Terms & Conditions
YOUR CONTRACT IS WITH EP GLOBAL EVENTS LTD
Your contract is with EP Global Events Ltd. Below are the details of the terms and conditions of the booking agreement.
Please read them carefully.
When you make a booking and we accept it, a legally binding contract is made. When you complete our online booking form, you (and any other person on whose behalf you book) agree to accept all of these conditions, you acknowledge that you have read the relevant Event Details and the General Information. You also warrant that the information given by you on the booking form is complete and true. A contract will exist as soon as we issue our booking confirmation receipt. This contract is made on the terms of these booking conditions which are governed by English Law and the jurisdiction of the English courts.
YOUR EVENT PRICE
We reserve the right to alter the prices of any Event shown on our website: https://www.worldshighestocr.com.
You will be advised of the current price of the Event that you wish to book before your contract is confirmed.
Optional activities, excursions, or other tours that you may choose to book or pay for whilst you are on Event are not part of your package Event provided by us. For any optional activity, excursion, or other tour that you book, your contract will be with the operator of the activity, excursion or tour and not with us. We are not responsible for the provision of the activity, excursion or tour or for anything that happens during the course of its provision by the operator.
We take full responsibility for ensuring that proper security measures are in place to protect your information. When you make a booking, you consent to all the information you provide being passed on to our suppliers, wherever they may be based. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law. Certain information may also be passed on to security or credit checking companies. By agreeing to these terms you acknowledge that we have your express permission to share your personal information with the Event sponsors.
EVENT LEADER AUTHORITY
Signing our booking form signifies your agreement to abide by the authority of the Event leader, who represents EP Global Events Ltd. The decision of the leader as to the conduct, itinerary and objectives of the Event is final. If, in the opinion of the leader, your behaviour or physical condition is detrimental to the safety, welfare and well-being of the group as a whole (which are the paramount considerations), or if the leader considers your general wellbeing will be put at risk by continuing with the Event, you may be asked to leave the Event without the right to any refund for unused services.
Your booking is accepted on the understanding that you realise and accept the risks and hazards potentially involved in this Event and that you are mentally and physically capable of undertaking the Event. You must tell us if you have an existing medical condition or disability that might affect the Event or other group members’ enjoyment of it, before you book your Event. If, in our reasonable opinion, the Event is not suitable for your medical condition or disability we reserve the right to refuse your booking. We reserve the right to cancel the contract if medical problems are discovered and, in this eventuality, we will not give a refund or pay compensation. You are responsible for bringing with you the proper clothing and equipment, which we will advise you about in our printed Event information and pre-departure information pack. If you are unable, or choose not to complete an itinerary outlined for this Event, EP Global Events Ltd is not liable to supply alternative itineraries, excursions, accommodations, services or staff for the period when the client is not present with the group. EP Global Events Ltd is liable for the negligence of its employees and suppliers when they are acting in the scope of their employment or in the provision of the travel arrangements. The company is not liable for any failures that occur in the performance of the travel arrangements which are attributable to the consumer, or attributable to a third party unconnected with the provision of the services and unforeseeable or unavoidable, or are due to unusual and unforeseeable circumstances beyond the control of the company which could not have been avoided even if all due care had been exercised.
IF YOU HAVE A COMPLAINT
If you have a problem during this Event, you must inform your Event leader who will endeavour to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at EP Global Events Ltd. giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. It is strongly suggested that you communicate any complaint to the Event leader without delay and complete a report form whilst on the tour. If you fail to follow this simple procedure, we will have been deprived of the opportunity to investigate and rectify your complaint during your Event and this may affect your rights under this contract.
Any likeness or image of you secured or taken on any of our Events may be used by the company without charge in all media (whether now, existing or in the future invented) for bona fide promotional materials of any kind, such as brochures, website slides, video shows and the internet.
This is ADVENTURE Event travel, and many of EP Global Events Ltd’s Event destinations are in remote areas, within under-developed countries, where events are less predictable than is usually the case in, for example, Western Europe or North America. The unexpected is the norm in these areas and, despite painstaking planning and organisation, our adventure Events can never be taken for granted like regular Events. Many of the places that we visit do not have the same quality of emergency health and safety services that we are used to in the developed world. Internal flights can be cancelled, road transport is generally uncomfortable and unreliable, and hotels often do not approach the standards of the West.
IF YOU ARE NOT PREPARED FOR THIS, YOU SHOULD NOT PARTICIPATE IN THIS EVENT.
