UltraSwim Experience in Montenegro

Swim Hat

Waterproof bag (loan)

Official towel

Alu water bottle

Extras included in Swim pack (wooly hat and waterproof bag)

Tow float (loan - refundable 50 Euro cash deposit to pay on collection)

Local SIM card with data package(Whatsapp comms without roaming)

Professional photos and video content for your use.

Airfare

Fly in to super Dubrovnik (schedule flight arrival for 1400 latest on Thursday 3rd October) just across the border in Croatia and transfer by land (we provide it), or direct in to Tivat (1500 latest arrival), Montenegro, and we might even pick you up by boat direct from the airport! In and out for a long weekend rewarding swim challenge, or add on a day either side to enjoy historic Dubrovnik, or the wild Black Mountains scenery or fjords of Kotor Bay. Earliest flight out to plan around would be 1500 on the 7th. Or take your time and enjoy the area!

"Very inclusive. Even though I couldn’t complete the full distance I was able to swim portions of the full distance"

- Joanne K, 2023

"Amazing event, organizers going out of their way to make everything work perfectly"

- Katrin Z, 2023

"Great event amazing leadership and organization expertise. Kudos to Mark and Susie was beautiful to see the calmness of Mark how he oversees everything without raising his voice, the right few words to everyone participants team and family (very touching) and Susie the power engine and all the volunteers and friends the smile of Garry the breathing experience of Jack, the UX in action Nethanel… To help improve some suggestions: more kayaks or markers with clarity regarding what it means e.g. triangle turn right or left, circle go continue straight, arrival arch should be bigger and sharing pitfalls such as seasickness and how to mitigate this challenge seasickness pills. Hope it helps moving from A to A++"

- Alan R, 2023

CHANGES AND CANCELLATION BY US

1. IF WE MAKE A SIGNIFICANT CHANGE TO THE EVENT BEFORE DEPARTURE THAT MEANS YOU WOULD NEED TO CHANGE YOUR TRAVEL ARRANGEMENTS TO OR FROM THE VENUE

1.1 We hope and expect to be able to provide you with all the services we have confirmed to you. We plan arrangements a long time in advance of events commencing using independent suppliers such as hotels and transport providers etc., over whom we have no direct control. On occasions changes do have to be made, and we reserve the right to make these. Most of these changes are minor and, in particular, we will normally regard changes to itineraries, programmes and accommodation suppliers, to be minor changes. However, if we consider any changes to be a “Significant Change” we will endeavour to advise you as soon as reasonably possible. A Significant Change includes, purely by way of example, a change of accommodation to that of a lower category.

1.2 In the case of a Significant Change before your departure we will provide you with two alternatives:

1.2.1. rollover to a future event in the same or following calendar year, or

1.2.2 cancel your trip with compensation

2. IF WE CANCEL THE EVENT

2.1 In the unlikely event we need to cancel your event we will tell you as soon as possible. If we have to cancel your event we will provide you with two alternatives:

2.1.1 rollover to a future event in the same or following calendar year, or

2.1.2 cancel your trip with compensation

3. CHANGES DURING THE EVENT

By its very nature open water swimming requires a significant degree of flexibility on your part as, whether or not a swim can proceed, is largely dependent on weather conditions and currents. Changes or cancellations can be made at the last minute to one or more of the planned swims. Our Race Director will determine if a swim can proceed and you will be expected to comply with their instructions. No compensation will be provided in these cases.

CHANGES AND CANCELLATION BY YOU

1 IF YOU CHANGE YOUR BOOKING

1.1 If you want to change your arrangements in any way you must inform us in writing as soon as possible to info@activretreats.com and we will do our best to accommodate your requests. We may charge you for any additional services, facilities, or other items changed, at the price which applies on the day the change is made.

1.2 Any booking discount you may have received at the time your original booking was made, may be altered or reduced whenever changes are made if such discount has since been altered, reduced or withdrawn.

2 IF YOU CANCEL YOUR BOOKING

2.1 If you wish to cancel your entry, you must email us immediately at info@activretreats.com You may opt for one of the following actions -

2.1.1 rollover the amount you have paid against a future event in the same or following calendar year, or

2.1.2 cancel your trip with part cash compensation

Cancellation charges are based on the estimated cost of cancelling your arrangements and the expenses and losses we are likely to suffer, and are laid out in Clause D.

2.2 Up until 2 days before the event you may opt to find a replacement for yourself if needed for any reason without additional charge on our side except in the case of a change of gender if this creates the need for an additional room (if you were sharing a room). The replacement will need to assume any commitments you made, sign the same declarations and rules, and be suitably qualified to swim the event in a safe way.

