Booking terms and conditions

1. Booking
Your place is confirmed once payment has been received. You may choose to:

• pay the full amount at the time of booking; or

• pay a 50% deposit to secure your place.

If you choose the deposit option, the remaining 50% balance must be paid in full no later than 1 December 2026. We will send a payment request to the email address provided at the time of booking approximately two weeks before the payment deadline, to give you time to arrange payment.
All outstanding balances must be received by 1 December 2026. If the remaining balance has not been received by this date, we reserve the right to cancel your booking. In this circumstance, the 50% deposit will normally be retained as the applicable cancellation charge, subject to your statutory rights under applicable consumer law.
The deposit reflects costs we expect to incur or commit to in securing and holding your place, including venue, instructors, catering and other event-related costs. It is not an additional charge.
 
Important: minimum booking requirement
Winter POLEstice is subject to a minimum of 6 confirmed bookings.
If fewer than 6 confirmed bookings have been received by 12 November 2026, we reserve the right to cancel the Event.
If we cancel the Event because the minimum booking requirement has not been reached, we will notify affected customers as soon as reasonably practicable and provide a full refund of all payments made to us for the Event.
We recommend that you consider the minimum booking requirement and wait until the Event has been confirmed before making non-refundable accommodation, travel or transport arrangements.

2. What Your Booking Includes
Winter POLEstice Flow Weekend is a creative pole experience comprising the activities and inclusions described on the relevant booking page.
Depending on the ticket purchased, these may include:

• pole heels workshops;

• professional pole photography;

• the Christmas Pole Jam & Pizza Party;

• breakfast and main meal

• studio drinks and snacks;

• the photoalbum; and

• other activities or experiences expressly stated on the booking page.

The exact inclusions applicable to your booking will be those stated on the booking page at the time you purchase your place.
Accommodation, travel and transport are not included in the price of your booking.
You are responsible for arranging your own accommodation and travel to and from the Event.

3. Accommodation & Travel
Accommodation
Accommodation is not included in your Winter POLEstice booking. You are responsible for arranging and paying for your own accommodation if you choose to stay overnight.
We may provide information about nearby accommodation options to help you plan your weekend, but any accommodation you book will be a separate arrangement between you and the accommodation provider.
We are not responsible for the availability, quality, cancellation terms, pricing or performance of accommodation booked separately by you.
Travel & Transport
Travel to and from the Event is not included in your booking. You are responsible for arranging and paying for your own travel and transport.
If requested after booking, we are happy to help with general travel planning, such as providing information about local transport options, nearby stations, taxi companies or other suitable providers.
Any transport you arrange separately is not included in the price of your Winter POLEstice booking and is provided under a separate arrangement with the relevant transport provider.
We do not guarantee the availability, timing, price or performance of any third-party transport service and are not responsible for delays, cancellations or other issues arising from transport arranged separately by you.

4. Cancellation by You
You may cancel your booking at any time before the start of the Event by notifying us in writing.
Where you cancel, we will retain a reasonable cancellation charge reflecting costs we have reasonably incurred or remain committed to as a result of your booking, taking into account any costs we are able to save and any income we reasonably receive or expect to receive from filling your place.

More than 14 days before the Event
If you cancel more than 14 days before the start of the Event:

• where you have paid a 50% deposit, we will normally retain that deposit as the applicable cancellation charge; or

• where you have paid the full price, we will normally retain 50% of the booking price and refund the remaining 50%.

The cancellation charge reflects costs we may commit to in advance when securing your place, including venue, instructors, catering, photography and other event-related costs.

Within 14 days of the Event
If you cancel 14 days or less before the start of the Event, we will normally retain the amount paid where this is reasonably required to cover costs we have incurred or committed to and are unable to recover or avoid.
Because a significant proportion of the Event costs may be committed in advance, finding another booking does not necessarily eliminate all costs associated with an original cancellation.
However, where your place is transferred or subsequently sold to another customer, we will take into account relevant income received and costs saved when determining whether any refund is due.
Any cancellation charge applied will be subject to your statutory rights under applicable consumer law.
 
Transfer of your place
If you are unable to attend, you may arrange for another person to take your place, subject to our prior approval.
Finding a replacement participant is your responsibility. We are not responsible for finding a replacement on your behalf.
The replacement participant must meet any requirements applicable to the Event and provide us with any information reasonably required before their place can be transferred.
Please contact us as soon as possible with the replacement participant's details. Transfers requested shortly before the Event may not be possible where changes to catering, photography, scheduling or other arrangements can no longer reasonably be made.
Once we have confirmed the transfer in writing, the replacement participant will take over your booking. Any payment or reimbursement between you and the replacement participant is your responsibility.
We will not be responsible for any payment due between you and the replacement participant, and a transfer does not create any additional refund entitlement beyond the transfer of your place.

