Group Events Cancellation and Refund Policy
We understand that plans can change. This policy explains what happens if your organisation needs to cancel or change its booking, or if ITF needs to change or cancel an event.
If your organisation needs to cancel
Please contact us as soon as possible if you need to cancel some or all of your places.
More than eight weeks before the event
If you cancel more than eight weeks before the event, we will refund 80% of the amount paid for the cancelled places. ITF will retain 20% as a cancellation charge.
Eight weeks or less before the event
If you cancel eight weeks or less before the event, your booking will normally be non-refundable. By this stage, ITF will be planning and committing resources based on confirmed participant numbers.
However, we recognise that unexpected circumstances arise. Please contact us as soon as possible and we will consider your circumstances on a case-by-case basis. Depending on the circumstances and availability, we may be able to offer a transfer, credit or refund. Any exception to our standard cancellation terms is not guaranteed.
Changing attendees
If someone from your organisation can no longer attend, you can nominate another colleague to take their place at no additional cost. Any replacement participant must meet the participation requirements for the event.
Transferring to another event
Where circumstances allow, we may be able to transfer some or all of your places to another ITF group tree planting event instead of cancelling your booking.
Transfers are subject to availability and cannot be guaranteed. Please contact us as early as possible if you would like us to consider a transfer.
If fewer people attend than booked
We cannot normally provide refunds for participants who do not attend on the day or for unused places where we have not been notified of the cancellation in advance.
Where possible, you are welcome to nominate replacement participants from your organisation.
If ITF needs to change an event
Tree planting is an outdoor activity and sometimes circumstances may require us to change an event. These could include severe or unsafe weather, flooding, unsuitable ground or site conditions, restrictions imposed by the landowner or relevant authorities, health and safety concerns, or other circumstances that make it unsafe or impractical to proceed as planned.
We will give you as much notice as reasonably possible of any significant changes.
Minor changes that do not materially affect the nature of the event, such as reasonable adjustments to timings or arrangements on the day, will not normally entitle you to a refund.
If ITF postpones or materially changes an event
If ITF needs to reschedule an event or make a significant change to its date, location or nature, we will offer your organisation the opportunity to attend the revised event.
If your organisation cannot reasonably attend following a significant change, you can choose to transfer the value of your booking to another suitable ITF group tree planting event, where one is available, or receive a full refund for the affected places.
If ITF cancels an event
If ITF cancels an event, you can choose either:
a full refund of the amount you paid for the affected places; or
to transfer the full value of your booking to another available ITF group tree planting event.
Additional costs
ITF will not be responsible for additional costs your organisation incurs in connection with attending an event, such as travel or accommodation, except where liability cannot lawfully be excluded or limited.
Our charitable responsibility
As a registered charity, ITF has a responsibility to use its funds carefully and ensure that as much funding as possible supports our charitable work.
Our events involve planning, administration, staff time and other costs well before the planting day itself. This cancellation policy helps us manage those commitments responsibly and ensure that as much funding as possible supports our charitable work while giving organisations reasonable flexibility when circumstances change.
Your agreement
This cancellation and refund policy forms part of the terms applying to your booking. Please make sure you have read and understood it before completing your purchase.
Nothing in this policy excludes or limits any liability or legal right that cannot lawfully be excluded or limited.