Terms & Conditions
We are The Intrepid Collective Ltd, a limited company incorporated in England with company number 12471105 whose registered office is at 8 Wallside, Barbican, London, EC2Y 8BH. We are specialist event organisers and consultants, and our business operates out of the United Kingdom (UK). Our services are as advertised.
The Virtual Collective is a group of services and products offered by The Intrepid Collective Ltd. These Terms and Conditions apply to The Virtual Collective services only. Your Contract incorporates these Booking Terms and Conditions and by making or joining a booking with us you confirm your acceptance of these. These Terms and Booking Form constitute the entire agreement between you and The Intrepid Collective Ltd.
booking terms as outlined in this document
the document detailing your event information and associated costs, signed by the Booker
one of the events and experiences offered by The Intrepid Collective Ltd.
the agreement of services
the organisation or individual signing the Booking Form
the document detailing your event information and associated costs, provided by The Intrepid Collective Ltd.
people attending the Event
B) YOUR RESERVATION
To book an Event from The Virtual Collective with The Intrepid Collective the Booker must place a non-refundable payment as specified by your Booking Confirmation. By placing this payment you confirm the accuracy of all information you have provided and accept these Terms on behalf of yourself and members of your Group.
The Agreement between yourself and The Intrepid Collective Ltd commences when your Booking has been formally acknowledged in writing by The Intrepid Collective Ltd. By paying your Deposit you acknowledge that you agree to our Terms. It is the Booker's responsibility to ensure every member of the party is aware of and adheres to our Terms and Conditions and supplies all information to the Group accurately.
Unless you advise otherwise we will assume that every member of your Group is over 18 years of age. You accept that the Booker has the authority to deal with us on your behalf. If for any reason there is a change in the Booker, you should notify us in writing immediately.
You must check all documents (including any tickets or vouchers) which we send to you and contact us at once if any information appearing on the booking confirmation or any other document appears to be inaccurate or incomplete within 3 working days of receiving it.
The Booker is responsible for a Bookings and for ensuring that all monies due are paid on time and that everyone within the Group is aware of our terms and conditions. The Booker assumes all responsibility to settle the balance of the invoice for a confirmed booking before the final balance due date.
All initial payment events must be paid in full within 3 working days of receiving the invoice in order to confirm the booking. The payment is non-transferable and non-refundable. Once payment has been received, the booking will be considered confirmed and you will receive a Booking Confirmation. This confirms the contract between you and The Intrepid Collective Ltd.
A request to add further Group members must come from the Booker and must be made in writing. The addition of Group members is subject to availability and could increase the cost of the booking. Please be aware we will make every effort to accommodate your request.
No documents or materials relevant to the booking will be dispatched until the booking has been fully paid.
Under all circumstances; all payments, instalments, administration charges and service fees are non-refundable and non-transferable. Please note that credit/debit card payments are subject to a 2.5% admin fee on the gross total.
D) CHANGES & CANCELLATIONS
BY THE BOOKER
If you want to change your Event in any way after we have received your Booking Form you must inform us in writing, as soon as possible. We will try to accommodate your change requests, although we cannot guarantee that we will always be able to do this as changes are subject to availability at the time and the booking conditions of suppliers.
Any changes may result in additional charges, which you will need to agree to pay. Additional Charges may also apply where a request for an itinerary change is made after the full balance has been paid. Any change to your start date, activities or timing has to apply to all members of your Group.
As the price of your event is based on your initial numbers, if there is a drop or increase in numbers, The Intrepid Collective Ltd may be required to recalculate the package price based on the final number of people attending. The Booker will be required to pay the balance of the booking based on the reworked price.
If we are unable to make any requested change and you do not wish to continue with the Booking then our cancellation charges will apply.
If you would like to cancel your event in any way after we have received your Booking Form and payment you must inform us in writing, as soon as possible. If you cancel with more than 14 days until your event, we will refund your event minus the cost of any payments already incurred by us. If you cancel within 14 days of the event, there will be no refund. We incur costs as soon as we confirm your Booking, therefore we cannot give full refunds on any payments made. Please note that any date change requests will be subject to cancellation terms.
If your numbers go down more than 14 days ahead of the event, those cancelling are subject to any costs incurred. Within 14 days of the event, if there is any reduction in numbers, we are unable to offer any refund.
BY THE INTREPID COLLECTIVE
We hope and expect to be able to provide you with all the services we have confirmed to you in our Booking Confirmation. We plan Events in advance using independent suppliers over whom we have no direct control. On occasions changes do have to be made, and we reserve the right to make these. Most of these changes are minor. However, if we consider them a "Significant Change” we will endeavour to advise you as soon as reasonably possible.
In the case of a Significant Change before your Event we will provide you with three alternatives:
Alternative arrangements of equivalent or similar (‘like for like’) standard and price, if available;
Alternative arrangements of a lower standard together with a refund of the difference in price;
Cancellation of the specific arrangements affected with a full refund of all monies paid for these arrangements only.
If the change occurs as a result of the circumstances beyond our control, clause ‘Limitation of our Liability to You’ will apply.
In the unlikely event we need to cancel part or all of your Event we will tell you as soon as possible. If we have to cancel any of the arrangements we will provide you with three alternatives:
Alternative arrangements of equivalent or similar standard and price, if available;
Alternative arrangements of a lower standard together with a refund of the difference in price;
Cancellation of the specific arrangements affected with a full refund of all monies paid.
