OVERLAND GUIDE ASSOCIATION
Booking Terms & Conditions
Version: February 2025
1. The Operator and the Contract
• All motorcycle training courses, skills days, guided adventure riding experiences, and related activities (collectively “Activities”) are operated and delivered by the Overland Guide Association (“we” / “us” / “the Association”). Our registered address is: Rear 11 Station Road, Meadowfield, Durham, DH7 8NF.
• First Aid training elements within our courses are delivered by M-Power Activity Services, The Heath Business and Technical Park, Runcorn, Cheshire, WA7 4QX, operating as a specialist subcontractor. Where First Aid training forms part of your booked Activity, M-Power Activity Services’ own terms and conditions will apply to that element, copies of which are available on request.
• The person(s) named on the booking form are referred to throughout as the “Participant(s)” or “You”. The Overland Guide Association reserves the right to decline any booking at its discretion without being required to give reasons.
• A binding contract is formed between the Overland Guide Association and the Participant(s) once: (i) a completed and signed Booking Form has been received; (ii) these Terms and Conditions and the Acknowledgement of Risk Form have been signed; and (iii) the required deposit or full payment has been received and a confirmation invoice issued.
• Any variation to these Terms is only valid if agreed in writing and signed by both the Participant(s) and an authorised representative of the Overland Guide Association. This contract is governed by the laws of England and Wales and is subject to the exclusive jurisdiction of the English and Welsh courts.
2. Payment
• All payments should be made by bank transfer to the account details provided on your invoice. This is our preferred payment method. Cheques (made payable to Overland Guide Association) are also accepted but must clear before a place is confirmed.
• A non-refundable deposit is required at the time of booking to secure your place.
• The final balance is due no later than 31 days prior to the Activity commencement date. You will be reminded of this deadline on your confirmation invoice.
• If the balance is not received by the due date, we reserve the right to cancel your booking. In this event the deposit will be forfeited. If you book within 30 days of the Activity commencement date, the full amount is due immediately.
• Deposits are specific to the Activity booked and are non-refundable, reflecting costs already committed by us in planning and resourcing the Activity. This does not affect your statutory rights under the Consumer Rights Act 2015.
• Where payments have been made in full, a refund less deposit, will be made if cancelled 31 days ahead of course commencement.
3. What Is Included
Only items specifically listed in our course or Activity description on the Overland Guide Association website or in written course literature are included in the stated price. Unless expressly stated otherwise, the price does not include: personal motorcycle equipment or PPE; travel insurance; fuel; food and drink; accommodation (unless specified); transport to or from the course venue; or the cost of a motorcycle (unless stated as part of the booking).
All prices are shown inclusive of VAT where applicable.
4. Cancellation by You
We understand that circumstances change. Our cancellation policy is designed to be fair while reflecting genuine costs incurred.
• If you cancel more than 30 days before the Activity commencement date: your deposit will be forfeited, but any balance paid above the deposit will be refunded in full.
• If you cancel within 30 days of the Activity commencement date: no refund will be given, as costs will have been committed on your behalf. We strongly recommend that you hold appropriate cancellation insurance to protect against unforeseen events such as illness or injury.
• Cancellations must be made in writing (email is acceptable) to the Overland Guide Association. The date of receipt of written notification will be used to determine the applicable cancellation terms.
• A non-refundable deposit is a genuine pre-estimate of losses incurred when a booking is cancelled. It is not intended as a penalty. If you believe that exceptional circumstances justify a different outcome, please contact us and we will consider your case on its merits, though we are not obliged to offer any greater refund than stated above.
5. Cancellation or Amendment by Us
• We reserve the right to cancel an Activity if minimum participant numbers are not reached, making it operationally or commercially unviable. We will give as much notice as possible and in any event no less than 14 days. In such cases you will receive a full refund of all monies paid, or the option to transfer to an alternative Activity date.
• We may occasionally need to make changes to course content, venue, dates, or instructors. We will inform you of any significant change as soon as reasonably practicable. Where a change materially affects your booking, you will be given the option to accept the change, transfer to an alternative Activity, or receive a full refund.
• In the unlikely event that we must cancel your Activity with less than 14 days’ notice for reasons within our control, we will pay compensation of £50 per Participant in addition to a full refund. No compensation will be payable for cancellations due to force majeure (see Section 14) or circumstances outside our reasonable control.
• We will not be liable for any consequential losses arising from our cancellation (for example, pre-booked travel or accommodation). We strongly advise that you do not book non-refundable travel until you have received written confirmation that the Activity will proceed.
