Hybrid Vacations Ltd

Customer Terms & Conditions

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Effective Date: 01 June 2026
Company: Hybrid Vacations Ltd
Email: support@hybridvacations.com
Website: www.hybridvacations.com

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1. Introduction

These Customer Terms & Conditions ("Terms") govern the contractual relationship between you and Hybrid Vacations Ltd ("Hybrid", "we", "us", "our") in relation to any Hybrid Experience that you book or purchase.

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By submitting a booking, paying a deposit, making any payment towards a booking, or otherwise confirming your participation in a Hybrid Experience, you confirm that you have read, understood and accepted these Terms.

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Where you make a booking on behalf of another person, you confirm that you have the authority to do so and that the relevant Participant has been made aware of these Terms.

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Where the Participant is under 18 years of age, the booking must be made and accepted by their parent or legal guardian.

These Terms are intended to apply consistently across all Hybrid Experiences, whether they take place in the UK or overseas.

Nothing in these Terms affects any legal rights or protections that cannot lawfully be excluded or restricted.

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2. Definitions

For the purposes of these Terms:

"Hybrid Vacations Ltd"

Means Hybrid Vacations Ltd, the company responsible for providing or organising the relevant Hybrid Experience.

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"Hybrid"

Means Hybrid Vacations Ltd and its relevant employees, coaches, representatives and authorised personnel.

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"Hybrid Experience"

Means any sports camp, vacation, training programme, performance programme, event, tournament, retreat, sporting activity, recreational experience or other service organised, operated, promoted or provided by Hybrid. A Hybrid Experience may take place in the UK or overseas and may include, depending on the individual offering, coaching, training, accommodation, sporting facilities, tournaments, activities, social events, meals, transfers or other services.

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"Customer"

Means the person who makes the booking or enters into the contract with Hybrid.

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"Participant"

Means the person who is attending or taking part in the relevant Hybrid Experience.

A Customer and Participant may be the same person.

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"Booking"

Means a confirmed reservation for a Hybrid Experience.

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"Booking Confirmation"

Means the written confirmation issued by Hybrid confirming acceptance of a Booking.

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"Experience Price"

Means the price payable for the relevant Hybrid Experience as stated at the time of Booking.

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"Payment Deadline"

Means the date by which any outstanding balance must be paid, as stated on the relevant booking page, Booking Confirmation or subsequent written payment communication.

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"Experience Information"

Means the information provided by Hybrid relating to a particular Hybrid Experience, including dates, location, programme, inclusions, exclusions, accommodation, activities, schedules and other relevant information.

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"Third-Party Provider"

Means a business or individual other than Hybrid providing a service connected with a Hybrid Experience, including accommodation providers, sporting facilities, transport providers, activity providers, venues, catering providers or other suppliers.

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3. Our Services

Hybrid provides and organises sporting, recreational and travel-related experiences under the Hybrid brand.

Hybrid Experiences may vary considerably in format. Some may be single-day UK events, while others may involve multiple days, overseas travel, accommodation, sporting activities or structured coaching programmes.

 

The services included in each Hybrid Experience will be stated in the relevant Experience Information, Booking Confirmation and/or booking page.

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You should not assume that a particular service is included unless it is expressly stated to be included.

Depending on the Experience, Hybrid may:

• provide services directly;

• arrange services through Third-Party Providers;

• coordinate services provided by other organisations; or

• combine services into a wider sporting or travel experience.

Where applicable law imposes specific responsibilities on Hybrid because a Hybrid Experience constitutes a regulated package or other arrangement, those legal responsibilities will apply.

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Nothing in these Terms is intended to remove or restrict any legal obligation that Hybrid is required to fulfil.

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4. Experience Information

Hybrid will make reasonable efforts to ensure that information provided about a Hybrid Experience is accurate and up to date.

Experience Information may include:

• dates;

• location;

• sporting activities;

• coaching;

• number of sessions;

• accommodation;

• facilities;

• meals;

• tournaments;

• social activities;

• transport;

• age requirements;

• ability requirements;

• pricing;

• payment deadlines; and

• other relevant arrangements.

Minor operational details may change before or during an Experience.

Participants will be notified of material changes as soon as reasonably practicable.

Information provided in advertising, social media or other promotional material is intended as a general description. The specific inclusions and arrangements applicable to your Booking will be those confirmed in the relevant booking information and Booking Confirmation.

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5. Booking and Contract Formation

A Booking is confirmed when:

1. you have provided the information reasonably required to make the Booking;

2. the required deposit or payment has been received; and

3. Hybrid has issued confirmation of the Booking.

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Submitting an enquiry or registration of interest does not guarantee a place.

