FIELD & ORCHARD WELLNESS 

TERMS & CONDITIONS

1. Our Events

FO Wellness organises social wellness events and outdoor experiences. Activities may include:

The exact schedule, venue, instructors and activities will vary between events. Event descriptions and timings are intended as a guide and may change for operational, safety, weather or supplier-related reasons.

2. Eligibility and Minimum Age

Unless an event page expressly says otherwise, attendees must be 18 years of age or older on the event date.

We may request proof of age or identity. Anyone unable to provide appropriate identification may be refused entry without a refund.

Tickets may not be purchased for a person who does not satisfy the event’s eligibility, health, fitness or swimming requirements.

3. Booking and Payment

Full payment is normally required when booking.

A booking is confirmed only when:

Where we agree in writing to reserve a space pending later payment, the reservation is not guaranteed until payment is received.

The ticket price and any mandatory fees will be shown before payment. Tickets are subject to availability.

Bookings for leisure activities taking place on a specific date will generally fall within the exception to the standard 14-day online cancellation period. Guests therefore do not automatically have a statutory cooling-off right simply because the ticket was purchased online.

4. Guest Cancellations and Refunds

Cancellation requests must be emailed to info@fowellness.co.uk and are effective when received by us.

Unless different terms are clearly displayed on the event page:

These timeframes reflect costs and commitments made to venues, caterers, instructors and suppliers.

We will not retain more than is reasonable in light of our actual losses. Where reasonably possible, we will attempt to resell the space. If the place is successfully resold, we may provide an additional refund after deducting genuine costs and a reasonable administration charge. Cancellation charges should reflect genuine loss and must not be disproportionate.

5. Ticket Transfers

A guest may request to transfer their ticket to another eligible person by emailing us before the event.

Transfers are subject to our approval and may be refused where:

Tickets may not be resold for profit or advertised commercially without our written permission.

Transfers to a different event or future date are not guaranteed.

6. Cancellation or Changes by FO Wellness

We may change the schedule, route, meeting point, venue, instructor, food offering, transport arrangement or individual activities where reasonably necessary because of:

Where a change does not substantially alter the overall event experience, the event will continue and no refund will normally be due.

If we make a material change to the essential nature of the event, we will offer affected guests an appropriate option, which may include:

If we cancel the entire event, guests will be offered a full refund of the ticket price or a transfer to another suitable event.

Our liability for cancellation will normally be limited to the ticket price paid. We will not be responsible for separate travel, accommodation, parking, equipment or other personal costs, unless the law requires otherwise. Consumers should generally receive refunds when the contracted service is cancelled or materially changed.

7. Weather and Outdoor Conditions

Outdoor events may continue during rain, cold, heat or other reasonable weather conditions.

Routes and activities may be shortened, delayed, substituted, moved indoors or cancelled where we or the relevant activity provider consider conditions unsafe.

Guests are responsible for reviewing the forecast and bringing suitable clothing, footwear, sun protection, hydration and equipment.

A dislike of the weather, without a cancellation or material change by us, will not normally entitle a guest to a refund.

8. Health, Fitness and Medical Responsibilities

FO Wellness events can involve strenuous physical activity, uneven ground, changing weather, cold water, deep water, heat exposure and other risks.

Before participating, each guest must assess whether the activities are appropriate for their health, fitness, experience and swimming ability.

Guests must tell us and the relevant instructor, lifeguard or activity provider about any information that may affect safe participation, including:

Where there is uncertainty, the guest must obtain advice from an appropriately qualified medical professional before attending.

FO Wellness staff and instructors do not provide medical advice and cannot confirm that an activity is medically suitable for an individual.

Providing relevant information does not guarantee that participation will be permitted.

9. Participant Declaration

By attending, each participant confirms that:

We may refuse or stop a guest’s participation where we reasonably believe participation could present a danger to that guest or anyone else. No refund will be provided where participation is refused because of non-disclosure, unsafe behaviour, intoxication, unsuitable equipment or failure to follow instructions.