5. Changes or Cancellation by Us
We may make reasonable changes to the Event where necessary, including changes to the timetable, individual instructors, workshop content, activities, photography arrangements or other Event details. Where reasonably possible, we will notify you of any material changes in advance.
If a particular instructor becomes unavailable, we may appoint a suitable replacement instructor or make reasonable changes to the programme.
If we need to make a significant change to the Event before it starts, we will notify you as soon as reasonably practicable and, where appropriate, provide you with any rights or remedies available under applicable consumer law.
 
Cancellation by us
We may cancel the Event where circumstances beyond our reasonable control make it impossible, unsafe or impractical to proceed. This may include, for example:

• serious venue damage or closure;

• fire, flooding or other significant property damage;

• loss of essential utilities;

• significant disruption affecting the Event;

• government restrictions or legal requirements;

• serious health and safety concerns; or

• other unavoidable and extraordinary circumstances.
   

We may also cancel the Event if the minimum booking requirement set out in Section 6 has not been reached by 12 November 2026.
If we cancel the Event for any of these reasons, we will notify affected customers as soon as reasonably practicable.
Where we cancel the Event, we will provide a full refund of all payments made to us for the cancelled Event.
We will not be responsible for separate costs you incur outside your booking, including accommodation, travel or transport that you have arranged independently, except where liability cannot lawfully be excluded or limited.
Nothing in these Terms & Conditions excludes or limits any liability or legal rights that cannot lawfully be excluded or limited.

6. Minimum Booking Requirement
Winter POLEstice is designed as a small-group experience and is subject to a minimum of 6 confirmed bookings.
The minimum booking requirement is an important condition of the Event. If fewer than 6 confirmed bookings have been received by 12 November 2026, we reserve the right to cancel the Event.
If we cancel the Event for this reason:

• we will notify affected customers as soon as reasonably practicable;

• all payments made to us for the Event will be refunded in full; and

• no cancellation charge will be applied to customers as a result of our cancellation.

Customers are responsible for their own accommodation, travel and transport arrangements. We strongly recommend that customers consider the minimum booking requirement and wait for confirmation that the Event is proceeding before making non-refundable arrangements.
We will not be responsible for separate accommodation, travel, transport or other costs arranged independently by a customer, except where liability cannot lawfully be excluded or limited.
Nothing in these Terms & Conditions affects your statutory rights as a consumer.

7. Health & Participation
By booking the Event, you confirm that:

• You are physically able to participate in the pole, movement and other activities included in the Event.

• You will provide accurate and relevant information about any injuries, medical conditions, physical limitations or other circumstances that may affect your ability to participate, including by completing any appropriate PAR-Q or other health and safety information requested before the Event.

• You will follow reasonable instructions given by our instructors or Event organisers relating to safety and participation.

• You will listen to your body and stop or modify an activity if you feel unwell, experience pain, or feel unable to continue safely.

• You will inform an instructor or organiser if you need to stop or require assistance.

• We may ask you not to participate in a particular activity, or to modify your participation, where we reasonably consider this necessary for your safety or the safety of others.

• You understand that pole and movement-based activities involve an inherent risk of physical injury, including strains, sprains, bruising and falls, even when appropriate safety measures and instruction are followed.

You are responsible for providing accurate information about your health and physical ability to participate.
If you are unsure whether a particular activity is suitable for you, you should seek appropriate medical advice before participating.
We recommend arranging appropriate insurance to cover cancellation, illness, injury and other unexpected circumstances, including any accommodation or travel you arrange separately.
Nothing in these Terms & Conditions excludes or limits any liability or legal rights that cannot lawfully be excluded or limited.

8. Liability & Personal Belongings
You are responsible for taking reasonable care of your personal belongings during the Event.
We are not responsible for loss, theft or damage to your personal belongings except where such loss, theft or damage is caused by our negligence or breach of contract.
You are responsible for your own travel, transport and accommodation arrangements and for any loss, cost, delay or inconvenience arising from those arrangements.
Nothing in these Terms & Conditions excludes or limits any liability or legal rights that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or any other liability which cannot legally be excluded or limited.
These Terms & Conditions do not affect your statutory rights as a consumer.