Cancellation Policy

BAREFOOT CAMPING ADVENTURES

CANCELLATION POLICY

PAYMENT, CANCELLATION & REFUND TERMS AND CONDITIONS

At Barefoot Camping Adventures (BCA), we are committed to providing reliable, professionally managed mobile tented accommodation for rallies, festivals, corporate events, farm weddings and other occasions.

Our business requires advance planning, equipment allocation, transport arrangements, staff scheduling and preparation. Once a booking is confirmed, resources may be reserved specifically for that event, and other business opportunities may be declined.

The following terms are intended to protect both our customers and our business by establishing clear expectations regarding payments, cancellations, postponements and refunds.

1. DEPOSITS AND PAYMENTS

A 25% deposit of the total booking amount is payable upon confirmation of a booking.

The deposit secures the booking and allows BCA to begin allocating equipment, tents, camping space where applicable, transport capacity and operational resources.

The remaining balance must be paid by the due date specified on the invoice.

Failure to pay the required balance may result in cancellation of the booking, subject to the applicable agreement and law.

Deposit retention following cancellation will be subject to these terms and applicable law.

2. CUSTOMER CANCELLATIONS

If a customer cancels an individual booking, the following cancellation charges may apply, calculated against the total booking amount:

• 46 days or more before arrival/event date: Any applicable deposit retention and reasonable, documented costs incurred will be assessed in accordance with the agreed booking terms and applicable law.
• 31–45 days before arrival/event date: 50% cancellation fee.
• 21–30 days before arrival/event date: 75% cancellation fee.
• 20 days or less before arrival/event date, including a no-show:100% of the total booking amount.

Cancellation charges are intended to account for the notice received, resources allocated, preparation undertaken, reasonable non-recoverable costs and the opportunity to secure replacement bookings.

Any deposit already paid will be taken into account when calculating the amount due. BCA will not recover the same cost twice.

Where a cancellation charge exceeds the amount already paid, any outstanding amount will be payable.

3. EVENT ORGANISER CANCELLATIONS AND ALLOCATION OF RESOURCES

3.1 Separate Booking Commitment

When a customer confirms a booking with BCA, the booking is made specifically for the named event, scheduled dates and agreed accommodation package.

BCA makes operational and financial commitments based on confirmed bookings and the requirements of that particular event.

3.2 Allocation of Equipment and Resources

Upon confirmation, BCA may reserve and allocate tents, stretchers, mattresses, bedding, camping furniture, transport capacity, staff, storage, preparation time and other resources specifically for the event.

These resources may not be available for other events taking place on the same dates. BCA may also decline other bookings or business opportunities to honour its existing commitments.

BCA’s prices and booking commitments are based on advance planning and the reservation of limited equipment and operational capacity. Cancellation by an event organiser may therefore result in genuine losses even where BCA has not yet transported or installed the equipment.

3.3 Cancellation by the Event Organiser

If an event organiser cancels, suspends or withdraws an event, BCA is not responsible for the organiser’s decision to cancel the event, except to the extent that BCA is legally responsible.

The cancellation of an event does not necessarily mean that BCA has failed to honor its booking commitments. BCA may already have reserved equipment, allocated staff, arranged transport, undertaken preparation or declined other business opportunities.

Any resulting cancellation charge or refund will be assessed in accordance with the agreed booking terms, the circumstances of the cancellation and applicable law.

3.4 Event Cancellation Within 60 Days

Where an event organizer cancels an event 60 days or less before its scheduled commencement, the customer acknowledges that BCA may already have committed substantial resources and may have limited or no reasonable opportunity to secure replacement business.

In these circumstances, BCA may apply a reasonable cancellation charge taking into account:

• The notice received before the scheduled event.
• Equipment, tents and resources reserved for the event.
• Transport, labour, preparation and supplier costs incurred.
• Reasonable, documented costs that cannot be recovered.
• The reasonable opportunity to reuse equipment or secure alternative bookings.
• Other relevant circumstances affecting the actual loss incurred.

The cancellation charge may be substantial where the cancellation occurs close to the event date and BCA has committed significant resources.

However, cancellation within 60 days does not automatically entitle BCA to retain all amounts paid in every circumstance. Any amount retained must be consistent with the agreed booking terms and applicable law.

3.5 Event Cancellation More Than 60 Days Before the Event

Where an event organiser cancels an event more than 60 days before its scheduled commencement, BCA will assess the reasonable costs already incurred, commitments made, notice received and applicable booking terms when determining any cancellation charge or refund.

The amount payable or refundable will depend on the circumstances and applicable law.

