Terms & Conditions
Booking a workshop through this website and paying the agreed deposit implies you agree to abide by the following terms and conditions. Likewise, by accepting your booking and deposit, we also agree to abide by these terms and conditions.
A non-refundable deposit of the amount stated for each individual workshop is required at the time of booking.
The remaining balance to pay for any workshop is due no less than 120 days prior to the commencement date unless otherwise stated. Should the balance payment fail to reach us by the specified date, we reserve the right to treat the booking as cancelled and retain the deposit. If any booking is made with less than 90 days or less prior to the commencement date, the full workshop price is payable at the time of booking.
Cancellations by Participants
Any cancellations must be made in writing via emails. The date the email is received by us will determine how much of a refund is applicable.
The eligible refund amounts below are expressed as a percentage of the individual total workshop price minus the non-refundable deposit amount, and are as follows:
- More than 120 days before commencement – if balance payment has been made more than 120 days in advance – 100% if the space can be filled, otherwise 75%
- 120 – 91 days before commencement – 50% refund
- 90 – 31 days before commencement – 25% refund
- 30 days or less before commencement – 0% – not eligible for a refund.
Please read and understand our policy regarding COVID and other respiratory illnesses – COVID Policy.
The Terms & Conditions set forth here (including the refund policy) also apply to cancellations due to COVID. Please ensure you have travel insurance in place to cover you in the event you must cancel due to COVID.
The tangible receipt of a deposit implies acceptance of a booking and a contract agreement between us comes into existence.
Please do not make any travel bookings until you have had an email from us confirming the workshop is a go. Once a workshop is sold out, the workshop will be deemed a go. It a workshop does not sell out, we will make a call to confirm the workshop is a go no later than 90 days prior to the start date of the workshop. We will, however, make every attempt to hold all workshops regardless of the number of participants if it is financially feasible to do so.
Cancellations by ICMPhotoMag Workshops
We reserve the right to alter or cancel any workshop if it becomes necessary to do so. Should an alteration or cancellation become necessary, you will then have the choice of accepting the change, taking an alternative workshop, or withdrawing from the contract and accepting a refund of all monies paid to us. If you decide to transfer to an alternative workshop at a lower price, we will refund the difference. If you decide to transfer to an alternative workshop at a higher price, you will be responsible to pay the difference within 14 days of transfer.
Under-booking is a situation in which the minimum number of bookings required to meet all workshop expenses is not met. If it becomes necessary to cancel a workshop for this reason, we will not do so less than 30 days prior to the workshop start date.
Force majeure: Unless expressly stated otherwise in these terms and conditions, we will not have any liability to you if we are prevented from fulfilling our contractual obligations to you as a result of any event which is out with our control (and/or out of the control of any supplier or provider of the services in question). Such events may include (but are not limited to) war or threat of war; terrorist activity or the threat of terrorist activity; civil commotion or riot; any action taken by a governmental or public authority; industrial disputes; collapse of buildings, fire, explosion or accident; traffic or road conditions or road closures; technical or mechanical breakdown; adverse weather conditions; natural disasters and all similar events or circumstances.
In the event of a specified workshop leader being unable to attend due to illness or other circumstances beyond our control, another workshop leader may be assigned. If this is not possible, then the workshop will be cancelled and the provisions of Contractual Agreement will come into effect.
Change of Prices Prior to Booking
We reserve the right to change any of the prices, services, or other particulars of the workshops at any time before we enter into a contractual agreement with you. If there is any change, it will be reflected on the workshop webpage. If a workshop price changes after you have booked the workshop, you will not be required to pay the difference. We will honor the original price you booked under.
Dietary and Special Requests
If you have special dietary or other requests, you should inform us of these prior to commencement of the workshop. We cannot guarantee that such requests will be met, and we will have no liability to you if such requests cannot be met.
Workshop Descriptions & Iteneraries
The type of workshops we offer require a certain amount of flexibility due to prevailing conditions at the time of the workshops that cannot necessarily be accounted for in advance. For this reason, the outlined workshop descriptions must be taken as a general indication of what may take place on the workshop, and not as a contractual obligation on the part of ICMPhotoMag Workshops. We will remain flexible to the conditions to ensure you have the best possible experience given the conditions at the time.