6. Transfer of Booking
If you are unable to attend, you may transfer your place to another suitable person, subject to: written notification to us at least 14 days before the Activity commencement date; the new Participant completing and signing all required documentation; and payment of a £50 administration fee. The replacement Participant must meet all competency, licensing, and equipment requirements. Transfers between different Activity dates or types are treated as a cancellation and new booking, and the standard cancellation policy will apply to the original booking.
7. Your Right to Cancel Under Distance Selling Rules
If you book online or by telephone (i.e. at a distance or off-premises), you have a right to cancel within 14 days of receiving your booking confirmation without giving a reason, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
However, where you expressly request that the Activity commences within that 14-day cancellation window, or where the Activity is scheduled to take place on a specific date within 14 days of booking, you acknowledge that your right to a full refund under the Regulations may be reduced proportionally if the Activity has begun or been partially completed. We will always make clear at the point of booking whether this exception applies.
This statutory cancellation right is separate from, and in addition to, the contractual cancellation terms set out in Section 4.
8. Our Obligations to You
We will provide all Activities with reasonable care and skill, as required by the Consumer Rights Act 2015. Our courses and Activities will be delivered substantially as described in our marketing materials and booking confirmation.
If we fail to deliver a service with reasonable care and skill, you may be entitled to:
• ask us to re-perform the relevant part of the service at no additional cost; or
• a price reduction or partial refund if re-performance is not possible or not carried out within a reasonable time and without significant inconvenience to you.
Any information we provide to you before booking (including course descriptions, instructor profiles, and venue details) will be accurate and not misleading, in accordance with the Digital Markets, Competition and Consumers Act 2024.
9. Nature of Activities and Acceptance of Risk
Motorcycle training and adventure riding carry inherent risks. Your participation is accepted on the understanding that you:
• are aware that Activities involve physical exertion, exposure to the elements, and riding in environments that may include challenging terrain, adverse weather conditions, and varying road surfaces;
• acknowledge that the challenge and reward of motorcycling training and adventure riding is derived in part from these inherent demands, and that you choose to participate having understood this;
• accept that routes, itineraries, course content and schedules may need to change at short notice due to weather, road conditions, safety considerations, or other unforeseen factors, and that the Activities Leader’s decision in such matters is final;
• confirm that your riding ability, physical fitness, and equipment are appropriate and sufficient for the Activity you have booked. Difficulty ratings and prerequisites are published on our website to assist you. It is your sole responsibility to ensure you are competent to participate safely;
• accept that you, your motorcycle, and your personal belongings are at your own risk during the Activity, and that you acknowledge the limits of emergency services in certain environments.
Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, or for any other liability that cannot be excluded by law.
10. Pre-Course Assessment and Briefings
For certain Activities we conduct a pre-course skills assessment or briefing. The purpose is to ensure participants are appropriately placed and to set expectations for the course. Any feedback given at this stage is offered in good faith as guidance. It does not constitute a guarantee that you will complete the Activity, nor does it replace your own responsibility to confirm your skills are adequate. Where a pre-course assessment reveals that a Participant is unsuitably skilled or equipped, we will discuss options including transfer to a more appropriate course.
11. Activities Leader, Instructor, and Assessor
All Activities are led by a qualified Activities Leader, Riding Instructor, or Assessor as appropriate to the course type. Their decisions are final on all matters affecting the safety and wellbeing of Participants and the group, including route or programme changes, competency assessments, and the removal of any Participant from the Activity. Failure to comply with reasonable instructions, or conduct that endangers others, may result in your removal from the Activity. In such circumstances no refund will be given and the Overland Guide Association accepts no responsibility for any costs you incur as a result.
12. Participant Responsibilities
• You must hold a valid motorcycle licence appropriate for the motorcycle you will be riding. For some courses, a minimum licence category or prior experience may be stipulated. It is your responsibility to confirm this before booking.
• You must wear an appropriate, securely fastened motorcycle helmet at all times when riding on any Overland Guide Association Activity. This requirement is non-negotiable. Appropriate motorcycle jacket, trousers, gloves, and boots are also strongly recommended and may be mandatory for certain courses. Full PPE requirements will be communicated at the time of booking.
• Where you bring your own motorcycle, it must be in a roadworthy, legally compliant condition and appropriate for the course terrain and itinerary. You are solely responsible for its condition and maintenance. Any costs arising from mechanical failure during the Activity are your responsibility.
• You are responsible for how you ride your motorcycle at all times. The Overland Guide Association and its instructors are not liable for road traffic incidents involving Participants unless we are shown to have been negligent.
• You must disclose any medical condition, disability, or physical limitation that may affect your ability to participate safely, both at the time of booking and if your condition changes before the Activity commences. We may require a medical certificate confirming fitness to ride. If we are unable to safely accommodate your needs, we may decline or cancel your booking with a full refund of monies paid.
