Terms and Conditions
Elephant Leadership Camps
Effective from: 8 June 2025
These Terms and Conditions (“Terms”) govern the agreement between Elephant Leadership Camps, operated by Elephant Leadership Camps Ltd (company reg number 16407927, and the individual or organisation booking a place (“you”, “your”) on any of our residential training courses (our “Camps”).
By booking or attending a Camp, you agree to these Terms.
1. Booking and Payment
1.1. Bookings are confirmed upon receipt of a completed registration form and full payment (as specified in your invoice).
1.2. Full payment must be received at least 30 days prior to the start of the Camp, unless otherwise approved.
1.3. All prices are inclusive of accommodation, meals, training materials, and activities unless otherwise stated.
1.4. Payments can be made via bank transfer or credit card.
2. Cancellation, Substitutes and Refunds
2.1. Delegate Cancellation and Credit Policy
If you cancel your booking and do not provide a substitute delegate (see clause 2.2 below), you will not be entitled to a cash refund. However, depending on how much notice you give before the Camp start date, you may receive a credit towards a future Camp, as follows:
More than 30 days’ notice: You will receive a 100% credit of the fees paid, which may be applied to a future Camp.
15 to 30 days’ notice: You will receive a 50% credit of the fees paid, which may be applied to a future Camp.
Less than 15 days’ notice: No credit will be given, and the fees paid are non-transferable and non-refundable.
All credits are issued at our discretion and must be used within 12 months of the original Camp date. No cash refunds will be given under any circumstances.
2.2. Substituting a Delegate
If you are unable to attend a Camp, you may nominate a substitute delegate to attend in your place, provided that:
You notify us in writing at least 48 hours before the Camp starts.
A £25 administration fee is paid.
The proposed substitute is, in our reasonable opinion, suitable for the Camp.
We reserve the right to decline a substitute if we reasonably consider them unsuitable for any reason.
3. Programme Changes
3.1. We reserve the right to make changes to the schedule, facilitators, Camp location or content of the Camp, where necessary, due to circumstances beyond our control, or in our reasonable opinion to enhance your experience of the Camp.
3.2. Any material changes will be communicated as early as possible, and every effort will be made to deliver equivalent or better value.
4. Accommodation and Facilities
4.1. Residential Camps include accommodation in shared mixed-sex buildings. On occasions there may be a need to share a bedroom on a same-sex basis.
4.2. All reasonable efforts are made to ensure accommodation and facilities are safe, clean, and suitable for the programme.
4.3. Any specific medical, dietary, or access needs must be notified at least 14 days in advance of a Camp. We will do our best to accommodate all such requirements.
5. Participant Conduct
5.1. You agree to conduct yourself in a professional and respectful way towards fellow participants, staff, and at the venue during the Camp.
5.2. We reserve the right, at our sole discretion, to remove any participant from the Camp without refund if they engage in behaviour that is unprofessional, disruptive, unsafe or unlawful, or in breach of these terms and conditions.
6. Health and Safety
6.1. Participation in the Camp is at your own risk. You are solely responsible for your health, wellbeing, safety, and any necessary insurance coverage.
6.2. You must inform us, in confidence and in advance, of any medical or mental health conditions, allergies or relevant information that may affect your ability to participate safely and fully in the Camp.
6.3. We take reasonable steps to ensure the safety of all participants, including conducting risk assessments at all Camp venues and engaging only qualified and/or suitably experienced facilitators for all activities.
7. Confidentiality, Photography and Phone numbers
7.1. Confidentiality. All personal reflections, discussions and shared experiences during the Camp are confidential. We will not disclose any such information outside of the Camp without your express consent, except where required by law. Similarly, you agree to respect the privacy of fellow participants by not sharing their personal reflections or contributions outside the Camp without their explicit consent.
7.2. Photography and Filming
Photographs and/or video may be taken during the Camp for marketing, promotional, or archival purposes (e.g. website, social media, brochures). By agreeing to these Terms you are giving implicit approval for this to be the case. In addition, general consent to do so will be requested at the start of the Camp. If you prefer not to be photographed or filmed at any point, you may opt out at any time by notifying a member of the Camp team, and we will make reasonable efforts to honour your request.