10. Running, Walking and Outdoor Routes

Outdoor routes may include:

Guests must remain aware of their surroundings, follow route-leader instructions and comply with the Highway Code where applicable.

The group run is not a race. Guests must not run beyond their ability merely to remain with another participant.

Guests are responsible for wearing suitable footwear and clothing and for informing the event team if they need to slow down, stop or leave the route.

11. Open-Water Swimming

Open-water swimming involves risks that may not be present in a swimming pool, including:

Guests must comply with all instructions issued by the venue, lifeguards, safety staff and FO Wellness.

Unless otherwise stated, participants entering open water must:

Swimming ability may be assessed by the venue or safety team. Access to the water may be refused or withdrawn where safety staff consider participation unsuitable.

No guest should jump or dive into the water unless specifically authorised.

12. Cold Plunge and Cold-Water Exposure

Cold-water immersion can cause an immediate and involuntary physical response, including gasping, rapid breathing, increased heart rate, dizziness, loss of coordination and panic.

Guests must:

Guests with relevant heart, circulatory, respiratory, neurological or other medical concerns must obtain medical advice before participating.

13. Sauna and Heat Exposure

Sauna use can cause dehydration, dizziness, fainting, overheating and changes in blood pressure.

Guests must:

Guests should seek medical advice before taking part where they have concerns about pregnancy, heart conditions, blood pressure, medication, heat sensitivity or any other relevant condition.

FO Wellness may limit or prevent sauna use where it reasonably considers participation unsafe.

14. Yoga, Stretching, Breathwork and Movement

Guests must work within their own physical limits and must not force any movement, stretch or breathing technique.

Instructors may offer verbal guidance or physical adjustments. A guest may refuse physical contact or an adjustment at any time.

Guests must notify the instructor of relevant injuries or limitations before the session.

Any exercise or position may be modified or stopped where it causes pain, dizziness, numbness, breathing difficulty or discomfort.

Breath-holding practices will not be undertaken in or near water.

15. Transport

Where transport is included, it may be provided by an independent third-party operator.

Guests must:

Transport timings are estimates and may be affected by traffic, weather or circumstances outside our control.

Where a guest misses the arranged transport because they are late or absent, they are responsible for making and paying for their own alternative arrangements.

Nothing in these terms excludes any legal responsibility belonging to FO Wellness or a transport provider.

16. Equipment, Clothing and Personal Belongings

Guests are responsible for bringing the items stated in the event information, which may include:

Guests must inspect personal equipment before use and must not use equipment they believe is damaged or unsuitable.

Personal belongings, vehicles and valuables remain the guest’s responsibility. We are not responsible for theft, loss or damage unless caused by our negligence or where liability cannot legally be excluded.

17. Conduct

Guests must treat staff, instructors, venue personnel, local residents and other attendees respectfully.

We may remove anyone who:

A person removed for these reasons will not be entitled to a refund and may be responsible for damage or loss they cause.

18. Food, Dietary Requirements and Allergens

Guests must provide complete and accurate dietary and allergen information during booking and must notify us promptly if that information changes.

Information may be passed to caterers and venues where necessary to prepare or serve food safely.

Guests with allergies must identify themselves to catering staff before consuming food and should ask for current allergen information.

Although reasonable precautions will be taken, shared preparation and serving environments may create a risk of cross-contact. We cannot promise that food will be entirely free from traces of a particular allergen unless this has been specifically confirmed by the relevant food provider.

Food businesses must provide information about the use of the 14 regulated allergens, so FO Wellness should obtain current written allergen details from each caterer rather than relying solely on a broad disclaimer.

Guests remain responsible for deciding whether food is suitable for them after reviewing the available allergen information.

19. Alcohol, Drugs and Smoking

Guests must not participate in running, swimming, cold immersion, sauna or other physical activities while impaired by alcohol, illegal drugs or medication that makes participation unsafe.