This unpredictability also means that the itineraries that we put forward for each of our Events should be seen as statements of intent, rather than as contractual obligations. A variety of factors, including weather, transport difficulties and political instability, might dictate that we change any itinerary. The Event leader will make any changes that are necessary, after consultation with the group. Only rarely will such changes be significant, and we will always do everything within our powers to minimise the effects of the enforced changes. We cannot be held responsible for the results of changes or delays, irrespective of how they are caused.
We make every effort ensure that the information contained on our website and in any promotional material is accurate and up to date. Any urgent/critical information will be sent to you, using the contact details you provide, so it is essential that we are advised of any changes. However, regrettably, errors and omissions can occur. We reserve the right to make amendments and/or give notice of any significant changes at the earliest possible opportunity.
Please note that in order for your place to be accepted on the World’s Highest OCR (WHOCR,) you must read and agree to the following terms and conditions.
REGISTRATION PROCEDURE AND PAYMENT DETAILS
WHOCR is being run in September 2021 ascending to the top of Kilimanjaro via the Machame route to Uhuru peak, descending into the crater to then move through the 100m obstacle course and finally to descend in two days as either a trek or speed descent. The race organisers reserve the right to alter the length and format of the event at their discretion and at any time.
We will advise you in advance of registrations opening. All registrations will be via an online form, and as a minimum a 20% deposit will be required in order to confirm your entry. Registrations will be accepted on a first come, first served basis.
Entry costs – Payment terms
Payments may be made by bank transfer or PayPal for the deposit, and by bank transfer or PayPal for the instalments. We are not in a position to accurately predict entry costs beyond one year in advance as these are subject to ground authorities in Country of event, travel and accommodation costs and arrangements, exchange rates and taxes. We will endeavour to confirm final costings within 12 months prior to the event date. However, we do undertake to release you from your commitment to your payment and place (if that is your wish) and have a complete refund of all monies paid if the costs of the event increase cumulatively more than 10% per year between your year of registration and year of event. Payments for the event are either in full or if choosing a payment plan then split into an initial registration fee of 20% booking deposit, plus four further payments within the 8 months leading up to the event. If you wish, payment can be split into monthly amounts, to be paid by bank transfer, standing order or automatic card payments – please contact us for more details, once you have secured your entry.
What is included in the fee:
- Guinness World Record attempt (If successful, a Guinness World Record Certificate).
- World Record attempt (If successful, a World Record Certificate).
- ALTITUDE OCR World Championships attempt – this option is a higher cost than standard entry (A certificate to include personal ranking and finisher position with medal and t-shirt).
- Transfers (airport to hotel on arrival / event start/finish / drop off from hotel to airport on departure).
- All main meals at hotel before and after the mountain phase within the itinerary dates.
- Hotel accommodation before and after the mountain phase.
- National Park fees.
- During the event: All meals, water, medical team, guides, porters, cooks, cooking fuel, stoves and cooking equipment, waiters, minimal insurance, twin sharing tent, toilet tents, sleeping mattress, crater obstacle transporting, setting up and dismantling, crater clean-up team (all waste), English speaking event leaders.
- WHOCR Medal.
- WHOCR Summit Team event T-shirt.
- VIP Afterparty at the Hotel.
What is not included:
- Event insurance (We require all competitors as compulsory to take out insurance covering cancellation, Covid-19 related issues including health, flights and departure/access challenges from Country of residence and Country of event location – comprehensive insurance to cover loss of personal items is also recommended). We will require proof of cover with your 2nd instalment payment.
- Personal clothing and equipment.
- Personal training costs.
- Doctor’s fees (e.g. for ECG and blood tests – this includes vaccinations or tests required as part of your travel requirements).
EP Global Events Ltd reserves the right to charge fuel/airport tax surcharges, if necessary.
- Acceptance of these terms and conditions of booking.
- Acceptance of the rules that apply to the event.
- Deadlines for payments and all payment instalments must be met as itemised.
- Deadlines for completion of registration forms must be kept (An online form to be completed after registration, followed by a copy of your passport and a passport-style photo, via email).
- Your contact details must be kept up-to-date.
- A sealed letter addressed to the EP Global Events Ltd for anyone undergoing long term treatment for a chronic disease.
- We require all competitors as compulsory to take out insurance covering cancellation, Covid-19 related issues including health, flights and departure/access challenges from Country of residence and Country of event location – comprehensive insurance to cover loss of personal items is also recommended. We will require proof of cover with your 2nd instalment payment
- An ECG and medical certificate signed by a doctor to be presented on the day prior to the event start.