If the cancellation occurs as a result of circumstances beyond our control, clause ‘Limitation of our Liability to You’ will apply.
We reserve the right to cancel your provisional booking as a result of your failure to pay the invoice within 3 working days of receipt.
E) CHANGES AND CANCELLATION CHARGES
The following information sets out the sums payable to The Intrepid Collective Ltd or Booker in the event of Significant Changes or Cancellation.
These sums are not payable where we have to make a Significant Change or Cancel your arrangements as a result of:
matters outside of our control when clause ‘Limitation of our Liability to You’ shall apply, or
where your booking was accepted "subject to availability” or similar, and the arrangements are not available
We will not be liable to pay any refunds if we are forced to Cancel or in any way change your arrangements as a result of unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even with all due care. These include (but are not limited to) unavoidable technical problems, war or threat of war, civil strife, industrial disputes, natural disaster, bad weather, epidemic or terrorist activity.
F) LIMITATION OF OUR LIABILITY TO YOU
Every effort is made to ensure your safety. Some arrangements include a certain element of risk and The Intrepid Collective Ltd take no responsibility for any loss or injury incurred by the Booker or any party members taking part in such arrangements.
We will not be liable where any failure in the performance of the Contract is due to:
A third party unconnected with the provision of the arrangements and where the failure is unforeseeable or unavoidable;
Unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall;
Force majeure events which include (but are not limited to) war or threat of war, riot, epidemics or pandemics, civil strife or unrest, Acts of God, strikes, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flight or rail transport by airline or rail operator, the alteration of flight paths, aircraft type or any other event that is beyond the reasonable control of The Intrepid Collective Ltd.
Our liability will be limited in accordance with and/or in an identical manner to the contractual terms of the companies that provide the arrangements which are incorporated into and form part of your contract with us.
G) REFUND POLICY
If we confirm that a refund is due for an aspect of your booking, we will endeavour to process this within 14 working days, wherever possible.
H) HEALTH PRECAUTIONS
Some of our Events involve activities. It is the Booker’s responsibility to ensure that you and your Group members have the levels of health and fitness required for any particularly strenuous activities and to alert us before the Booking of any condition of which we, and our providers, should be aware. Some of our deliveries include food and drink. When organsing the event, we will take care to accommodate any dietary requirements brought to our attention. It is your responsibility to gather this information and inform us in writing of any dietary requirements at least 14 days before the event.
PROVISION OF ALCOHOL
Some of our deliveries include alcohol. It is your responsibility to ensure that anyone receiving alcohol is over the age of 18 and we reserve the right to request proof of age.
J) ACTIVITY TIMINGS AND LOCATIONS
Our itineraries are designed for you to achieve maximum enjoyment from your arrangements. The general advice and timings provided must be adhered to at all times and failure to do so may result in your group being unable to participate in particular activities. We cannot be held liable should you fail to follow our advice or adhere to our planned timings. You are required to contact us immediately if any information which appears on the Booking Confirmation, Final Details or elsewhere appears to be incorrect or incomplete, as it may not be possible to make changes further down the line.
You must be responsible for the behaviour of yourself and your Group, for the duration of the booking process and the event itself. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your arrangements if behaviour is or is likely to be, in our reasonable opinion, or in the reasonable opinion of any accommodation supplier or other person in authority, disruptive, upsetting or dangerous to yourself or anyone else or if you or any member of your party have caused or are likely to cause damage to property. This includes but is not limited to the possession and consumption of illegal substances by any members of the Group, which is strictly prohibited during all aspects of the summary.
We will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your arrangements due to such unacceptable behaviour. In this situation we will then have no further responsibility for you or any other member of your Group.
L) YOU HAVE A COMPLAINT
If you have cause for complaint during the Event, you must bring it to the attention of any supplier immediately. They will do their best to rectify the situation. If your complaint is resolved during the Event, any formal refund or compensatory agreement made, including the provision of replacement arrangements to which you agree during the Event, will not be reconsidered or additionally compensated by us. Any agreement made should be immediately communicated to The Intrepid Collective Ltd within 48 hours of the incident.
If your complaint is not resolved during the Event, or you wish to make a formal complaint about the service you have received from us, please send your comments in writing within seven days of the Event. Please provide all relevant Booking information, keeping your account concise and to the point in order to assist us to quickly identify your concerns and speed up our response to you. We will endeavour to respond within 14 days of receipt and resolve any issues raised within 28 days.
M) DATA PROTECTION
Information about the Booker and Group, including names, contact details and any special needs, disabilities or dietary requirements is collected by us when you request information or make a Booking with us. We may disclose this information to our service providers (who may be located outside the UK) for the purpose of providing you with your arrangements. Only information necessary for this purpose will be disclosed to them.
N) ENGLISH LAW
The Contract between us will be governed by English Law and any dispute will be resolved exclusively by the English courts. Our Terms do not affect your statutory rights. We reserve the right to make amendments and improvements to these Terms and Conditions without notice. For the full and latest version of our Terms and Conditions please visit this page (www.theintrepidcollective.com/the-virtual-collective-ts-cs).