Cancellation and Refund Policy

Wild & Weeds Version 1.1 | January 2026

1. Introduction

We understand that sometimes plans change. This policy explains what happens if you need to cancel your booking, or if we need to cancel an event.

2. Cancellations by You (the Customer)

2.1 Cancellation Timeline and Refunds

Your refund amount depends on how much notice you give us:

– More than 5 weeks (35+ days) before the event: 100% full refund – 4-5 weeks (28-34 days) before the event: 60% refund – Less than 4 weeks (under 28 days) before the event: No refund

2.2 How Cancellation Periods Are Calculated

– Cancellation periods are calculated from the date we receive your cancellation request to the date of the scheduled event – “Days” means calendar days, not working days – The cancellation must be received in writing (email is acceptable)

Example: If your walk is on Saturday 15th June: – Cancelling on or before Friday 11th May (5 weeks prior) = full refund – Cancelling between Saturday 12th May and Friday 18th May = 60% refund – Cancelling on or after Saturday 19th May (4 weeks prior) = no refund

2.3 Why We Have This Policy

When you cancel with short notice: – It’s difficult for us to fill your space – We may have already purchased materials or made arrangements for your attendance – Other people who wanted to book may have been turned away because your space was reserved

We believe our tiered refund structure is fair to both you and our business.

3. How to Cancel Your Booking

3.1 Cancellation Process

To cancel your booking:

1. Email us at info@wildandweeds.co.uk with: – Your name – The event name and date – Your booking reference (if you have one) – Reason for cancellation (optional, but helpful for our records)

2. Wait for confirmation – We will confirm receipt of your cancellation within 24 hours – We will confirm your refund amount (if applicable)

3. Refund processing – Refunds will be processed within 7 working days – Refunds will be made to the original payment method

3.2 Cancellation Confirmation

Your cancellation is not complete until you receive written confirmation from us. If you don’t receive confirmation within 24 hours, please contact us again.

4. Transferring Your Booking

4.1 Transfer to Another Event

Instead of receiving a refund, you may choose to transfer your booking to another event:

– More than 4 weeks notice: Free transfer to any available event – 2-4 weeks notice: Free transfer to any available event – Less than 2 weeks notice: Transfer not available

4.2 How to Transfer

Email us with: – Your current booking details – Your preferred alternative event – Alternative date options (if your first choice is full)

Subject to availability, we will confirm your transfer within 48 hours.

4.3 Transfer Restrictions

– You can only transfer to an event of equal or lesser value – If the new event costs more, you must pay the difference – If the new event costs less, the difference is not refundable – Transfers are subject to space availability – You can transfer once only (no multiple transfers)

5. Transferring to Another Person

5.1 Substitute Participant

You may transfer your booking to another person at any time before the event, subject to:

– The substitute participant meeting any age or fitness requirements – The substitute participant completing the required Health & Consent Form – You notifying us of the transfer at least 24 hours before the event

5.2 How to Transfer to Another Person

Email us with: – Your booking details – The new participant’s full name and contact details – Confirmation that they meet any requirements (age, fitness, etc.)

We will send the new participant: – Booking confirmation – Event details – Health & Consent Form to complete

6. No-Shows

If you do not attend your booked event and have not cancelled in advance: – You will be marked as a “no-show” – No refund will be given – No transfer will be offered

Please contact us as soon as possible if you know you cannot attend.

7. Cancellations by Wild & Weeds

7.1 When We May Cancel

We reserve the right to cancel an event for reasons including: – Dangerous weather conditions (high winds, electrical storms, flooding, snow/ice, extreme heat) – Insufficient participant numbers (minimum 4 participants typically required) – Instructor illness or emergency – Unsafe site conditions (e.g., fallen trees, tidal issues, landowner restrictions) – Circumstances beyond our control (force majeure)

7.2 Notice Period

We will give you as much notice as possible, typically: – At least 7 days’ notice for insufficient numbers – At least 24-48 hours for weather-related cancellations – As soon as possible for emergency cancellations

7.3 Your Options When We Cancel

If we need to cancel an event due to unforeseen circumstances, we will contact you as soon as possible.

Standard Offer: Voucher Code – You will be offered a voucher code equal to the full cost you paid. – This voucher can be used for any future event.

Refunds – A full refund of all money paid will be given on request if you prefer this over a voucher. – Refunds are processed within 7 working days to your original payment method.

7.4 Weather Cancellations

We monitor weather forecasts closely. We will only cancel for genuine safety reasons.

We will cancel for: – High winds (Met Office amber/red warning) – Electrical storms – Severe flooding – Heavy snow or ice making access dangerous – Extreme heat posing health risks

We will NOT usually cancel for: – Light rain (we’re outdoors – this is Cumbria!) – Overcast skies – Cold temperatures (unless creating dangerous ice)

If weather looks uncertain, we will make a final decision by 5pm the day before the event and contact all participants.

8. Extreme Weather and “Act of God”

8.1 Last-Minute Cancellations

Very occasionally, weather may deteriorate rapidly and we may need to cancel on the day of the event.

If this happens after you have already traveled to the meeting point: – You will receive a full refund OR alternative event – Unfortunately, we cannot refund your travel costs or time

8.2 Shortened Events

If we need to cut an event short due to rapidly changing weather: – If the event was more than 50% complete: no refund – If the event was less than 50% complete: 50% refund or transfer

Your safety is always our priority.

9. Partial Refunds and Complaints

9.1 If You’re Unhappy

If you’re unhappy with any aspect of your experience, please: – Tell us on the day if possible, so we can try to resolve it – Email us within 7 days of the event

9.2 Partial Refunds

We will consider partial refunds if: – The event did not match the description – There were significant issues we could not resolve – The event was substantially shorter than advertised

We will NOT offer refunds for: – Weather conditions (unless we cancel) – Wildlife or plants not appearing – Personal disappointment with foraging finds – Other participants’ behaviour (unless we failed to manage it)

10. Group Bookings

10.1 Definition

A group booking is 4 or more people booking together.

10.2 Group Cancellation Terms

For group bookings: – The same cancellation timeframes apply – You may reduce group size (with individual cancellation fees applying) – If group size drops below the booking minimum, we may need to cancel (full refund given)

10.3 Private Group Events

For private, bespoke events: – Custom cancellation terms may apply – These will be agreed in writing at the time of booking

11. Special Circumstances

11.1 Medical or Family Emergencies

We understand that genuine emergencies happen. While our cancellation policy still applies, we may be able to: – Offer a transfer to a later event (at our discretion) – Hold a credit note for future use (at our discretion)

Please contact us to discuss your situation.

11.2 COVID-19 and Infectious Illness

If you: – Test positive for COVID-19 – Have symptoms of infectious illness – Are required to self-isolate

You must not attend. Please: – Contact us as soon as possible – We will offer a transfer to a future event (no refund deduction)

This protects other participants and our guide.

12. Contact Us

To cancel or transfer your booking, or if you have questions about this policy:

Email: info@wildandweeds.co.uk

Please allow 24 hours for a response to emails (48 hours on weekends).

13. Changes to This Policy

We may update this Cancellation and Refund Policy from time to time. The version in effect at the time you make your booking will apply to that booking.

Last updated: January 2026

This policy forms part of our Terms and Conditions. By making a booking, you agree to these cancellation terms.