BOOKING AND PAYMENT FOR EVENT ENTRY

1 In order to secure your place at an event, you are first required to pay a 500 Euro deposit (plus any bank/credit card charges) per person. You may ask for a full refund of this deposit for 30 days from the day you have executed this payment, for any reason whatsoever. Please note that your space or spaces if booking a group are not reserved until we receive your deposit payment in to our bank account. The final balance payment for your event will be payable at the latest 6 months prior event start date or within 7 days of invoice issued if the event starts in less than 6 months from your booking date. If your full Entry Payment balance is not received by the due date then we reserve the right to cancel your booking, and in this case your deposit will not be refunded.

2 When you make a booking and pay your deposit or full payment (as applicable), we will reserve your entry on the basis of these Booking Conditions. Your booking will be taken as confirmed in respect of all persons named on your booking and a binding contract between us will come into existence on receipt of the payment in to our account. We reserve the right to refuse a booking without giving any reason and in such circumstances will return any monies paid at the time of booking.

3 Please check the Invoice(s) together with all other documents we send you as soon as you receive them. Contact us immediately if any information which appears on the Invoice or elsewhere appears to be incorrect or incomplete, as it may not be possible to make changes later. We regret we cannot accept any responsibility if we are not notified of any inaccuracies in any document within ten days of our sending it out.

4 All payments can be made via bank transfer to our Revolut Business bank account (preferred), or via Stripe with credit or debit card. Fees charged by Stripe or other credit card or paypal type services when offered will be chargeable in part or in full (specified on the payment link or invoice) on top of the amount owed (according to the invoices provided). If your booking includes additional hotel nights, single occupancy or F3 non-swimming partner package, or any other upgrades or extras, we will email you an additional invoice. We do not store credit card details nor do we share such details with any third parties. Any such payments are made subject to the terms and conditions of the secure payment system provider. For bank transfers please request our details from info@activretreats.com if they are not provided to you at the time.

CHARGES AND COMPENSATION

The following table summarises the sums payable to us or you in the event of Significant Changes or Cancellation. These sums are not payable where we have to make a Significant Change or cancel your event entry as a result of matters outside of our control when clause H1 shall apply.

LIMITATION OF OUR LIABILITY TO YOU

We will not be liable where any failure in the performance of the contract is due to:

1 you; or

2 a third party unconnected with the provision of the trip arrangements and where the failure is unforeseeable or unavoidable; or

3 unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall.

2 Our liability, except in cases involving death or personal injury, shall be limited to a maximum of 2 times the entry fee whether paid or not in full.

3 Should you or any member of your party suffer illness, personal injury or death attributable to a third party unconnected with the provision of our services, or as a result of failures due to circumstances beyond our control, we will offer you such advice, guidance and assistance as is reasonable in the circumstances.

4 Our liability will also be limited in accordance with and/or in an identical manner to:

4.1 The contractual terms of the companies that provide the accommodation or other services for your event which are incorporated into and form part of your contract with us; and

4.2 Any relevant international convention, which limits the amount of compensation that you can claim for death or injury which are incorporated into and form part of your contract with us and we are to be regarded as having all the benefit of any limitation of compensation contained in these or any other such conventions.

5 Unless otherwise expressly indicated by us in writing, excursions, services or other tours that you may choose to book or pay for whilst you are on the event are not part of the event arrangements provided by us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.

6 The provisions of clauses E1 to E5 inclusive are in addition to any other limitation of liability contained in these Booking Conditions

7 Nothing in these Booking Conditions affect any statutory rights that you may have under the relevant jurisdiction applicable pursuant to clause H4

YOUR RESPONSIBILITIES

1. SPECIAL REQUESTS

If you have a special request, we will do our best to help, but we cannot guarantee being able to fulfill it. Please advise us of your request at the time of booking and make sure that we are given as much detail as possible. If your special request is vital to your participation, it must be specifically agreed with us before or at the time you book.

2. YOUR DOCUMENTATION

2.1 You are responsible for ensuring that you and all other persons included in the booking satisfy all passport, visa, travel insurance and health certificate requirements and we accept no responsibility for any refusal of travel or entry into any destination or for any liabilities, losses, delays or expenses incurred through any irregularity in such documentation. In particular many countries require that your passport is valid for at least 6 months beyond the date of travel. If you have any queries with regard to documentation and insurance requirements you must raise them with us well in advance of travel commencing.

2.2 You are responsible for ensuring that all details passed to us for you, or all members of your group for the purposes of your booking and documentation generally are complete and accurate. If information that you supply to us is inaccurate then you may not be allowed to take part in the event and you will not be entitled to any compensation.