We operate a waitlist to fill additional places that may be made available by WHOCR or by cancellations. We maintain one list for every entry event, the size of which varies for each year based upon our experience of cancellation numbers between registration and the event itself. To be included on the waiting list you are required to make a deposit payment of £500. This deposit will be refunded (less an administrative fee of £50 to cover our costs) if you ask to be removed from the waiting list. If we are able to offer you a confirmed place which you accept, this deposit becomes part of the first payment and is no longer refundable. Any other payments due by the time you accept the confirmed place are also to be made immediately.
Since the waiting list depends on cancellations, it is not possible to predict with any accuracy the time at which we can offer you a confirmed place (if at all). We will not fill any cancelled places with less than 2 months before the event date, so at this point anyone remaining on the waiting list will have their deposits refunded.
CODE OF CONDUCT
Any behaviour which affects the safety or enjoyment of fellow participants will not be tolerated – this applies prior to the event on Facebook or other social media discussion group, and during flights transfers, the event, and at the hotel before and after the event.
It is your responsibility to ensure that you have a valid passport (valid for minimum 6 months after departure date) together with any visas that may be required for entry into the Country where your Event is taking place.
DISABILITIES AND SPECIAL REQUESTS
Where possible we will do all we can to accommodate disabilities and assist with special requests, but you will understand that due to nature of this event, this will not always be possible. If you have a disability, event entry will be at the discretion of the Race Director.
It is a condition of entry that you arrange for insurance to cover your entry fee in the event of you not being able to enter the event for any personal or travel restriction reason.
Cancellation by Customer
You can cancel your place at any time by letting us know, in writing, to our correspondence address by recorded delivery (in addition to any email confirmation).
Cancellation fees will apply as follows for confirmed registrations:
If you wish to change your mind and cancel within 7 days of registration, we will refund your deposit/payment made less a £75 administration fee, after 7 working days after registration your deposit and any further payments made are non-refundable under any circumstances.
Transfer of booking – all registrations are strictly non-transferable and non-refundable.
Pre-departure changes and event cancellation
Any changes to travel arrangements will be advised at the earliest possible time, using the contact details you have provided.
In the event of cancellation of the event by the organisers for unforeseen reasons or reasons out of their control, will mean your place will automatically be transferred to the following year without a refund.
All other paid funds, including any flight, transfers, accommodation, and administration will not be refunded.
Important Note – Events Beyond Our Control
We are unable to offer compensation or refunds for cancellation, or curtailment due to events beyond our control. These include but are not limited to: war, threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, any failure to secure relevant flying rights, natural and nuclear disasters, fire, epidemics, health risks and pandemics, unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers; closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar events.
INSURANCE – (PLEASE TAKE NOTE)
It is a condition of entry that you take out personal travel and event insurance covering event entry cancellation, in advance of the second payment instalment or within 6 months of the event which ever is the later date. You will be required at point of payment to provide the name of your insurer and your policy number. It is important that you have insurance cover and that is adequate and suitable for your particular needs. In addition to cancellation charges, if you require medical/any other form of assistance whilst in the Country of event, the cover provided by the event organisers is limited. If you are not covered, you may incur significant costs.
We require all competitors as compulsory to take out insurance covering cancellation, Covid-19 related issues including health, flights and departure/access challenges from Country of residence and Country of event location – comprehensive insurance to cover loss of personal items is also recommended. We will require proof of cover with your second payment instalment or within 6 months of the event whichever is the later date.
Please read your policy details carefully and take them with you to the event. Repatriation, personal cover, personal items and missed connections should all be covered. We also strongly recommend that your policy includes cover for the items listed above under “events beyond our control”.
ASSISTANCE WHILST IN THE COUNTRY OF THE EVENT
During the event, all requests for assistance must be directed to WHOCR staff. After the event, WHOCR staff will be available at the hotel.
CONDITIONS OF CARRIAGE
All transportation by air is subject to the contractual terms and conditions of carriage of the company providing the transport that you have booked, some of which may limit or exclude liability. Carriers’ terms and conditions are subject to International Conventions, namely the Warsaw, Athens, Geneva and Paris Conventions.
WHOCR does not enter into an agreement for carriage by air, but only undertakes to facilitate an introduction to the flight agent Travel Counsellors who can book direct on your behalf.
EP Global Events Ltd reserves the right to change these terms and conditions at any time without prior notice. In the event that any changes are made, the revised terms and conditions shall be posted on this website immediately and all registered competitors will be advised of the changes via the email address they have supplied.
Your Financial Protection for any flights booked through our flight agent Travel Counsellors.