Medical Conditions & Injuries
It is the participant’s responsibility to inform us of any injury or medical condition that may have bearing on the ability to participate in all workshop activities before the start of each workshop.
Travel Losses & Expenses
We do not accept liability for any loss or additional expense caused by delay or interruption to travel services through weather conditions, civil disturbance, industrial action, strikes, wars, floods, or sickness. Such losses or additional expenses are the responsibility of the participant.
Loss or Damage to Personal Property
We do not accept liability for loss or damage to any of your personal belongings, including but not limited to camera and computer equipment, peripherals, mobile devices, baggage, clothing, documents, monies, credit cards, travel documents, and so on.
Bodily Injury, Illness, or Death
ICMPhotoMag Workshops does not accept any responsibility or liability for bodily injury, illness, or death caused to the participant or any other person included on the workshop booking unless it arises specifically from the negligent act and/or omission of the Company’s employees or contracted workshop leaders (while acting in the course of their workshop duties). Any claims shall be subject to United States law in respect of any question of liability or quantum, and all proceedings shall be within the exclusive domain of the United States courts.
We highly recommend you purchase and possess private insurance to cover any unfortunate events that may result in the conditions above which are not the fault of, or do not occur as a result of negligence from, ICMPhotoMag Workshops.
We actively welcome your feedback, both in terms of the services we provide and those provided by other suppliers (such as accommodation providers). In the event that you have any complaint during the course of your workshop, please bring this to the attention of your workshop leader as soon as possible. We will endeavor to resolve the matter to your satisfaction. Any complaints regarding hotel accommodations should, in the first instance, be raised with the relevant hotel accommodation provider.
Should this not be possible, you should make your complaint known to us in writing within 14 days of the completion of the workshop.
It is a term of the contractual agreement between us that you will obtain the appropriate travel insurance coverage before you set out on the workshop (regardless of the workshop location). The insurance must cover the loss, expenses, and damages arising from, including but not limited to, the cancellation of the workshop (whether in whole or in part), personal accident and injury, medical and repatriation costs (for overseas tours), loss of baggage, loss of personal money, loss of belongings, and flight cancellations and delays.
Passports & Visas
Where required, all clients must be in possession of a valid passport and all visas, permits, and certificates, including medical certificates required for the whole of the journey. The client accepts responsibility for obtaining these required documents. All information and advice given by us on visas, vaccinations, climate, clothing, baggage, special equipment, etc., is given in good faith based on our knowledge and understanding at the time.
Bookings for Minors
Bookings for anyone under 18 years of age must be made by their parent or legal guardian. No one under 16 years of age may join a workshop with us, except by special arrangement and by being accompanied by a parent or legal guardian who needs to also pay the full workshop fee themselves.
It is the customer’s responsibility to arrive at the required locations at the arranged time and with the appropriate equipment, footwear, and clothing. The participant needs to be healthy enough to participate in the workshop. If the participant’s vehicle breaks down, or their transportation arrangements fail for any reason, or if the participant fails to arrive at a destination for any reason whatsoever, the retreat must proceed without them for the benefit of the other paying participants.
The weather is out of our control and is something we cannot fully account for until the decisive moment. In the event of poor or inclement weather, every effort will be made to find a suitable location to continue the retreat or to take a break until it passes.
Workshop Leader Equipment
If any workshop leader offers their own equipment to you on loan during a workshop, it is not covered by their insurance. By accepting the loan of a workshop leader’s equipment, if it is damaged (no matter however minor the damage may be) or stolen, you contractually agree to pay the full new replacement value directly and immediately to the retreat leader(s) so they can replace the item, or items, from a supplier of their choice who has the item, or items, in stock to ensure they can continue to pursue their business. If the item is no longer manufactured this clause applies to the latest new item from the manufacturer, even if the value of this item is considerably higher.
Our Right to Refuse Service
We reserve the right to refuse any booking and/or service not paid for without giving a reason.
Binding of Terms & Conditions
The terms and conditions currently on the website are the terms and conditions in force and to which you and we are bound. All other copies, in any other format or location, are not binding.
By making a booking, you are agreeing to accept all the above terms and conditions. Any person making a booking does so on behalf of all the individuals included the booking, so that all are bound by the booking conditions.
Data Protection & GDPR