Booking Conditions

1.1“PURE ONE Business” means the business events, retreats, meetings, incentives, conferences and corporate travel division of PURE ONE GROUP LIMITED.

1.2“PURE ONE GROUP LIMITED” means the contracting company responsible for the delivery and administration of services provided under these Terms and Conditions.

1.3“Customer” means the individual, company, organisation, association, network, membership group, chamber of commerce, event organiser, retreat organiser or other entity making the booking with PURE ONE Business.

1.4“Event or Retreat” means any meeting, incentive, conference, executive retreat, educational programme, networking event, business gathering, group travel arrangement, accommodation booking, activity, experience or related service arranged by PURE ONE Business.

1.5“Participants” means all delegates, attendees, guests, speakers, organisers or other individuals travelling or attending under the booking.

1.6“Supplier” means any hotel, venue, airline, transport provider, destination management company (DMC), restaurant, activity provider, guide, contractor or other third-party supplier.

2.1A booking becomes confirmed when: (a) the Customer confirms acceptance of a proposal in writing; and (b) PURE ONE Business issues written confirmation.

2.2The agreement shall comprise: (a) the Event or Retreat Proposal; (b) the Event or Retreat Confirmation; (c) any subsequent written amendments; (d) these Terms and Conditions.

2.3In the event of any conflict between documents, the Event or Retreat Confirmation shall take precedence.

3.1PURE ONE Business specialises in the organisation and delivery of business events, executive retreats, incentive travel, conferences, networking programmes and group travel experiences.

3.2Services shall be provided in accordance with the confirmed proposal and itinerary.

3.3Any service not specifically included within the Event or Retreat Confirmation shall be chargeable separately.

3.4PURE ONE Business reserves the right to substitute equivalent services where circumstances reasonably require.

4.1All prices are quoted in Pounds Sterling unless otherwise stated.

4.2Quotations are subject to availability until confirmed.

4.3Prices are based upon supplier costs, taxes, transportation charges and exchange rates applicable at the time of quotation.

4.4PURE ONE Business reserves the right to amend prices where supplier costs, taxes, exchange rates, fuel costs or government-imposed charges materially change prior to final confirmation.

4.5Unless otherwise stated, prices include VAT where applicable.

5.1Payment arrangements shall be detailed within the Event or Retreat Confirmation.

5.2Payment schedules may vary depending upon supplier requirements, destination, lead time, Event or Retreat complexity and commercial arrangements.

5.3Payment arrangements may be administered directly by PURE ONE Business, through an approved booking platform, or through another agreed mechanism specified within the Event or Retreat Confirmation.

5.4PURE ONE Business reserves the right to request staged, interim or advance payments where commercially appropriate.

5.5Failure to meet agreed payment schedules may result in suspension, amendment or cancellation of services.

5.6Interest may be charged on overdue invoices at 4% above the Bank of England Base Rate.

6.1Unless otherwise agreed in writing, PURE ONE Business will normally manage participant registrations and collect payments directly through its approved booking and payment systems.

6.2Where PURE ONE Business manages registrations and payments, funds shall be administered in accordance with applicable travel industry regulations and financial protection arrangements relevant to the booking.

6.3A Customer may request to manage participant registrations and collect payments independently. Approval of such arrangements shall be entirely at the discretion of PURE ONE Business.

6.4Where the Customer collects monies directly from participants: (a) the Customer shall remain fully liable for all monies due to PURE ONE Business; (b) PURE ONE Business shall have no responsibility for collecting outstanding balances from participants; (c) any trust account arrangements, financial protection systems, merchant service protections or travel industry safeguards operated by PURE ONE Business may not apply to monies collected directly by the Customer; (d) the Customer shall be solely responsible for communicating payment arrangements and any applicable financial protection to participants; (e) PURE ONE Business shall not be liable for any participant claims relating to monies collected directly by the Customer.

6.5The Customer remains responsible for the full contracted value of the Event or Retreat regardless of participant payment status, attendance levels or collection success.

6.6Where PURE ONE Business provides access to a booking platform, registration portal or payment collection system, the Customer agrees to comply with any associated operational requirements.

7.1Certain Events or Retreats may be priced on the basis of minimum participant numbers.

7.2Should participant numbers fall below agreed minimum levels, PURE ONE Business reserves the right to: (a) reprice the Event or Retreat; (b) amend inclusions; (c) substitute services; (d) cancel the booking where the Event or Retreat becomes commercially unviable.

8.1Requests for amendments must be submitted in writing.

8.2PURE ONE Business shall use reasonable endeavours to accommodate requested changes.

8.3Additional costs arising from amendments shall be payable by the Customer.

8.4Supplier amendment charges shall be passed directly to the Customer.

9.1All cancellations must be submitted in writing.

9.2Cancellation charges shall be specified within the Event or Retreat Confirmation and may vary according to destination, supplier requirements and Event or Retreat type.

