Phil Brooke Longbows – School of Traditional Woodland Crafts

Course Terms & Conditions

Please read these Terms & Conditions carefully before making a booking. By booking a course, paying a deposit or course fee, or attending any Phil Brooke Longbows course, you confirm that you have read, understood and agree to these Terms & Conditions.

Due to the specialist nature of our courses, limited participant numbers and the significant preparation required before each workshop, clients are strongly advised to obtain suitable cancellation insurance where available.

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1. Agreement

1.1 Receipt and clearance of either the full course fee or a non-refundable deposit secures your booking.

1.2 The person named on the booking shall be deemed to be the participant unless otherwise agreed in writing.

1.3 The agreement is between Phil Brooke Longbows and the client named on the booking and constitutes the entire agreement between both parties.

1.4 Phil Brooke Longbows reserves the right to refuse or decline any booking at its discretion. Where this occurs, any monies paid will be refunded in full.

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2. Payment of UK Courses

General Courses

A non-refundable deposit is required at the time of booking. The remaining balance must be paid no later than 8 weeks before the course commencement date.

Bookings made within 8 weeks of the course start date require payment in full at the time of booking.

Long-Term Qualifications

Qualifications requiring attendance over several months may be paid by an agreed monthly payment schedule. Full payment arrangements will be confirmed before the course commences.

Deposits contribute towards administrative costs, specialist materials, course preparation and other expenses incurred before the course begins.

2.1 Long-Term Course Fee Reviews

Qualifications extending beyond 12 months may be subject to an annual fee review during April or September to reflect genuine increases in operating costs including specialist materials, insurance, utilities, fuel and inflation.

Any increase will apply only to future payments or future modules and will never be applied retrospectively.

Annual increases will be fair, reasonable and capped at a maximum of 5% within any twelve-month period.

3. Cancellation of Courses

Our specialist workshops and qualifications operate with very small participant numbers, often between two and eight students. Significant preparation begins many months before each course and includes sourcing specialist materials, preparing timber, manufacturing course components, arranging catering, reserving instructors, and committing to other operating costs. As a result, late cancellations can have a substantial impact on the financial viability of a course.

For this reason, the following cancellation policy applies:

• Deposits are non-refundable and contribute towards the administrative costs of booking, specialist materials, catering, course preparation and other expenses incurred prior to the commencement of the course.

• Cancellation more than 12 weeks before the course commencement date will result in the loss of the deposit only.

• Cancellation within 12 weeks of the course commencement date will result in 100% of the total course fee becoming payable.

• All cancellations must be made in writing by email.

• Transfers to another course are entirely at the discretion of Phil Brooke Longbows and, where approved, will incur an administration fee equivalent to the original deposit. This fee contributes towards the administrative work, specialist materials, catering and preparation already undertaken.

• Where we are able to resell your place, we may, entirely at our discretion, offer a full or partial refund or transfer to an alternative course date.

• In exceptional circumstances, such as serious illness or bereavement, Phil Brooke Longbows reserves the right, entirely at its discretion, to offer a transfer or partial credit towards a future course where it is reasonable to do so.

This policy exists solely to ensure the continued viability of our specialist courses whilst allowing us to continue providing the highest standards of tuition, materials and facilities for all participants.

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4. Insurance

Participants are strongly advised to obtain suitable travel and cancellation insurance before booking.

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5. Minimum Participant Numbers

Courses may occasionally be cancelled or rescheduled if minimum participant numbers are not achieved. In such cases, participants will be offered either a full refund or transfer to an alternative date.

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6. Variation of Course Content

Due to weather, seasonal conditions, wildlife activity and other natural variables, it may occasionally be necessary to alter aspects of the advertised course programme.

Such alterations shall not constitute grounds for cancellation or compensation.

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7. Client Conduct

Participants are expected to behave responsibly and follow all reasonable instructions given by Phil Brooke Longbows and appointed instructors.

Grounds for immediate removal without refund include, but are not limited to:

• Intoxication

• Use of illegal drugs or any medication that may impair judgement or safe participation unless previously disclosed.

• Abusive, threatening or disruptive behaviour

• Failure to follow safety instructions

• Lack of suitable clothing or equipment

• Physical or mental inability to safely participate

Parents and guardians remain responsible for the conduct and supervision of children attending any course.