Hybrid may decline a Booking before confirmation where reasonably necessary, including where:

• the Experience is fully booked;

• the Participant does not meet stated age or participation requirements;

• required information has not been provided;

• payment has not been received;

• the Experience is unsuitable for the Participant; or

• there are reasonable safety, safeguarding or operational grounds for declining the Booking.

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Once a Booking has been confirmed, a legally binding contract exists between the Customer and Hybrid, subject to these Terms and applicable law.

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6. Bookings Made on Behalf of Others

If you make a Booking on behalf of another person, you confirm that:

• you have authority to make the Booking;

• the Participant has been informed of these Terms;

• the information provided about the Participant is accurate;

• the Participant is aware of the nature of the Experience; and

• where applicable, the Participant's parent or legal guardian has provided the required consent.

The Customer remains responsible for ensuring that all information required for the Booking is provided accurately.

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7. Prices and Payment

The Experience Price will be stated at the time of Booking.

Hybrid may offer different payment options, including:

• full payment;

• a deposit followed by a balance payment; or

• instalment payments.

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The applicable payment schedule will be communicated at the time of Booking.

Any outstanding balance must be paid by the Payment Deadline.

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Where a balance is not received by the Payment Deadline, Hybrid may contact the Customer and provide a reasonable opportunity to bring the account up to date.

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If payment remains outstanding, Hybrid may treat the Booking as cancelled by the Customer and apply the cancellation provisions in Section 9.

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Where a Booking is made after the Payment Deadline, Hybrid may require full payment at the time of Booking.

Hybrid is not required to reserve a place where the required payment has not been received.

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8. What Is and Is Not Included

The inclusions and exclusions applicable to each Hybrid Experience will be stated in the relevant Experience Information and/or Booking Confirmation.

Unless expressly stated otherwise, the Experience Price does not include:

• flights;

• travel to or from the Experience location;

• airport, station or other transfers;

• travel insurance;

• medical insurance;

• visas or entry documentation;

• personal spending money;

• personal sporting equipment;

• meals or drinks not expressly included;

• optional activities;

• additional facility or court hire;

• personal expenses;

• costs resulting from changes to personal travel arrangements; or

• any other item not expressly stated as included.

Participants should carefully review the inclusions and exclusions before Booking.

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9. Cancellation by the Customer or Participant

9.1 Cancellation Procedure

A Customer wishing to cancel a Booking must notify Hybrid in writing by email:

support@hybridvacations.com

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Cancellation takes effect on the date Hybrid receives the written cancellation request.

Informing a coach, venue, accommodation provider or other person verbally does not constitute formal cancellation unless Hybrid subsequently confirms the cancellation in writing.

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9.2 Standard Cancellation Schedule

Unless a different cancellation arrangement is expressly stated for a particular Hybrid Experience, the following standard cancellation schedule applies.

Time before the start of the Hybrid Experience | Cancellation charge

• More than 12 weeks: 15% of Experience Price or Deposit

• 8–12 weeks: 40% of Experience Price

• 4–8 weeks: 70% of Experience Price

• Less than 4 weeks: 100% of Experience Price

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The cancellation charge is calculated by reference to the total Experience Price.

Where the Customer has paid more than the applicable cancellation charge, Hybrid will refund the difference, subject to any applicable legal requirements and the provisions of these Terms.

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Where the Customer has paid less than the applicable cancellation charge, Hybrid may require payment of the outstanding amount where legally entitled to do so.

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For the purposes of this section, the start date means the first published day of the relevant Hybrid Experience.

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9.3 Basis of Cancellation Charges

Cancellation charges reflect the costs and commitments that Hybrid may incur in preparing and delivering a Hybrid Experience.

These may include advance commitments relating to:

• coaches;

• staff;

• sporting facilities;

• accommodation;

• venues;

• equipment;

• activities;

• administration;

• marketing;

• transportation; and

• other arrangements made in preparation for the Experience.

The likelihood of replacing a cancelled Participant generally decreases as the Experience approaches.

Hybrid will take reasonable steps, where commercially and operationally practicable, to mitigate losses arising from a cancellation.

Cancellation charges will always be subject to any mandatory rights provided to the Customer under applicable law.

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9.4 Deposits

Deposits are used to secure a place on a Hybrid Experience and may be used by Hybrid to make advance commitments relating to the Experience.

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A deposit is not automatically refundable simply because a Customer subsequently decides not to attend.

However, Hybrid will not retain a deposit or apply a cancellation charge where doing so would conflict with a mandatory legal right.

Where the applicable cancellation charge is less than the amount already paid, any amount refundable under these Terms will be returned to the Customer.

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9.5 Personal Circumstances

Illness, injury, changes in employment, personal circumstances, changes to travel arrangements or other reasons preventing attendance do not automatically entitle a Customer to a refund outside the cancellation provisions above.

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Customers are strongly encouraged to obtain appropriate insurance covering cancellation and other circumstances relevant to their Booking.