7.3 Phone numbers
In order to facilitate effective communication among all Camp participants (before, during and after the Camp), a WhatsApp group will be set up and administered by Elephant Leadership Camps administrative staff using the contact phone numbers of all participants. Should you not wish to be included in this WhatsApp group, or to have your phone number shared in this way, you must make your position clear to Elephant Leadership Camps at an early stage in the Camp administration process.
8. Intellectual Property
8.1. All training materials, content, exercises, and resources provided during or in connection with the Camp (whether in physical, digital, or verbal form) are the intellectual property of Elephant Leadership Camps or the original content creators, as applicable.
8.2. These materials are provided for your personal use only. You may not copy, reproduce, distribute, adapt, or use any part of the materials for commercial purposes or share them publicly in any format without our prior written consent.
8.3. Nothing in these terms grants you any ownership or other rights in the intellectual property beyond the limited, personal right to use the materials as part of your participation in the Camp.
8.4. By participating in the Camp, you agree that any content you create, contribute, or share during the Camp (including written, verbal, visual, or recorded contributions such as group work, discussions, or creative exercises) become the exclusive intellectual property of Elephant Leadership Camps and may be used by us for any commercial activity including but not limited to training, educational, or promotional purposes, provided such use does not misrepresent you or infringe on your privacy.
9. Waiver of Liability
9.1. By registering for and attending the Camp, you acknowledge and accept that participation in Camp activities may involve physical, mental, or emotional challenges and inherent risks.
9.2. To the fullest extent permitted by law, you agree to waive, release, and discharge us, our employees, contractors, facilitators, and partners from any and all claims, liabilities, damages, losses, or expenses arising out of or in connection with your participation in the Camp, except where caused by our gross negligence or wilful misconduct.
9.3. This waiver includes, without limitation, claims for personal injury, illness (including COVID-19 or other communicable diseases), psychological stress, loss or damage to property, or any other loss sustained during or as a result of the Camp.
9.4. You confirm that you:
Are voluntarily participating in the Camp;
Have assessed your own physical and mental fitness to take part in the activities and have considered yourself fully fit to do so
Will take personal responsibility for acting within your limits and following all reasonable instructions provided during the Camp.
9.5. Nothing in this waiver excludes or limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded under applicable law.
10. Cancellation due to Force Majeure
10.1. We shall not be liable for any delay or failure to perform any part of the Camp (including hosting the Camp itself) due to events, circumstances, or causes beyond our reasonable control (“Force Majeure Events”). These may include but are not limited to: acts of God, natural disasters, fire, flood, earthquake, pandemic, epidemic, government restrictions or regulations, labour disputes, strikes, war, terrorism, civil unrest, or failure of suppliers or sub-contractors.
In the event that a Camp is cancelled, curtailed, or rescheduled due to a Force Majeure Event:
We will endeavour to reschedule the Camp, within 3 months.
If rescheduling is not possible, we will offer a credit equal to the amount paid, which may be used on account for a future Camp.
No cash refunds will be issued in the case of cancellation due to Force Majeure.
We are not liable for any additional costs you may incur (such as travel or accommodation) in relation to a Camp affected by Force Majeure.
11. Minimum Delegate Numbers and Other Circumstances
We reserve the right to cancel a Camp if minimum delegate numbers are not met or in any other circumstances that, in our reasonable opinion, make the Camp unviable. In such cases:
We will give you as much notice as possible.
You will receive either a full refund or the option to transfer to another Camp (subject to availability).
Our liability is limited to the return of the Camp fee paid, and we are not responsible for any other costs incurred (e.g. travel or accommodation).
12. Governing Law and Jurisdiction
These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales. The parties agree that the courts of England and Wales shall have exclusive jurisdiction to settle any such dispute or claim.
Contact Details
Elephant Leadership Camps
📍 71-75 Shelton Street, Covent Garden, London, UK WC2H9JQ
📧 info@elephantleadershipcamps.co,uk
📞 07549 881700
🌐 www.elephantleadershipcamps.co.uk