CLIENT TERMS & CONDITIONS | Hedges & Hurdles Ltd
26th October 2026
1. Supplier and application
These Terms govern bespoke corporate events, team experiences and private group activities organised by Hedges & Hurdles Ltd (“H&H”, “we”, “us”). Business customers booking for trade or professional purposes (“Business Clients”) are subject to clause 5. Individuals booking primarily for personal purposes (“Consumer Clients”) are subject to clause 6 instead.
Correspondence and registered office address: Mill House, Liphook Road, Haslemere, Surrey GU27 3QE. Company registration number: 14785052. VAT number: 43917785. Contact email: lorraine@hedgesandhurdles.com.
These Terms do not apply to general-public ticketed workshops sold by Lorraine Ellery Matthews as a sole trader or to commercial hedgelaying services, which have separate terms.
2. Quotations and booking
Our written quotation or event proposal sets out the date, venue, activities, duration, minimum or estimated participant numbers, agreed price and any expressly identified third-party terms. Quotations remain subject to availability until confirmed.
A booking becomes binding when we accept the client’s booking in writing and issue written confirmation. The deposit then becomes payable under clause 3. A provisional hold does not guarantee a date. Changes to these Terms must be agreed in writing; any expressly agreed event-specific terms prevail where inconsistent.
3. Deposits, balances and payment
Unless otherwise agreed in writing, a deposit of 25% of the total event price is payable on booking and is credited against that price. The remaining 75% must be received in cleared funds no later than 30 calendar days before the scheduled event start date.
For bookings confirmed 30 calendar days or fewer before the event, 100% is payable on booking. We may require full payment at booking for specific events where disclosed in the quotation.
We may decline to confirm an event until the required deposit is received. If a confirmed client fails to pay an amount when due, we may issue a written reminder and reasonable opportunity to remedy; continued non-payment may result in suspension or cancellation, without automatically extinguishing amounts lawfully due.
Approved additional attendees, services or materials will be invoiced promptly and are payable before the event unless we expressly agree different terms in writing, including post-event settlement of late additions.
4. Event changes and participant numbers
The confirmed event price is based on the agreed scope, staffing, materials and minimum or guaranteed participant numbers. Reducing attendance does not automatically reduce the agreed price. Reductions requested within 30 calendar days of the event will not normally change the contracted price for Business Clients, subject to written agreement and applicable law.
Increases, additional activities and material changes must be agreed in writing, including any revised price, staffing or safety requirements. We may reasonably adjust activities, timetable or practitioners where necessary for safety or availability, provided the essential contracted experience is not materially diminished; we will discuss appropriate remedies for material changes.
5. Cancellation by a Business Client
All cancellations must be notified in writing; notice is effective when received by us. For confirmed Business Client bookings, the following proposed cancellation charges apply to the agreed event price (excluding separately agreed additions not yet committed):
| Notice received before event | Cancellation charge |
| 61 or more calendar days | 25% |
| 31–60 calendar days | 50% |
| 30 calendar days or fewer | 100% |
The parties acknowledge that these charges are intended as a genuine, proportionate estimate of the loss likely to arise from reserving the date, declining other work, event design, administration, tutor and venue commitments and preparation, taking account of costs saved and reasonable mitigation. Charges are not intended to be punitive and apply only to the extent enforceable under applicable law. We will not recover the same loss twice. Any amount already paid is credited against the applicable charge; any balance lawfully due remains payable. Any refund due will be made within 14 calendar days after the amount is agreed.
6. Cancellation by a Consumer Client
If an individual books primarily for personal use (for example a birthday celebration), consumer law applies and the Business Client cancellation scale in clause 5 does not automatically apply. We will communicate the consumer cancellation arrangements clearly before the booking is made. Any amount retained on cancellation must be fair and proportionate to our reasonably anticipated or actual net loss, taking account of expenditure saved, work already done and reasonable mitigation; we will not apply a blanket non-refundable 100% charge merely because cancellation occurs within 30 days.
A statutory 14-day change-of-mind right may not apply to leisure services to be supplied on a specified date or within a specified period, but this exception does not remove other statutory rights. Where a statutory cancellation right does apply, we will honour it. Nothing in these Terms limits rights arising from services not provided with reasonable care and skill or other mandatory consumer protections.
7. Postponements and transfers
Requests to change the event date must be made in writing and are subject to availability and our written agreement. A postponement request is not automatically a cancellation or a guaranteed free transfer. We will explain any reasonable additional costs or price changes before agreeing a revised date. If no change is agreed and the original event is cancelled, the applicable cancellation provisions apply.
8. Cancellation, weather and disruption by H&H
We may make reasonable changes for safety, extreme weather, venue closure, staff illness or circumstances beyond our reasonable control. We will seek to offer a suitable alternative date, location or activity where practicable. If we cancel and cannot provide the agreed services or an alternative accepted by the client, we will refund amounts paid for undelivered services, subject to mandatory legal rights and any lawful allocation of risk expressly agreed for an exceptional event. We do not exclude liability for our own breach of contract.
9. Safety, client information and venues
Clients must provide accurate attendance information and communicate relevant accessibility, dietary or other participation needs by the deadlines specified in the proposal. Participants must comply with reasonable safety directions and venue rules. We may stop or adapt an activity where necessary to address a genuine safety risk. We will discuss reasonable adjustments where required. Venue and catering conditions apply only where disclosed and incorporated into the booking.
10. Tutors, suppliers and materials
We may engage suitably qualified independent tutors and specialist suppliers to deliver elements of an event. We remain responsible to the client for our contractual obligations. Any materials, equipment or special requirements supplied by the client must be agreed in advance. Our proposals, workshop materials and programme designs may not be reproduced commercially without permission.
11. Photography, confidentiality and personal data
Event photography and promotional use of identifiable attendees will be handled in accordance with applicable privacy law and any agreed client restrictions. We will respect reasonable written confidentiality requirements. Personal data is processed in accordance with our Privacy Policy.
12. Liability, complaints and governing law
Nothing in these Terms excludes or restricts liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited. Any other limitation or exclusion is subject to applicable law, including the reasonableness requirements relevant to business contracts and mandatory consumer rights.
Please notify us promptly of concerns so that we have an opportunity to investigate and respond. These Terms are governed by the laws of England and Wales, subject to any mandatory consumer jurisdiction rights.