All bookings and reservations of Head for the Hills Off Road Cycling products are subject to the following terms and conditions.

By completing and submitting a Booking, the Customer agrees to these terms.

Making a Booking constitutes acceptance of these terms.

Confirming Bookings

A Booking will not be reserved until payment is made in full, unless special deposit rules apply. Once payment is received in full, the Booking will be confirmed and a confirmation email will be sent to the email address provided by the Customer.

Special Deposit Rules

Some Products may be subject to special deposit rules, allowing a Booking to be confirmed before payment is made in full. In such cases, the Booking will be provisionally reserved until either the date of the first Session in a Program or a specified payment deadline. If full payment is not received within the allocated timeframe, the Booking and any associated deposit may be forfeited.

Booking Fee

All prices include a non-refundable Booking Fee of 10% of the total Booking cost. Unless otherwise stated, any eligible Refunds or Credits will be up to the total price of the Booking minus the Booking Fee.

If a Product has special deposit rules applied, the deposit is considered the Booking Fee.

Cancellations

Customer Initiated Cancellations

Bookings may be cancelled upon written request via email. Refunds will be processed based on the time the email is received before the start of the first Session in a Program, as follows:

• Less than 48 hours before: No Refund will be provided.
• 48 to 96 hours before: A 50% Refund will be provided.
• More than 96 hours before: A full Refund minus the Booking Fee.

Policy Related Cancellations

If a Session is cancelled in line with any Head for the Hills Policy concerning operational guidelines including, but not limited to, weather, risk management or injury action plans:

• No Refunds will be provided.
• If less than 50% of the Session was delivered, the Customer may:
  • Transfer their booking to another Session. If the alternate Session is of lesser value, the difference will be issued as a Credit. If it is of greater value, the Customer must pay the balance; or
  • Receive a Credit for the value of the cancelled Session, valid for 12 months.

Cancellations and Alterations Made by Head for the Hills

Head for the Hills reserves the right to cancel any Session at any time.

• If a Session is cancelled by Head for the Hills before it commences, the Customer will receive a Refund equal to the value of the Session, including any Booking Fee.
• No Refund or Credit will be provided if more than 75% of the Session has been delivered.

Head for the Hills may alter any Session in a reasonable manner to allow it to proceed (e.g., location change). In such cases, the altered Session will proceed as scheduled, and the Customer will not be entitled to any Refunds or Credits.

Bookings Made in Error

It is the responsibility of the Customer to ensure they have read and understood the Product details, including, but not limited to, any prerequisites, age limits and skill or experience requirements, prior to making a Booking.

Head for the Hills will not provide Refunds, Credits or transfers for Bookings made in error.

Customers who are unsure whether a Product is appropriate should contact Head for the Hills for assistance before making a Booking.

Participant Information and Indemnity

All Participants are required to complete the necessary information and indemnity forms. These forms will be attached to the Booking confirmation email sent to the Customer prior to the start of the Program, or sent separately to the Customer via email.

Forms must be accurately completed, signed and submitted before the Participant may participate in any Sessions. For Participants under the age of 18, these forms must be completed by a Parent or Guardian.

Participants who do not have the necessary information and indemnity forms completed may be excluded from the Session, with no entitlement to a Refund or Credit.

Medical Declaration

Participants will be given an opportunity to declare any relevant medical conditions via the information form. It is the responsibility of Participants, or the Parent or Guardian for Participants under the age of 18, to bring and manage any necessary medications required during any Session. This includes, but is not limited to:

• Medications for allergies (e.g., EpiPens).
• Asthma inhalers.
• Any other prescribed medications.

Head for the Hills staff are not authorised to administer medications unless previously arranged and documented. Participants must notify Head for the Hills staff of any medical conditions or concerns prior to participating in a Session. Failure to bring necessary medications may result in exclusion from the Session, with no entitlement to a Refund or Credit.

Personal Equipment

Unless otherwise stated, Participants are responsible for bringing and maintaining their own personal equipment as required for a Session. This includes, but is not limited to:

• Appropriate clothing and footwear suitable for the Session and weather conditions.
• An appropriate, functioning and properly sized bike.
• Safety equipment such as helmets, gloves or protective gear as specified in the Program details.

Head for the Hills reserves the right to exclude Participants from any Session if they do not have the required personal equipment or if the equipment is deemed unsafe or unsuitable. In such cases, Customers are not entitled to a Refund or Credit.

Head for the Hills takes no responsibility for the safety, loss, or damage of Participants’ personal equipment during any Session. Participants are encouraged to check their equipment prior to each Session and ensure it is in safe working condition.

Customers who have any questions about the equipment requirements should contact Head for the Hills for assistance before making a Booking.