3.6 Refund Assessment

Where an event cancellation prevents BCA from providing the booked accommodation, any refund or cancellation charge will be assessed in accordance with the customer’s booking agreement, applicable law and the circumstances of the cancellation.

BCA may consider documented, non-recoverable costs and commitments directly attributable to the booking, together with any reasonable opportunity to reuse equipment or secure alternative business.

Where appropriate, BCA will provide a written explanation of the cancellation charge and the calculation of any refund due.

3.7 Alternative Arrangements

Where practical, BCA may offer customers the option to transfer their booking to a rescheduled event, another event or an alternative date.

Any transfer is subject to availability, written agreement and any additional costs agreed upon in advance. A transfer is not automatic or guaranteed.

3.8 Customer Acknowledgement

By confirming a booking and accepting these terms, the customer acknowledges that BCA operates a mobile tented accommodation service requiring advance allocation of equipment, transport, labor and operational resources.

The customer understands that an event organiser’s cancellation may result in costs and lost business opportunities for BCA, and that the cancellation may affect the amount refundable under the agreed booking terms and applicable law.

4. POSTPONED OR RESCHEDULED EVENTS

If an event is postponed or moved to a new date, BCA may, subject to availability and written agreement, offer to transfer the booking to the revised date.

A transfer is not automatic or guaranteed.

The event organiser may remain liable for reasonable expenses already incurred by BCA as a result of the original booking, including transport, preparation, labour, supplier costs, equipment allocation and other non-recoverable operational expenses, where provided for in the applicable agreement and permitted by law.

Any additional costs arising from the revised dates must be communicated and agreed upon in advance.

If a customer cannot attend the revised event dates, the booking will be assessed in accordance with the applicable cancellation terms and law.

5. DEPOSITS AND OPERATIONAL EXPENSES

Deposits and other payments contribute towards securing bookings and may be used to cover or support camping space reservations, entry fees where applicable, equipment allocation, preparation, transport, labour and other operational commitments.

Once a booking is confirmed, BCA may commit resources and decline other opportunities for the same dates.

Where a cancellation occurs, reasonable and documented costs directly attributable to the booking may be considered when calculating any cancellation charge, subject to the agreed booking terms and applicable law.

No cost will be charged twice, and any applicable refund assessment will take account of amounts already paid and any relevant recoveries.

6. TRANSFERS BETWEEN EVENTS

Bookings cannot automatically be transferred to another event, customer or date.

Any request to change or transfer a booking requires prior written approval from BCA and is subject to availability, operational feasibility and any additional costs agreed upon in advance.

7. WEATHER CONDITIONS AND UNFORESEEN CIRCUMSTANCES

BCA operates on a rain-or-shine basis where conditions permit safe operation. Ordinary adverse weather conditions alone do not automatically entitle a customer to cancel a booking without applicable cancellation charges.

In the event of severe weather, natural disasters, safety concerns, government restrictions or other unforeseen circumstances, BCA will assess the situation in light of safety, operational feasibility, the booking agreement and applicable law.

Any cancellation, postponement, alternative arrangement or refund will be determined according to the circumstances and applicable legal requirements.

8. INDIVIDUAL CAMPER REPLACEMENTS

If a camper can no longer attend, they may arrange a suitable replacement and provide the replacement’s details to BCA for approval.

A replacement is not confirmed until BCA has accepted the change in writing.

Any additional costs or administrative requirements arising from the replacement must be communicated in advance.

9. CANCELLATION BY BAREFOOT CAMPING ADVENTURES

BCA reserves the right to cancel or withdraw its mobile tented camp service where reasonably necessary due to safety concerns, operational limitations, non-payment or other legitimate grounds.

The affected customer or organiser will be notified as soon as reasonably practicable.

Where BCA cancels a booking and cannot provide the agreed service, any refund or alternative arrangement will be handled in accordance with the booking agreement and applicable law.

10. REFUND PROCESSING

Where a refund is due and approved, BCA will aim to process the payment within 14 working days after confirming the refund amount and receiving any necessary payment details.

If additional verification or circumstances outside BCA’s reasonable control cause a delay, the customer will be informed.

11. ACCEPTANCE OF TERMS

By confirming a booking and making payment after receiving these terms, the customer acknowledges acceptance of the applicable booking conditions, subject to applicable law.

BCA recommends that customers carefully review the cancellation and refund provisions before confirming their bookings.

BAREFOOT CAMPING ADVENTURES reserves the right to enforce its agreed booking terms to protect its equipment, operational commitments and business interests, subject to applicable law.

THANK YOU