Terms and Conditions for Participation in Courses and Activities of Outdoor Medicine
Applicability
1.1. These terms apply to all agreements to attend courses and/or activities provided by Outdoor Medicine.
1.2. By submitting the registration form, the participant agrees to the General Terms and Conditions of Outdoor Medicine.
Registration
2.1. Registration must be completed in writing, through the online registration form, with a legal cooling-off period of 14 days.
2.2. By registering for the course, the participant accepts the booking conditions.
2.3. Incomplete registration forms cannot be processed.
2.4. Upon registration, the participant is required to make a deposit or pay the full course fee.
2.5. If demand is high, course placement is based on the time of registration.
2.6. The agreement between the participant and Outdoor Medicine is established once a booking confirmation and (deposit) payment proof are sent by Outdoor Medicine, at which point the General Terms and Conditions take effect.
2.7. The (deposit) payment guarantees course placement.
2.8. Registration closes eight weeks before the scheduled course date.
2.9. A final notification will be sent four weeks before the course start date.
2.10. Full payment must be completed before the course begins.
2.11. Failure to pay in full before the course start will result in the participant losing their place, with no refund of (any part of) the deposit.
2.12. Registration entails an obligation to pay the full course fee, even if lessons are not or only partially attended.
2.13. All information provided by the participant is confidential to Outdoor Medicine, its staff, and instructors.
Reservation Cancellation
3.1. Only written or emailed cancellation requests will be considered.
3.2. If canceled before the deadline mentioned in 2.8, a cancellation fee of 10% of the course fee applies.
3.3. If canceled after the deadline, cancellation fees are: 50% of the course fee if canceled between eight and four weeks before the course start; 100% if canceled within four weeks of the course start.
The Course
4.1. Course participation is subject to availability and reaching a minimum number of participants per course.
4.2. Participants must be 18 years or older by the course start date, unless otherwise stated.
4.3. Participation requires good physical condition as indicated in the course description.
4.4. The course description serves as an event outline and not a final program.
4.5. Exemptions for course content or elements are not permitted.
4.6. Participants accept that program changes may result in delays, inconvenience, or discomfort.
4.7. Courses are based on dormitory accommodations unless otherwise specified.
4.8. Any photo or audio material taken before or during the course belongs to Outdoor Medicine and may be used for promotional purposes.
4.9. All materials used in the AWLS course are copyrighted by Adventure Medicine LLC, Boulder, CO, USA.
4.10. Copyright and ownership of materials in all other courses and/or events belong to Outdoor Medicine.
Safety
5.1. Participants must follow all reasonable instructions from instructors concerning course safety and organization.
5.2. For outdoor activities, participants must agree to wear protective clothing if deemed necessary by instructors.
5.3. Participants who act in ways that endanger others, cause distress, or damage others’ property may be removed from the course by Outdoor Medicine.
5.4. If removed from the course, Outdoor Medicine accepts no liability towards the participant and will not provide refunds, compensation, or cover any costs resulting from the removal. Any damage and costs resulting from inappropriate behavior will be recovered from the participant.
Course Cancellation
6.1. Outdoor Medicine reserves the right to cancel a course due to insufficient registrations or other reasons.
6.2. Cancellations will generally not occur within six weeks of the course start unless due to force majeure.
6.3. In the event of cancellation, Outdoor Medicine may offer an alternative course or a full refund of the registration fee.
Modifications
7.1. Outdoor Medicine and the venue owner reserve the right to modify details.
7.2. Outdoor Medicine is not liable for changes due to force majeure, such as technical or maintenance issues with transportation, rescheduling or canceling flights by an airline, war, civil unrest, industrial disputes, natural disasters, bad weather, terrorism, or bureaucratic obstacles.
Liability
8.1. Participation in courses and related outdoor activities is entirely at one’s own risk.
8.2. Outdoor Medicine is not liable for personal or property damage, theft, or loss of personal items, injury (or death), or any other claims arising from self-conduct during courses and other activities organized by them.
8.3. Outdoor Medicine is not responsible for decisions or actions taken by the participant after completing an Outdoor Medicine course.
Complaints Procedure
9.1. Outdoor Medicine has a written complaints procedure.
9.2. Complaints regarding Outdoor Medicine courses/events can be sent to their general email or by post to the address provided: Stichting Dutch Expedition & Wilderness Medical Society / Outdoor Medicine, Barneveldsweg 11A – Kamer V16, 6741 LH Lunteren, The Netherlands.
9.3. An acknowledgment of receipt will be sent within a week by email or post.
9.4. The complaint will be discussed at the monthly board meeting, and an official response will follow within four weeks of receipt.
9.5. If the complainant disagrees with the board’s response or proposal, an appeal can be made to an independent complaints officer, Drs. M.I. Gaakeer, SEH physician KNMG, working at Admiraal de Ruijter Hospital in Goes.
9.6. The complaints officer will determine if the complaint is valid and if any compensation for damages is warranted through a hearing.
9.7. All complaints must be resolved within four months of receipt.
9.8. The complaints officer’s decision is binding for all parties.
9.9. All complaints are treated confidentially by the full board and retained for five years. Dutch law applies to all agreements for participation in courses and/or activities provided by Outdoor Medicine.