• For any Activity involving international travel, you must carry a valid passport, appropriate driving licence and International Driving Permit, vehicle documentation, and comprehensive travel insurance valid for motorcycling activities in all countries on the itinerary.
• By signing the booking form you agree to follow reasonable instructions from our Activities Leaders, instructors, and staff throughout the Activity.
13. Insurance
You are required to hold adequate insurance as a condition of participation. At minimum, your insurance must cover: motorcycling activities; personal accident and medical expenses; emergency repatriation; and cancellation. For international tours, cover must be valid in all countries on the itinerary. If you are found to be uninsured at the point of departure, you will not be permitted to join the Activity and, while your deposit will be forfeited, any balance paid above the deposit will be refunded. We recommend you take out insurance at the time of booking.
14. Force Majeure
We will not be liable for failure or delay in performing our obligations where that failure or delay results from events outside our reasonable control. Such events include, but are not limited to: extreme weather; natural disasters; fire; pandemic or public health emergencies; government restrictions or travel advisories; civil unrest; terrorism; industrial action; or infrastructure failure. In such circumstances we will endeavour to offer an alternative date or Activity. If this is not possible, you will receive a full refund of monies paid. We will not be liable for any additional costs or losses you incur as a result.
15. Our Liability
We accept responsibility for providing our Activities with reasonable care and skill. Subject to Section 9 (acceptance of risk) and the exclusions below, if we or our subcontractors negligently fail to deliver the services confirmed in your booking, we will pay fair and reasonable compensation.
We will not be liable for loss or damage that results from:
• your own acts, omissions, or breach of these Terms;
• the acts or omissions of a third party not involved in delivering your booked Activity, where those acts were unforeseeable or unavoidable; or
• events constituting force majeure (see Section 14).
Our maximum liability for losses not involving personal injury or death is limited to twice the price paid by you for the Activity. Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under applicable law.
We are not liable for: any loss of profit, loss of enjoyment, or indirect or consequential loss; or any damage to or loss of your motorcycle or personal effects beyond the excess on your own insurance policy.
16. Behaviour and Conduct
All Participants are expected to behave responsibly and respectfully towards instructors, staff, and other Participants. Conduct that endangers safety, causes distress, or materially disrupts the Activity will result in removal without refund. You may be required to cover the cost of any damage caused by your actions.
17. Special Requests
Any special requirements (for example, dietary needs or accessibility considerations) should be raised at the time of booking and confirmed in writing. We will make reasonable efforts to accommodate requests but cannot guarantee fulfilment. Special requests will only become contractually binding if explicitly confirmed in writing by us.
18. Third-Party Suppliers and Subcontractors
Some elements of our Activities may be delivered by third-party suppliers or subcontractors, including M-Power Activity Services for First Aid training elements. Where this is the case, those suppliers’ own terms and conditions will apply to that element of the Activity. We will always take reasonable steps to ensure that third-party suppliers deliver their services to an appropriate standard, and we remain responsible for the overall quality of your booked Activity under the Consumer Rights Act 2015.
19. Data and Photography
We will process your personal data in accordance with our Privacy Policy, which is available on our website and complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We may take photographs or video footage during Activities for use in our marketing materials. If you do not consent to being photographed or filmed, please notify us in writing before the Activity commences and we will take reasonable steps to ensure you are excluded from promotional material.
20. Complaints
If you have a complaint during an Activity, please raise it immediately with the Activities Leader or Instructor so that we have the opportunity to resolve it at the time. Any unresolved complaint should be submitted in writing to the Overland Guide Association within 28 days of the Activity end date. We will acknowledge your complaint within 5 working days and aim to provide a full response within 28 days. If you remain dissatisfied, you have the right to seek independent dispute resolution or to pursue the matter through the courts.
21. Accuracy of Information
We take care to ensure that all information on our website and in our course literature is accurate and not misleading at the time of publication. Course content, pricing, venues, and other details may be updated from time to time. You should check the current details before booking and confirm with us if anything is unclear. Information provided in writing before your booking is confirmed may have contractual force if you relied upon it in making your decision to book.
22. Governing Law
These Terms and Conditions are governed by the law of England and Wales. Any dispute arising from or in connection with your booking will be subject to the exclusive jurisdiction of the courts of England and Wales, except that if you are resident in Scotland or Northern Ireland you may bring proceedings in your local court. Your statutory rights are not affected by anything in these Terms.
© 2026 Overland Guide Association, Rear 11 Station Road, Meadowfield, Durham, DH7 8NF
First Aid training delivered by M-Power Activity Services, The Heath Business and Technical Park, Runcorn, Cheshire, WA7 4QX