Smoking and vaping are permitted only in designated areas, where allowed by the venue.

We may refuse participation or remove a guest who appears impaired.

20. Inherent Risks and Acceptance of Risk

FO Wellness will take reasonable steps to plan events safely, use appropriate venues and suppliers, provide relevant information and respond to foreseeable risks.

However, outdoor and physical activities cannot be made completely risk-free.

By participating, guests acknowledge and voluntarily accept the ordinary and inherent risks associated with the activities, including the possibility of slips, trips, falls, collision, muscle strain, exposure to weather, cold or heat, water-related incidents and other accidental injury.

This acknowledgement does not remove any legal duty that FO Wellness, its staff, instructors, venues or suppliers owe to guests.

21. Liability

Nothing in these terms excludes or limits liability for:

Subject to the above, FO Wellness will not be responsible for loss, injury or damage arising from:

We are not responsible for indirect or unforeseeable losses or losses connected with a guest’s business, employment or commercial activity.

Any limitation of liability will apply only to the extent permitted by law. UK law prohibits excluding liability for death or personal injury resulting from negligence, while restrictions concerning other negligent loss must satisfy legal fairness and reasonableness requirements.

22. Emergency Treatment

Where a guest becomes injured or unwell, they authorise FO Wellness, venue staff and activity providers to:

Guests remain responsible for personal medical or repatriation costs not otherwise covered.

FO Wellness cannot guarantee that trained medical personnel will be immediately available unless expressly stated for the particular event.

23. Photography and Filming

Photography and video may take place during events for FO Wellness communications, website content, social media and marketing.

Guests will be given a reasonable way to opt out, such as notifying the team before the event and identifying themselves on arrival.

We will take reasonable steps not to use identifiable close-up content of guests who have opted out. However, they may appear incidentally in wide crowd or background footage where exclusion is not reasonably practical.

Consent for marketing photography should ideally be collected through a separate optional checkbox, not bundled into mandatory acceptance of the event terms.

Suggested optional checkbox:

I agree that FO Wellness may use identifiable photographs and video of me for its website, social media and marketing. I understand that I may withdraw this consent for future use by emailing info@fowellness.co.uk.

24. Personal Data and Health Information

FO Wellness may collect names, contact details, emergency-contact details, dietary requirements, accessibility information and relevant health information for event administration and safety.

Health information and some dietary information may constitute special-category personal data and requires additional protection. Where relying on consent, explicit consent should be requested separately and the information should only be collected where necessary.

Information may be shared where necessary with instructors, venues, caterers, safety staff, transport providers and emergency services.

Payment details are processed by Wix or the relevant payment provider and are not directly stored by FO Wellness.

Data will be kept only for as long as reasonably necessary for the stated purposes, legal obligations, safeguarding, insurance and the handling of potential claims.

Guests may contact info@fowellness.co.uk regarding their information rights.

A complete, separate Privacy Notice should explain:

25. Circumstances Outside Our Control

We will not be responsible for failing to provide an event or part of an event where this results from circumstances outside our reasonable control, including severe weather, flooding, fire, venue closure, transport disruption, public-health restrictions, utility failure, civil disturbance or supplier failure that could not reasonably have been avoided.

We will take reasonable steps to reduce disruption and will provide the remedies required by law, taking account of services already provided and costs that cannot reasonably be recovered.

26. Complaints

Concerns should first be raised with an FO Wellness representative during the event where possible so that we have an opportunity to resolve them.

Formal complaints must be sent to:

info@fowellness.co.uk

Please include the booking name, event date and a clear description of the issue.

27. Severability

If any part of these terms is found to be unlawful or unenforceable, the remaining terms will continue to apply.

28. No Waiver

If we do not immediately enforce a term, this does not mean that we have waived our right to enforce it later.

29. Governing Law and Jurisdiction

These terms are governed by the laws of England and Wales.

Guests living in another part of the United Kingdom retain any rights to bring proceedings in their local courts where applicable.

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