Any reasonable costs arising from removal from a course shall remain the responsibility of the participant.

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8. Safety & Risk

Many of our courses involve the use of edged tools, axes, knives, bows, firearms (where applicable), open fires and work within remote woodland environments.

While every reasonable precaution is taken to minimise risk, participation is entirely voluntary and participants acknowledge the inherent risks associated with outdoor activities.

Participants must comply with all safety instructions at all times.

Failure to do so may result in immediate removal from the course without refund.

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9. Firearms & Archery Courses

Participants attending firearms-related courses must be legally entitled to possess, borrow or use firearms where required by law. within the United Kingdom and may be required to complete a declaration confirming this.

Participants attending archery courses must comply with all safety instructions relating to bows, arrows and associated equipment.

Unsafe behaviour, failure to follow instruction or attendance whilst under the influence of alcohol or drugs will result in immediate removal without refund.

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10. Alcohol & Drugs Policy

Participants must not attend any course whilst under the influence of alcohol or illegal drugs.

Anyone believed to be impaired may be refused participation or removed from the course without refund.

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11. Dogs

Dogs are not permitted unless prior written permission has been obtained.

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12. Weather

Courses operate in most weather conditions unless it is considered unsafe to do so.

Participants are responsible for bringing suitable clothing and equipment appropriate for outdoor conditions.

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13. Photography & Media

Photographs and video footage may occasionally be taken during courses for promotional purposes.

Participants who do not wish to appear in photographs should notify us before the course commences.

Audio or video recording of instruction is not permitted without prior written permission.

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14. Medical Conditions & Allergies

Participants are responsible for informing Phil Brooke Longbows of any relevant medical conditions, injuries, disabilities or allergies that may affect their participation.

Participants are responsible for carrying any medication they may require during the course, including inhalers, EpiPens and diabetic medication.

Participants should ensure they are physically capable of undertaking the activities involved.

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15. Vehicles & Personal Equipment

Vehicles are parked entirely at the owner's risk.

Phil Brooke Longbows accepts no responsibility for loss of or damage to vehicles, personal equipment, clothing or other belongings brought onto the course.

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16. Liability

Participation is undertaken entirely at the participant's own risk.

Phil Brooke Longbows shall not be liable for loss, theft or damage to personal property or equipment.

Liability will only be accepted where injury or loss is proven to have resulted directly from negligence on the part of Phil Brooke Longbows or its instructors.

Participants are responsible for ensuring that their own personal insurance adequately covers their attendance where appropriate.

Nothing within these Terms & Conditions excludes or limits liability where such exclusion is prohibited by law.

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17. Cancellation by Phil Brooke Longbows

Should we cancel a course, participants will be offered either:

• A full refund; or

• Transfer to an alternative course date.

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18. Complaints

Any concerns should be raised during the course wherever possible so they can be resolved promptly.

Formal complaints must be submitted in writing within 28 days of the course end date.

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19. Travel Documentation

Participants remain responsible for ensuring they possess any passports, licences, permits or other documentation required to attend a course.

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20. Force Majeure

Phil Brooke Longbows shall not be liable for cancellation or interruption caused by circumstances beyond our reasonable control, including but not limited to severe weather, flooding, fire, disease outbreaks, government restrictions, woodland access restrictions or other unforeseen events.

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21. Intellectual Property

All course notes, teaching materials, manuals, demonstrations, photographs, videos and teaching methods remain the intellectual property of Phil Brooke Longbows unless otherwise stated.

Course materials are supplied solely for the personal educational use of the participant and may not be copied, reproduced, distributed or used for commercial teaching purposes without prior written permission.

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22. Data Protection

Personal information collected during the booking process, including medical questionnaires, will be processed and stored in accordance with our Privacy Policy and applicable UK data protection legislation.

23. Right to Refuse Instruction

Phil Brooke Longbows reserves the right to refuse instruction or remove any participant from a course where, in the reasonable opinion of the instructor, their conduct, physical condition, medical condition, behaviour or ability presents a risk to themselves, other participants, members of the public or the safe operation of the course.

Such removal shall be dealt with in accordance with Clause 7 (Client Conduct).

Payment of a deposit or course fee constitutes acceptance of these Terms & Conditions, which are available on our website and supplied with every booking confirmation.

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