When you buy an ATOL protected flight for the event directly through our flight agent Travel Counsellors you will receive an ATOL Certificate direct from Travel Counsellors. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
The suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where the supplier is not able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). If the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against Travel Counsellors (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
For more information about financial protection and the ATOL Certificate go to: www.atol.org.uk/ATOLCertificate
Please note that the Foreign, Commonwealth & Development Office (FCDO) currently advises against all but essential travel to a number of overseas destinations, including popular destinations in which we operate. However, many of these destinations remain open and welcoming to tourists and flights to and from these destinations continue to operate. Whilst popular destinations remain open to tourists, flights continue to operate and local services can be performed, we will continue to offer events to our customers who wish to travel.
If you book an event adventure with us during the Covid-19 pandemic, you confirm that you have checked, understand and accept the FCDO travel advice relating to your chosen destination, including where there may be a requirement on you to quarantine upon your return to your Country of residence (or in destination), and understand and accept that there is a heightened risk of travelling during the Covid-19 pandemic, beyond that associated with travel during ordinary times. You are also required to purchase a specialist travel insurance which includes certain cover for Covid-19.
We recommend that you consult these websites or if you reside outside of the UK then your own county of residence’s official guidance before booking your place in order to make an informed decision about your event, and again before departure.
You must purchase a specialist travel insurance policy which includes specific cover for Covid-19 related issues and incidents which may affect your travel arrangements (and travelling to a destination subject to a FCDO advisory against travel.) It remains your responsibility to read and understand the insurance policy and ensure that it is suitable and adequate for your particular needs. Please read your policy details carefully and take them with you on your event. If you choose to travel without adequate insurance cover, we will not be liable for any losses suffered by you in respect of which insurance cover would otherwise have been available.
Cancellation – the following clauses are in addition to our standard cancellation terms and charges:
Where you are choosing to travel to a destination subject to the FCDO advisory against non-essential travel, you accept that once your booking has been confirmed, if you decide not to travel due to the FCDO advisory, you will have to pay our standard cancellation charges as shown under CANCELLATION in these booking conditions – you are not entitled to cancel and receive a full refund in these circumstances, as it is assumed and you confirm that you have made your booking with full knowledge of the FCDO advisory against non-essential travel. Where your chosen destination is exempt from the FCDO advisory against non-essential travel at the time of booking but is subsequently removed from the FCDO exemption list and at that point becomes subject to the FCDO advisory against non-essential travel, you accept that you will not have the right to cancel your booking and receive a full refund. If you choose to no longer travel in these circumstances, you will have to pay our standard cancellation charges as shown under CANCELLATION in these booking conditions, as you made your booking with full knowledge of the risks of travelling during the Covid-19 pandemic.
Please note that we will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
- If you, or anyone in your booking party, test positive for Covid-19, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time.
If this happens within 14 days of your departure date, you must contact us immediately as you may no longer be able to travel. We will offer you the following options where possible and subject to availability:
- Postponing your event to a later date. We will notify you of any impact on the price the postponement may have (please note that you may have to pay full cancellation charges on some elements of your event).
- If not everyone on the booking is affected, you will have the right to transfer your place on the event to another person nominated by you, subject always to compliance with the requirements within our booking conditions.
- Cancelling your booking, in which case we will impose our standard cancellation charges as at the date of cancellation by you. You may be able to claim these costs back from your travel insurance – please check your policy wording. If this happens whilst you are on your holiday, please notify us immediately and we will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering the cost of any curtailment of your event, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. Your travel insurance may cover some of these costs for you – please check the policy wording.
You fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied boarding, entry to the destination, access to the travel services or you are otherwise unable to proceed with your event, or any part of the event, or you are required to self-isolate within the destination. Your travel insurance may cover some of these costs for you – please check the policy wording.
Your Event experience
You acknowledge that the suppliers providing your event will need to comply with national and/or local guidance and requirements relating to Covid-19 and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as use of face-masks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability and temperature testing. We do not expect these measures to have a significant impact on your enjoyment of your event and all measures will be taken with the purpose of securing your safety and those around you.
Events Beyond Our Control
In these booking conditions, “Events Beyond Our Control” means a situation which is beyond our or the supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, flood, epidemics and pandemics, fire, airport, port or airspace closures, restrictions or congestion, flight or entry restrictions imposed by any regulatory authority or other third party, an FCDO advisory against travel to a particular destination and any other government restrictions on travel. Except where otherwise stated in these booking conditions, we have no liability including for compensation, costs and expenses in such situations.