2.3 We will send out details of your event a few months before the start date via three main information books - Travelbook (travel planning), Roadbook (event organisation in general) and Waterbook (the actual swimming). Please ensure that you contact us if you have not received a final itinerary and other necessary documentation 2 months before the event commences.

3. HEALTH & FITNESS PRECAUTIONS

3.1 All of our events require a certain degree of physical fitness and experience of open water swimming. Whilst we endeavour to give guidance as to the likely levels of fitness and experience required, it is only guidance and it is your responsibility to ensure that you have the levels of fitness and experience required for any particular event that you book. If you are in any doubt please consult your doctor. We, and those retained by us to supervise any events, have an absolute right at any time (even after an event has commenced) to prevent you from undertaking any particular part of the event or the whole event if we reasonably believe that you do not possess the necessary levels of fitness and experience. In such circumstances we shall not be liable for any losses or compensation arising.

3.2 You must provide us with full details of any existing medical or physical problem (including unusual height or weight) or disability that may apply to any member of your group and which affect your arrangements (including, in particular, any accommodation requirements or difficulties that may be encountered in accessing buildings) at the time of booking. If in our reasonable opinion, your chosen arrangements are not suitable for the medical or physical problem or disability we have the right to refuse to accept the booking or you may not be able to participate in certain parts of a event, in which event we shall not be liable for any losses or compensation arising.

3.3 If you do not give us full details of any medical or physical problem or disability at the time of booking and/or promptly inform us of any adverse change to or a new medical or physical problem or disability that arises after booking, then we can also cancel the booking when we find out the full details if in our reasonable opinion the arrangements are not suitable in the circumstances. If we cancel in this situation, cancellation charges as set out in clause D must be paid by the person concerned.

3.4 We will need full details from you of any illness, medication currently being taken, known medical conditions and allergies. This information must be supplied at the time of completing the full entry information and is required purely to assist in the case of an emergency and will otherwise be kept strictly confidential.

3.5 Whilst free emergency medical support will be provided on the racecourse, any costs incurred on land other than first aid on a finish line, including hospital visits or local charges for treatment or medicines, are your responsibility. Should the event be invoiced directly the costs will be passed on post event.

4. INSURANCE

We consider comprehensive travel insurance to be essential and we require that you have such insurance to cover, in particular, illness, accident, emergency repatriation, cancellation, lost luggage and delays. Such insurance must cover you for open water swimming.

5. BEHAVIOUR

You must be responsible for the behaviour of yourself and your party. In particular we require that all our customers abide by any event rules or other codes of conduct and any other regulations that we may reasonably have in force in respect of the event in question and all instructions given by those supervising any event. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your group by terminating your trip if behaviour is or is likely to be, in our reasonable opinion, or in the reasonable opinion of any our suppliers, or other person in authority, disruptive, upsetting or dangerous to yourself or anyone else. We will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your trip due to such unacceptable behaviour or any failure to follow regulations or instructions. In this situation we will then have no further responsibility for you or any other member of your party.

6. DECLARATIONS

You will be requested to read, agree and sign the Rules and Declarations document prior to your arrival at the event. This document includes some of the elements in this Booking Conditions document, as well as further disclaimers, attestations, and the rules of the event (sporting and otherwise). No participant shall compete in the event without this signed agreement.

IF YOU HAVE A COMPLAINT

If you have cause for complaint whilst on our events, you must bring it to our attention immediately. We will do our best to rectify the situation. If your complaint is not resolved immediately, please follow this up within 28 days of your return home by writing to us by email info@activretreats.com giving your name and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you.

MISCELLANEOUS

1. CHANGES DUE TO CIRCUMSTANCES BEYOND OUR CONTROL

We will not be liable to pay any compensation if we are forced to cancel or in any way change your event arrangements as a result of unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even with all due care. These include bad weather, adverse water conditions or marine activity, pollution to waters, unavoidable technical problems with transport or accommodation, war or threat of war, civil strife, industrial disputes, natural disaster, epidemic or terrorist activity.

For the most accurate and up-to-date travel advice relating to each of the locations in which we operate, we closely monitor all travel updates and warnings issued by the Foreign and Commonwealth Office (FCO) of the UK government. A decision on whether or not we run an event in a particular location is always based on the advice of the FCO.

You need to arrive in Dubrovnik, Croatia or Tivat, Montenegro on October 3, Thursday.

Registration 10:00 am -1:00 pm and 2:00 pm - 1600 1630 warmup swim (advisable). 1800 official briefing (mandatory)