Unclaimed Personal Items

If a Participant leaves personal items behind after a Session:

• Head for the Hills will make reasonable efforts to identify the owner and notify them of the unclaimed items. Collection of the items is the sole responsibility of the Participant.
• Any costs incurred in transporting the items to an alternate location will be borne solely by the Participant.
• Items will be stored as lost property for a period of 30 days. If unclaimed after this period, the items will be disposed of at the sole discretion of Head for the Hills.
• Head for the Hills will not be liable for any loss, expense or inconvenience incurred by the Participant.

Digital Representations

Head for the Hills reserves the right to capture and use digital representations of our Products for advertising, social media, and public media activities. By accepting these terms and conditions, Participants acknowledge that their image may occasionally appear in social media posts, on associated websites, or in other media outlets.

Head for the Hills will not associate these representations with a Participant’s personal details without their explicit consent.

Participants will be given an opportunity to opt-out when completing the information and indemnity forms prior to participating in a Session.

Sessions Within Areas Managed by the Department for Environment and Water (DEW)

Participants must understand and abide by the following code of conduct:

1. Stay on marked trails
   Stay on the DEW authorized tracks and trails to minimize the likelihood of Participants becoming lost or injured or damaging the environment. Avoid taking short cuts and disturbing vegetation.
2. Use all Phytophthora cinnamomi cleaning stations
   The soil borne fungus – Phytophthora cinnamomi has become established in the Mt Lofty Ranges and many other areas. This fungus can be spread in the mud on boots and vehicles tyres. Clean your boots and tyres before you enter and after leaving the park and whenever you encounter the cleaning stations.
3. Coolatai grass cleaning
   The declared weed Coolatai grass has become established in the Cobbler Creek Recreation Park and many other areas. This weed can be spread in the mud on boots and vehicles tyres. Clean your boots and tyres before you enter and after leaving the park.
4. Respect other users
   Be respectful of other users of the trail and exercise care at all times. Ensure that all Participants are aware of the shared use of the Park and the required DEW authorised tracks and trails being used for the Activity and the public use of the Park. Ensure that all Participants are aware of the public nature of the Park and that they are representing the Activity to the greater South Australian public and should be acting accordingly to other park users including possible residents, lessees, and other hirers.
5. Exclusion Zones
   Ensure that all Participants are aware of any Exclusion Zones (including but not limited to unauthorised areas, other hireable facilities, leased area, residential areas, etc) that may exist within the Park or be located near the Activity course and ensure the Activity course will be designed as such to prevent Participants from entering these areas.
6. Remove your own Rubbish
   This is a zero waste Activity, participants and the Organiser are responsible for the collection and removal of their own rubbish. Do not litter along the trail or in the Park.
7. Prohibited Use
   Domestic animals and pets are prohibited in some Parks, please ensure domestic animals and pets are not brought into prohibited parks.
8. Environment
   Participants must not remove or damage, any animal, bird, vegetation, plants, fruit or seeds from or on the Park. The Park is fragile and all activities must be conducted to minimise damage to the environment.
9. Take care to keep creeks and rivers clean of debris and human waste
   Creeks and streams along the Event route are in the catchment of key reservoirs or pass through residential areas. Do not go to the toilet within 100m of a watercourse.
10. Avoid toilet breaks away from toilet facilities
    Participants are advised to use the toilets provided. However in an extreme emergency you are advised to choose a spot off the path and at least 100 metres from watercourses and to bury all faecal waste and paper as deep as possible, preferably at least 15cm deep. Take all sanitary items out of the park with you and dispose of appropriately.
11. Permits
    Where applicable, all vehicles entering the Park for the Activity must display a valid permit to show that all entry and camping fees have been paid. Failure to display a permit may result in a fine.
12. Move quietly near wildlife
    Animals can be easily panicked or take flight which may lead to injury or distress particularly at night.
13. Observe any fire restrictions
    Please note that entry to the Park is not permitted on Total Fire Ban days. On non-Total Fire Ban days please comply with other fire restrictions and do not light fires. Restrict smoking to cleared areas at check points (dispose of cigarette butts in bins).

Participants must also comply with the following requirements of the Phytophthora (Cinnamon Fungus) Hygiene Guidelines published by the Department of Environment and Water:

1. Avoid driving in areas that are vulnerable to, suspected or confirmed to have Phytophthora infestation when soils are wet and sticky
2. Stay on formed roads and tracks
3. Observe and adhere to all road closures
4. Observe all Phytophthora regulatory and information signs
5. Ensure all vehicles (including bicycles) are clean and free of soil and mud before entering Licensed Area
6. Remove all soil and mud from footwear and spray with methylated spirits before leaving an area suspected or confirmed to have Phytophthora infestation
7. Remove all soil and mud from vehicles and equipment using a portable wash down pump and Phytoclean before leaving an area suspected or confirmed to have Phytophthora infestation.