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Where a Participant is unable to attend due to illness, injury or another significant personal circumstance, Hybrid may, at its discretion, consider:

• a transfer to another Experience;

• a replacement Participant;

• a credit;

• an alternative arrangement; or

• another reasonable solution.

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Any alternative arrangement is subject to availability and may be subject to reasonable administrative or unavoidable Third-Party Provider costs.

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10. Participant Transfers and Replacements

A Customer may request to transfer a Booking to another person.

Hybrid is not required to accept a replacement Participant, but may do so where reasonably practicable.

 

Any replacement Participant must:

• satisfy the Experience's age and participation requirements;

• provide all required information;

• comply with any medical or safeguarding requirements;

• agree to these Terms;

• pay any outstanding balance; and

• be formally approved by Hybrid before participating.

 

Any reasonable administration charge or unavoidable Third-Party Provider cost associated with the transfer may be charged to the Customer.

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The original Customer remains responsible for the Booking until Hybrid confirms the transfer in writing.

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11. Changes to a Hybrid Experience

Hybrid will make reasonable efforts to deliver each Hybrid Experience substantially as described at the time of Booking.

However, sporting and recreational Experiences can be affected by operational, environmental and other circumstances.

Hybrid may make reasonable changes to:

• coaches;

• coaching groups;

• session times;

• venues;

• sporting facilities;

• courts;

• activities;

• tournament formats;

• accommodation;

• transport;

• meals;

• schedules; or

• other operational arrangements.

Such changes may be necessary due to availability, safety, weather, staffing, venue requirements, local conditions or other circumstances.

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Where a change is material, Hybrid will notify affected Customers as soon as reasonably practicable and provide any remedy required by applicable law.

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Hybrid will not make material changes for the sole purpose of reducing the service provided while retaining the same price.

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12. Cancellation by Hybrid

Hybrid may cancel a Hybrid Experience where reasonably necessary, including where:

• minimum participation numbers are not reached;

• a venue becomes unavailable;

• essential facilities become unavailable;

• circumstances make the Experience unsafe;

• circumstances make delivery impracticable;

• a Third-Party Provider becomes unavailable;

• government restrictions prevent the Experience from proceeding; or

• circumstances outside Hybrid's reasonable control prevent delivery.

 

Where Hybrid cancels an Experience before it begins and the cancellation is not caused by the Customer or Participant, Hybrid will provide the refund or other remedy required by applicable law.

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Where reasonably practicable, Hybrid may instead offer:

• an alternative date;

• an alternative Experience; or

• another suitable arrangement.

Any alternative offered by Hybrid will be subject to availability and does not remove any statutory rights the Customer may have.

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13. Minimum Participation Numbers

Certain Hybrid Experiences may require a minimum number of Participants to operate safely, commercially or as intended.

Where a minimum number is stated as a condition of the Experience, Hybrid may cancel the Experience if the minimum number is not reached.

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Hybrid will communicate such a cancellation as soon as reasonably practicable.

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Where Hybrid cancels for this reason, Customers will receive any refund or other remedy required by applicable law.

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14. Coaching, Training and Programme Structure

Hybrid will make reasonable efforts to deliver the coaching and programme described in the relevant Experience Information.

Specific coaches, training groups, partners, courts, facilities and session times are not guaranteed unless expressly confirmed in writing.

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Participants may be allocated to groups based on factors including:

• ability;

• age;

• experience;

• safety;

• playing level;

• group balance; and

• coaching requirements.

Hybrid's allocation decisions will be made with the aim of providing an appropriate and safe experience for Participants.

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15. Sports Participation and Inherent Risks

Participation in sporting and physical activities carries inherent risks.

Depending on the Hybrid Experience, these may include risks associated with:

• running;

• jumping;

• falls;

• collisions;

• impact with equipment;

• sporting surfaces;

• sand;

• heat;

• sun exposure;

• dehydration;

• fatigue;

• physical exertion;

• outdoor environments;

• water-based activities;

• competitive play;

• tournaments; and

• interaction with other Participants.

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Participants acknowledge that these risks exist and agree to take reasonable care for their own safety and comply with reasonable safety instructions.

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Participants must not knowingly participate in activities where they are medically or physically unable to do so safely.

Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that applicable law does not permit Hybrid to exclude or limit.

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16. Health, Medical Information and Fitness

Participants are responsible for ensuring that they are reasonably fit and capable of participating in the activities included within their Hybrid Experience.

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Participants must provide Hybrid with information that is reasonably necessary to manage their safe participation.

This may include relevant information relating to:

• injuries;

• medical conditions;

• allergies;

• medication;

• physical limitations;

• accessibility requirements; or

• other circumstances that could reasonably affect safe participation.

