the future retreat is priced higher than your original booking, you will be required to pay the difference to secure the new slot.

  • 12-Month Expiration: Any approved date transfer must be booked and used within 12 months of the original retreat's start date. If the credit is not used within this 12-month window, the transfer option expires, and all associated funds are strictly forfeit.

  • Late-Notice Transfers: No transfer requests can be considered within 14 days of the event start date unless your original slot can be successfully refilled by another paying client.

• Mandatory Safety Gear and Attire: For the safety of all participants, strict adherence to UK equestrian safety gear standards is required.

  • Riding Hats: A correctly fitted riding hat or helmet meeting current UK safety standards (such as PAS 015:2011 or VG1, and carrying a valid BSI Kitemark or SEI mark) must be worn and securely fastened under the chin at all times when mounted or handling horses.

  • Body Protectors: For any jumping, pole-work, or high-risk activities, a body protector meeting the current BETA Level 3 (Blue 2018 label) standard is strictly mandatory. If you choose to use an air jacket, it must be worn over a standard BETA Level 3 body protector, not on its own.

  • Footwear & Clothing: Proper riding footwear with a completely smooth, thin sole and a well-defined square-cut heel must be worn when mounted. Hooded tops and loose or dangling jewelry must be removed before riding to prevent catching or injury.

  • Non-Compliance: The organizer and trainers reserve the right to inspect safety equipment. If a participant refuses to wear the required safety gear, or if their gear does not meet the specified safety standards, they will be barred from riding activities for their own safety. In this scenario, the booking is forfeit and no refunds or transfers will be issued.

• Biosecurity & Health on Arrival: It is a strict condition of booking that all horses must be fully vaccinated against Equine Influenza in accordance with standard venue requirements, and passports must be available for inspection upon arrival. If a horse is refused entry to the venue due to lack of valid vaccinations, a lack of passport, or showing any clinical signs of infectious disease, the booking is forfeit and no refund or transfer will be issued.

• Rider Substitutions: If you cannot attend, you may request to transfer your booking to another rider, provided they meet the riding/experience level criteria for the retreat. You must notify us at least 7 days in advance for written approval, and a £25 administration fee will apply to process the paperwork change.

• Itinerary and Staff Changes: While every effort is made to provide the advertised coaches, schedule, and menu, the organizer reserves the right to substitute trainers, alter the itinerary, or adjust catering options if necessary due to external factors (such as coach illness). Such operational modifications do not entitle the rider to a refund or cancellation.

• The organisers reserve the right to cancel or refuse any entry.

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5. Liability, Risk, and Personal Insurance

• Inherent Risk: Horse riding and handling are legally classified as high-risk activities. By booking this retreat, you acknowledge that horses are large, unpredictable animals and that participation carries an inherent risk of personal injury, illness, or damage to property. You accept these risks voluntarily. it is up to you to ensure that you have the experience and ability to undertake the ridden tasks including any jumps which form part of the event. If I you are any doubt, You will use your judgement and experience and not take part.

• Limitation of Liability: The organizer and the venue accept no liability for any theft, loss, or damage to vehicles, trailers, horseboxes, tack, or personal belongings brought to the event.

• Equine Injury or Illness: The organizer is not liable for any injury, illness, lameness, or death suffered by any horse while attending, traveling to, or staying at the retreat.

• Mandatory Insurance: It is a strict condition of booking that all participants hold valid Third-Party Public Liability Insurance for themselves and their horse(s) (e.g., through membership in the BHS, Pony Club, Harry Hall, or a standalone equine policy). Proof of insurance must be provided upon request.

• Unaccompanied Hacking. Please be advised that "Your Horse is Your Mirror" does not provide insurance coverage for any hacking or riding out activities. While we are happy to share suggested routes that Julia has personally ridden, we do not formally direct or send participants on specific routes. Any participant choosing to engage in hacking or riding out does so entirely at their own risk. By booking, you acknowledge that these activities are excluded from our Hiscox Equine Combined Liability policy and you agree to assume full responsibility for your safety and any liability arising from such activities.

•  "Your Horse is Your Mirror" insurance policy contains a total exclusion for any claims resulting from an incident where the rider was not wearing such certified headgear..

• Neither the organisers nor the venue can accept responsibility for any accident, loss, damage, injury or illness to any horse, other animal, rider, spectator or any other person or property.

• You understand that instructions are given for your safety and agree to follow instructions given to you. You understand that the riding Instructor will make decisions based on information you give them and agree to always be honest and volunteer information about your abilities and riding experience any previous riding accidents, any medical condition(s) which may affect your ability to ride.

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6. Code of Conduct and Equine Welfare

• Human Conduct: We are committed to creating a supportive, safe, and positive environment. We reserve the absolute right to immediately terminate a participant’s stay and ask them to leave the premises, without refund, if their behavior is deemed abusive, bullying, excessively disruptive, dangerous, or under the influence of illegal substances.

• Equine Welfare: The welfare of the horses is paramount. Any instance of horse mistreatment, excessive use of spurs/whips, riding an obviously exhausted or unfit horse, or a breach of standard humane training practices will result in immediate eviction from the retreat with all fees forfeit. The organizer’s or venue manager's decision on this matter is final.

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7. Medical, Dietary, and Emergency Consent

• Health Declarations: Participants must accurately declare any relevant medical conditions, physical limitations, severe allergies, or dietary requirements on their Rider Registration Form.

• Emergency Medical/Veterinary Authority: In the event of an emergency or accident where the participant is incapacitated or unreachable, you hereby grant the organizer permission to seek immediate professional medical assistance for you, or emergency veterinary care for your horse. Any and all costs incurred for such emergency medical or veterinary interventions remain the sole financial responsibility of the participant.

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8. Photography and Social Media (GDPR)

• Media Release: Photographs, audio, and video footage may be captured by the organizer or authorized individuals during the retreat. This media may be used for promotional, website, and social media marketing purposes.

• Opt-Out: By agreeing to these terms, you grant permission for your image and likeness to be used. If you prefer not to be photographed or filmed, you must explicitly notify the organizer in writing via email prior to the start of the retreat.

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9. Entire Agreement and Governing Law

• Severability: If any specific clause or sub-clause of these Terms and Conditions is found to be invalid or unenforceable by a court of law, the remaining parts of the agreement will continue to be fully valid and legally binding.

• Governing Law: This agreement, and any dispute or claim arising out of or in connection with it, shall be governed by and construed in accordance with the laws of England and Wales, and both parties agree to submit to the exclusive jurisdiction of its courts.

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