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Terms & Conditions – Urban Sketch Course Retreats with Ian Fennelly

Welcome to Urban Sketch Course Retreats (“we”, “us”, “our”). These Terms and Conditions (“Terms”) apply to all retreat bookings made with us. By booking, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you have questions, please contact [email protected].

1. Definitions

  1. Retreat: the urban sketching workshop experience on specific dates, with or without accommodation.
  2. Participant (“you”): the individual attending the Retreat.
  3. Start Date: the first scheduled day of the Retreat.

2. Booking & Payment

  1. Booking Confirmation. Your place is confirmed only when we issue written confirmation following receipt of a deposit or full payment, as specified at the time of booking.
  2. Payment Methods. We accept payment by PayPal, credit/debit card, or any method we publish at checkout.
  3. Prices & Taxes. Prices are shown in GBP unless stated otherwise and include applicable taxes where required. Any excluded items will be stated on the Retreat page.
  4. Payment Plans. If a payment plan is offered, you must make all instalments on time. Failure to pay may result in cancellation of your place in accordance with Section 3.

3. Cancellations by You & Refunds

  1. Cancellation Fee (Deterrent). All cancellations are subject to a non-refundable cancellation fee of £350, payable regardless of circumstances. If you paid a deposit that is less than £350, you authorise us to charge the balance of the cancellation fee to your original payment method.
  2. Cancellations More Than 45 Days Before Start Date. If you cancel more than 45 days before the Start Date, we will make reasonable efforts to resell your place. If your place is successfully resold, we will refund amounts you have paid minus the £350 cancellation fee and any direct third-party costs we incur due to your cancellation (e.g., name changes or admin charged by suppliers). If we are unable to resell your place, no refund will be issued.
  3. Cancellations Within 45 Days of Start Date. Cancellations made within 45 days of the Start Date are strictly non-refundable under any circumstances.
  4. No-Show. Failure to attend for any reason is treated as a cancellation; no refund or credit will be issued.
  5. Resale Price & Method. If we attempt resale, we may market your place at any price, via any channel, and with any reasonable promotions we choose. Any refund (if applicable) will never exceed the amount actually received by us for the replacement booking, less the £350 cancellation fee and direct third-party costs.
  6. Discretionary Credits (Exceptional Circumstances). In cases of serious illness, injury, or bereavement, we may, at our sole discretion, offer a credit toward a future Retreat. This is not guaranteed.
  7. Consumer Cooling-Off (UK/EU). Retreats are leisure activities taking place on specific dates. Accordingly, the usual 14-day cooling-off right does not apply (UK Consumer Contracts Regulations 2013, reg. 28(1)(h)). This does not affect your statutory rights.

4. Transfer of Booking (Participant Substitution)

  1. You may request to transfer your place to another individual provided that:
    1. you notify us in writing at least 14 days before the Start Date;
    2. the proposed replacement meets any prerequisites and our suitability requirements; and
    3. you pay any administrative or supplier charges arising from the transfer.
  2. All transfers require our prior written approval. We may refuse a transfer acting reasonably (e.g., if the replacement is unsuitable or deadlines have passed).

5. Changes & Cancellations by Us

  1. Program Changes. We may make changes to schedule, location, content, instructors, or accommodation where reasonably necessary. We will notify you of any material change as soon as practicable.
  2. Cancellation by Us. If we cancel the Retreat, you will receive a full refund of amounts paid to us for the Retreat. We are not responsible for your incidental or consequential costs (e.g., travel, visas, insurance, equipment).
  3. Force Majeure. We are not liable for delays or cancellations caused by events beyond our reasonable control (including but not limited to extreme weather, natural disasters, strikes, epidemics/pandemics, government restrictions, civil unrest, or supplier failure). Where feasible, we may reschedule or offer a credit; refunds are at our discretion except where required by law.

6. Accommodation & Package Structure

  1. We typically pre-book a limited number of hotel rooms (e.g., ~17 per location) to foster a cohesive group experience. Priority is given to Participants booking the full package (workshop + accommodation).
  2. Workshop-only places may be released on a waiting-list basis if capacity remains after full-package bookings are confirmed. Email [email protected] to enquire.
  3. Package Integrity. Retreat and accommodation may be sold as a package. Partial cancellations (cancelling accommodation but keeping workshop, or vice-versa) are not permitted unless expressly agreed by us in writing.
  4. Damage & Conduct. You are responsible for any damage you cause to accommodation or venues and any charges imposed by suppliers as a result.

7. Travel Requirements & Insurance

  1. You are solely responsible for arranging and carrying valid travel documents (passport, visas, health documentation) and for complying with local laws and regulations.
  2. Travel Insurance is strongly recommended. Your policy should cover medical emergencies, personal liability, cancellation, curtailment, loss of belongings, and any activities you plan to undertake.

8. Health, Safety & Personal Responsibility

  1. You attend and participate at your own risk. You are responsible for assessing your own fitness and wellbeing for outdoor sketching, walking to locations, weather exposure, and similar activities.
  2. Please inform us of any relevant medical conditions in advance. We may adapt activities where reasonable but cannot guarantee specific accommodations.

9. Code of Conduct

  1. We expect respectful conduct toward instructors, our team, other Participants, suppliers, and local communities. Disruptive, unsafe, or inappropriate behaviour may result in removal from the Retreat without refund.
  2. Alcohol or substance misuse is not permitted during scheduled activities and may result in removal without refund.

10. Photography, Video & Media

  1. We may photograph or film activities for promotional purposes. By attending, you consent to the use of your image in our marketing. If you do not wish to be photographed or recorded, please notify us in writing before the Start Date and identify yourself to our team on arrival so we can take reasonable steps to accommodate.

11. Course Materials & Intellectual Property

  1. All course content and materials are protected by intellectual property rights. Materials are provided for your personal use only and may not be reproduced, distributed, or used commercially without our prior written permission.

12. Liability

  1. Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited by law.
  2. Subject to the above, our total aggregate liability to you for any loss or damage arising under or in connection with the Retreat (whether in contract, tort, negligence, or otherwise) shall not exceed the total amount you paid to us for the Retreat.
  3. We are not liable for indirect or consequential loss, loss of enjoyment, or incidental expenses (including travel or accommodation arranged by you).

13. Data Protection

  1. We process personal data in accordance with our Privacy Policy. We may share necessary data with accommodation or activity suppliers solely to deliver the Retreat.

14. Complaints

  1. If you have a concern during the Retreat, please inform our team promptly so we can seek to resolve it. For post-Retreat issues, contact [email protected] within 14 days of the End Date.

15. General

  1. Governing Law. These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of England & Wales. The courts of England & Wales shall have exclusive jurisdiction.
  2. Severability. If any provision is found invalid or unenforceable, the remaining provisions shall remain in full force and effect.
  3. No Waiver. No failure or delay by us in exercising any right shall operate as a waiver of that right.
  4. Variations. We may update these Terms from time to time. The version in force at the time of your booking applies unless a change is required by law.
  5. Entire Agreement. These Terms, together with the information on the Retreat booking page and your booking confirmation, constitute the entire agreement between you and us regarding the Retreat.

Note: These Terms are intended to be fair and transparent and do not affect your statutory rights.