Booking Terms & Conditions

At Op BASE CAMP, every experience is individually planned to meet the objectives of your group or organisation. These Booking Terms & Conditions explain how bookings are made, confirmed and delivered, together with the responsibilities of both Op BASE CAMP and our customers.

Please read these Terms & Conditions carefully before confirming your booking

  • These Booking Terms & Conditions apply to all experiences organised and delivered by Op BASE CAMP Ltd, including but not limited to:

    • Military Adventurous Training (Nordic Foundation 1)

    • Teams & Groups

    • Sports Clubs

    • Corporate Experiences

    • Charity & Adaptive Groups

    • Bespoke Nordic Experiences

    Some experiences may include additional conditions specific to the programme being delivered. Where applicable, these will be confirmed within your proposal or booking documentation.

  • Step 1

    Initial Enquiry

    Step 2

    Discovery Call & Planning

    Step 3

    Bespoke Proposal

    Step 4

    Programme Agreed

    Step 5

    Booking Reference Issued

    Step 6

    Booking Confirmation Submitted

    Step 7

    Invoice Issued

    Step 8

    Payment Received

    Step 9

    Booking Confirmed

    Step 10

    Welcome Pack Issued

    Step 11

    Continued Planning Support

    Step 12

    Experience Delivered

    Submitting an enquiry or requesting a quotation does not constitute a confirmed booking.

  • A booking becomes confirmed when:

    • Your programme has been agreed.

    • A Booking Reference has been issued.

    • You have submitted your Booking Confirmation.

    • You have accepted these Booking Terms & Conditions.

    • Op BASE CAMP has issued your invoice.

    • Payment has been received in accordance with the agreed payment terms

  • Payment terms will be detailed within your quotation and invoice.

    Unless otherwise agreed in writing:

    • Payment must be made by the invoice due date.

    • Failure to make payment may result in cancellation of your booking.

    • Late payment may affect accommodation, instructor and supplier availability.

  • Every confirmed booking is allocated a unique Booking Reference.

    Please quote this reference whenever contacting Op BASE CAMP regarding your booking.

  • We understand that plans can change.

    Where reasonably possible, we will work with you to accommodate changes to:

    • Dates

    • Group size

    • Programme

    • Accommodation

    • Participant names

    Changes are always subject to availability and may incur additional costs where supplier commitments have already been made.

    Please also refer to our Cancellation, Changes & Refund Policy.

  • Every Op BASE CAMP experience is individually planned around the agreed objectives of your group.

    While we will always endeavour to deliver the programme as agreed, there may be occasions where changes are necessary due to factors outside our control, including:

    • Weather

    • Snow conditions

    • Safety considerations

    • Instructor availability

    • Venue availability

    • Operational requirements

    Where changes are required, we will always seek to provide a safe, high-quality and enjoyable alternative wherever reasonably possible.

  • We will:

    • Deliver the agreed programme and services, professionally and safely.

    • All Op BASE CAMP instructors provided will be suitably qualified and experienced instructors.

    • Maintain appropriate business insurance.

    • Communicate openly throughout the planning process.

    • Continue supporting your group before departure.

    • Deliver experiences with participant safety as our priority.

  • The Lead Organiser agrees to:

    • Act on behalf of their organisation or group.

    • Provide accurate booking information.

    • Communicate relevant information to participants.

    • Inform Op BASE CAMP of any changes as soon as reasonably possible.

    • Ensure invoices are paid in accordance with agreed payment terms.

    Authority to Book

    The Lead Organiser confirms that they are authorised to:

    • Submit the booking on behalf of their organisation or group.

    • Accept the Op BASE CAMP Booking Terms & Conditions.

    • Enter into the booking agreement on behalf of their organisation where applicable.

    • Commit the organisation to the agreed programme and associated costs, or have obtained the necessary approvals to do so.

    Where the Lead Organiser is acting on behalf of another organisation, they are responsible for ensuring any internal approvals, financial authorisations or procurement requirements have been completed before confirming the booking.

  • Participants are responsible for:

    • Ensuring they are medically fit to participate.

    • Declaring relevant medical conditions before travel.

    • Following the instructions of Op BASE CAMP staff at all times.

    • Treating instructors, accommodation, equipment and fellow participants with respect.

    • Using equipment safely and reporting any defects immediately.

    • Ensuring they possess valid travel documentation where required.

  • Op BASE CAMP is committed to providing safe, enjoyable and inclusive experiences.

    Participants are expected to:

    • Behave respectfully.

    • Follow safety instructions.

    • Respect local communities.

    • Respect accommodation providers.

    • Respect fellow participants.

    • Follow the instructions of instructors at all times.

    Where behaviour places participants or others at unnecessary risk, Op BASE CAMP reserves the right to remove individuals from activities or terminate participation without refund where appropriate

  • Insurance arrangements vary depending upon the type of experience booked.

    Your quotation and booking documentation will clearly state:

    • What insurance is included by Op BASE CAMP.

    • What remains the responsibility of the customer or organising body.

    Please see our Insurance & Participant Responsibilities Policy for further information.

  • Cancellation charges vary depending upon when written notice is received.

    Please refer to our Cancellation, Changes & Refund Policy for full details.

  • Participants are responsible for declaring any medical conditions, injuries or accessibility requirements that may affect their ability to participate safely.

    Further guidance can be found within our Health, Fitness & Medical Requirements Policy.

  • Op BASE CAMP shall not be liable for cancellations, delays or programme changes resulting from circumstances beyond our reasonable control.

    Examples include:

    • Severe weather

    • Lack of snow

    • Natural disasters

    • Government restrictions

    • Industrial action

    • Airport closures

    • Civil unrest

    • Other unforeseen events

    Where possible, we will work with customers and suppliers to minimise disruption and identify suitable alternatives.

  • Personal information is collected only where necessary for the planning and delivery of your experience.

    Please see our Privacy Policy for further details.

  • These Booking Terms & Conditions are governed by the laws of England and Wales.

  • Please also read:

    • Cancellation, Changes & Refund Policy

    • Insurance & Participant Responsibilities

    • Health, Fitness & Medical Requirements

    • Privacy Policy

    • Safeguarding Policy

    • Complaints Procedure

  • If you have any questions about theseBooking Terms & Conditions before confirming your booking, please contact Op BASE CAMP.

    We're always happy to explain anything that isn't clear.

    Email: adam.keenan@opbasecamp.com