 

Participants must notify Hybrid if relevant circumstances change after Booking.

Providing medical information does not guarantee that Hybrid can accommodate every condition or requirement.

Where Hybrid reasonably considers that participation presents a significant safety risk to the Participant or others, Hybrid may restrict or prevent participation in a particular activity.

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In an emergency, Participants authorise Hybrid and its representatives to seek appropriate medical assistance where reasonably necessary.

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Hybrid does not provide medical treatment and Participants remain responsible for their own medical decisions and expenses, subject to Hybrid's legal responsibilities.

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17. Insurance

Participants are strongly advised to obtain appropriate insurance before participating in a Hybrid Experience.

Where the Experience involves travel outside the Participant's country of residence, appropriate travel insurance should include, where relevant:

• cancellation and curtailment;

• medical expenses;

• emergency assistance;

• repatriation;

• personal accident;

• baggage and personal belongings;

• travel disruption; and

• cover for the sporting activities being undertaken.

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Participants are responsible for ensuring that their insurance policy is appropriate for their individual circumstances and covers the activities they intend to undertake.

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Hybrid is not responsible for the decision of an insurer to accept, reject or partially settle a claim.

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18. Travel, Passport, Visa and Entry Requirements

Where a Hybrid Experience involves international travel, Participants are responsible for ensuring that they have all required:

• passports;

• visas;

• travel documentation;

• entry permissions;

• health documentation; and

• other legally required documentation.

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Participants should check the relevant official government requirements before travelling.

Hybrid does not guarantee admission into any country.

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Any costs arising because a Participant does not meet applicable travel or entry requirements remain the Participant's responsibility, subject to any rights they may have under applicable law.

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19. Accommodation and Third-Party Providers

Where accommodation or other services are included in or arranged in connection with a Hybrid Experience, details will be provided in the relevant Experience Information.

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Accommodation and other Third-Party Providers may have their own terms, rules and conditions.

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Participants must comply with reasonable rules imposed by accommodation providers, venues and other Third-Party Providers.

Participants are responsible for any damage they intentionally or negligently cause to accommodation, venues, facilities or other property, to the extent permitted by law.

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Where applicable law makes Hybrid legally responsible for a Third-Party Provider's service, these Terms do not remove or restrict that responsibility.

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20. Weather and Circumstances Outside Our Reasonable Control

Hybrid Experiences may involve outdoor activities and can therefore be affected by weather and environmental conditions.

These may include:

• extreme heat;

• rain;

• storms;

• high winds;

• unsafe playing conditions;

• venue closures;

• natural events;

• transport disruption;

• strikes;

• government restrictions;

• political unrest;

• public health emergencies;

• infrastructure failures; or

• other circumstances outside Hybrid's reasonable control.

 

Where reasonably possible, Hybrid will seek to adapt the programme rather than cancel the Experience.

This may include changing:

• times;

• venues;

• activities;

• formats;

• schedules; or

• facilities.

 

Where applicable law provides a Customer with a right to a refund, compensation, assistance or other remedy, that right will continue to apply.

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21. Participant Conduct

Participants must behave respectfully and responsibly throughout a Hybrid Experience.

The following behaviour is prohibited:

• bullying;

• harassment;

• discrimination;

• threatening or abusive behaviour;

• violence;

• theft;

• deliberate damage to property;

• behaviour creating an unreasonable risk to others;

• serious or repeated refusal to follow reasonable instructions;

• illegal activity; or

• possession or use of illegal drugs.

Participants must not participate in sporting activities while intoxicated or otherwise impaired where doing so could create a safety risk.

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Hybrid may take reasonable action where a Participant's behaviour creates a safety, safeguarding or operational concern.

This may include:

• issuing a warning;

• restricting participation;

• removing a Participant from a particular activity;

• requiring a Participant to leave a venue; or

• ending the Participant's participation in the Hybrid Experience.

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Where participation is ended because of serious or unacceptable conduct, the Participant will not normally be entitled to a refund for the unused portion of the Experience, except where applicable law requires otherwise.

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A Participant removed from an Experience remains responsible for arranging and paying for their own onward travel or accommodation unless applicable law requires Hybrid to provide otherwise.

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22. Participants Under 18

Where a Hybrid Experience is available to Participants under 18:

• the Booking must be made by a parent or legal guardian;

• the parent or guardian must accept these Terms;

• accurate emergency contact information must be provided;

• relevant medical and safeguarding information must be provided;

• the Participant must comply with Hybrid's safeguarding and conduct requirements; and

• additional consent forms may be required.

 

Hybrid will provide reasonable supervision during the activities and programme that it has expressly agreed to provide.

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Unless expressly stated otherwise, Hybrid is not responsible for a Participant outside the stated programme or supervision arrangements.

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Additional Experience-specific safeguarding arrangements may apply.​