9.3Any non-refundable supplier costs already incurred shall remain payable.

9.4Reductions in participant numbers may be treated as partial cancellations.

9.5Failure to make payments in accordance with agreed schedules may be treated as cancellation by the Customer.

10.1PURE ONE Business contracts with multiple Suppliers on behalf of Customers.

10.2Any cancellation charges, amendment fees, penalties, losses or Supplier-imposed costs incurred as a result of Customer actions shall be recoverable from the Customer.

10.3PURE ONE Business shall provide reasonable supporting evidence of such costs upon request.

11.1In exceptional circumstances PURE ONE Business may be required to modify elements of an Event or Retreat.

11.2Any significant changes shall be communicated as soon as reasonably possible.

11.3Where an Event or Retreat cannot proceed, PURE ONE Business may offer alternative arrangements of a comparable standard where reasonably available.

12.1PURE ONE Business shall not be liable for failure to perform obligations where such failure results from circumstances beyond its reasonable control.

12.2Such circumstances include but are not limited to natural disasters, adverse weather, flooding, fire, pandemics, government restrictions, industrial action, transportation disruption, civil unrest, terrorism or Supplier insolvency.

13.1The Customer shall ensure participants behave responsibly and comply with all venue regulations and local laws.

13.2The Customer shall be responsible for any loss or damage caused by participants.

13.3The Customer shall provide all information reasonably requested by PURE ONE Business within required timescales.

13.4Participants are responsible for ensuring they possess appropriate travel documentation where applicable.

14.1PURE ONE Business maintains appropriate financial protection arrangements where required by law and applicable travel industry regulations.

14.2The scope of financial protection may vary depending upon the nature of the Event or Retreat, Supplier arrangements, destination and payment collection method.

14.3Where monies are collected directly by a Customer or third party, such monies may fall outside the financial protection arrangements operated by PURE ONE Business.

14.4Customers shall be responsible for ensuring participants are informed of any payment arrangements and any limitations relating to financial protection where monies are not paid directly to PURE ONE Business.

15.1PURE ONE Business shall exercise reasonable skill and care in arranging services.

15.2Liability shall be limited to the total value of the booking except where prohibited by law.

15.3PURE ONE Business shall not be liable for indirect or consequential losses including loss of profits, loss of business opportunity, reputational damage or consequential financial losses.

15.4Nothing within these Terms shall limit liability for death, personal injury caused by negligence or fraud.

16.1Where PURE ONE Business has agreed in writing to pay commission, referral fees, organiser fees, hosting fees or other remuneration to a Customer, such arrangements shall be detailed within the Event or Retreat Confirmation.

16.2Unless otherwise agreed in writing, any commission, organiser fee or remuneration shall become payable only upon completion of the Event or Retreat and following receipt of all monies due to PURE ONE Business.

16.3Commission shall be calculated only on monies successfully received by PURE ONE Business and shall exclude cancellations, refunds, chargebacks, taxes and Supplier surcharges.

16.4PURE ONE Business reserves the right to offset any unpaid balances, customer debts, refunds or Supplier penalties against commission due.

16.5No commission shall be payable where an Event or Retreat is cancelled prior to commencement unless otherwise agreed in writing.

16.6Commission payments shall normally be made within 30 days following completion of the Event or Retreat and reconciliation of all Supplier invoices.

16.7Nothing within these Terms creates an entitlement to commission unless specifically agreed in writing by PURE ONE Business.

17.1The Customer shall not advertise, market, publish or communicate pricing that differs from pricing agreed with PURE ONE Business without prior written approval.

17.2The Customer shall not make representations on behalf of PURE ONE Business without written authorisation.

17.3PURE ONE Business reserves the right to review promotional materials referencing its products or services.

18.1Where a Customer introduces participants, delegates or attendees to an Event or Retreat, PURE ONE Business shall not knowingly solicit those participants directly for the same Event or Retreat without the Customer’s consent.

18.2Participants introduced by the Customer shall remain part of the Customer’s booking arrangement unless otherwise agreed.

18.3Nothing within this clause shall restrict PURE ONE Business from marketing future products and services generally to the public.

19.1Customers are strongly advised to obtain appropriate travel, cancellation, event and liability insurance.

19.2PURE ONE Business shall not be responsible for losses that could reasonably have been covered by insurance.

20.1PURE ONE Business shall process personal information in accordance with UK GDPR and applicable data protection legislation.

20.2Information shall be used solely for the administration and delivery of services.

21.1Any concerns arising during an Event or Retreat should be reported immediately to the designated PURE ONE Business representative.

21.2Formal complaints should be submitted in writing within 28 days of completion of the Event or Retreat.

22.1These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.

22.2Any dispute shall be subject to the exclusive jurisdiction of the Courts of England and Wales.

23.1These Terms and Conditions together with the Event or Retreat Confirmation constitute the entire agreement between the parties.

23.2No variation shall be effective unless agreed in writing by both parties.