Event Booking & Cancellation Policy

1. General Provisions

This Event Booking & Cancellation Policy applies to all activities, events, workshops, training sessions and outdoor experiences organised by Active Zone Outdoor (AZO).

By registering for an activity, participants acknowledge and agree to the terms outlined in this policy.

2. Booking and Registration

• Participants must complete the registration process and provide accurate information.
• Where participation fees apply, bookings are confirmed upon receipt of payment, unless otherwise specified.
• Participants are responsible for ensuring that they meet the participation requirements of the selected activity.
• AZO reserves the right to establish a minimum or maximum number of participants for each activity.

3. Cancellation by Participants

Participants who wish to cancel their registration must notify AZO in writing by email.

The following cancellation and refund conditions apply:

Cancellation periods are calculated based on the scheduled starting time of the activity.

Refunds will be issued using the original payment method, where possible, within 14 calendar days of confirmation of cancellation.

4. Cancellation by AZO

AZO reserves the right to cancel an activity due to circumstances including, but not limited to:

• Insufficient participant registrations.
• Unavailability of instructors or essential personnel.
• Safety concerns or operational difficulties.
• Unforeseen circumstances beyond the organisation's reasonable control.

If AZO cancels an activity, participants will receive a full refund of the participation fee paid.

AZO will make reasonable efforts to inform registered participants as soon as possible through the contact details provided during registration.

5. Adverse Weather Conditions

For outdoor and sporting activities, participant safety is a priority.

AZO reserves the right to postpone, reschedule or cancel activities when weather or environmental conditions may compromise participant safety.

In such cases:

• Participants will be offered an alternative date or a full refund.
• Participants who cannot attend the rescheduled date will be entitled to a full refund.
• AZO will communicate changes as early as reasonably possible.

Decisions regarding weather-related cancellations or postponements will be made by AZO in consultation with activity instructors and relevant personnel, taking into consideration weather forecasts, environmental conditions and safety assessments.

6. Changes to Activities

AZO may make reasonable adjustments to an activity's schedule, route, location, instructors or programme when necessary for safety or operational reasons.

Participants will be informed of significant changes as soon as reasonably possible.

Where a significant change materially affects the activity originally booked, participants may request a full refund if they do not wish to proceed.

7. Late Arrival and Non-Attendance

Participants are responsible for arriving at the designated meeting point at the communicated time.

Late arrivals may result in exclusion from an activity where joining late would disrupt the programme or compromise safety.

No refunds will be provided for non-attendance or late arrival resulting in missed participation, except where required by applicable law.

8. Participant Substitutions

Participants who are unable to attend may request to transfer their booking to another person, subject to prior approval by AZO.

Substitutions may be accepted provided that the replacement participant meets the relevant participation, age, health and safety requirements.

9. Special Events and Activities

Certain activities, including multi-day programmes, camps, international events or activities involving third-party providers, may be subject to additional booking and cancellation conditions.

Any specific conditions will be communicated to participants before registration and payment.

10. Consumer Rights

This policy is intended to comply with applicable consumer protection legislation in the Republic of Cyprus and the European Union.

For leisure activities scheduled for a specific date or period, the statutory 14-day right of withdrawal from distance contracts may not apply, in accordance with applicable legislation.

Nothing in this policy excludes or limits any mandatory rights available to consumers under applicable law.

11. Contact Information

For booking changes, cancellations, refund requests or further information, participants may contact:

Active Zone Outdoor (AZO)

Email: [email protected]

Website: activezoneoutdoor.cy

All cancellation requests must be submitted in writing.

Last updated: October 2026