BOOKING, CANCELLATION & REFUND POLICY

Last updated: 30 October 2026

This policy explains how bookings, deposits, outstanding payments, cancellations, transfers and refunds work for Fit ESCAPE events and fitness holidays.

Fit ESCAPE is a trading name of MovX Group Ltd.

By making a booking, participants agree to this policy together with the Fit ESCAPE Booking Terms & Conditions and the applicable event-specific booking information.

1. Securing Your Place

1.1. A deposit is required to secure your place on a Fit ESCAPE event where specified in the event booking information.
1.2. The deposit amount will be displayed before booking.
1.3. Your booking is confirmed once your booking details have been accepted and the required deposit has been successfully received.
1.4. Places are limited and allocated subject to availability.
1.5. The deposit secures your participation place and allows Fit ESCAPE to plan and organise the event.

2. Remaining Balance and Payment Deadlines

2.1. The remaining balance must be paid by the deadline communicated in your booking confirmation or event-specific payment schedule.
2.2. Depending on the event, the remaining balance may be payable:

  • Before the event or departure.

  • By a specified date before the event.

  • On arrival, where expressly offered and confirmed by Fit ESCAPE.

2.3. Participants are responsible for ensuring that outstanding payments are made in full and on time.
2.4. If a payment is overdue, Fit ESCAPE may contact the participant and request payment within a reasonable additional period.
2.5. If payment remains outstanding after reasonable notice, Fit ESCAPE may cancel the booking in accordance with the Booking Terms & Conditions and applicable consumer law.
2.6. Any amount retained following cancellation for non-payment will be assessed according to reasonable losses and costs arising from the cancellation.

3. Participant Cancellations

3.1. If you need to cancel your booking, you must notify Fit ESCAPE in writing using the official Fit ESCAPE contact email.
3.2. Your cancellation will normally take effect on the date Fit ESCAPE receives your written notification.
3.3. Cancellation charges may apply depending on the timing of your cancellation and the costs or losses reasonably incurred by Fit ESCAPE.
3.4. When assessing any amount refundable, Fit ESCAPE may consider:

  • The time remaining before the event.

  • Organisational and operational costs already incurred.

  • Non-recoverable supplier or service commitments.

  • Reasonable administrative costs directly resulting from the cancellation.

  • Costs saved as a result of the cancellation.

  • Whether your place can be filled by another participant.

  • Any other relevant circumstances.

3.5. Deposits are intended to secure participation places and may be retained where justified by reasonable, non-recoverable costs or losses. However, deposits are not automatically non-refundable in every circumstance.
3.6. Any refund due will be calculated fairly and in accordance with applicable consumer law.
3.7. If you cancel after paying the full participation fee, the same principles will apply when calculating any refund.

4. Cancellation Notice and Refund Requests

4.1. All cancellation requests must include:

  • Your full name.

  • Your booking reference.

  • The name of the Fit ESCAPE event.

  • A clear request to cancel your participation.

4.2. Fit ESCAPE will acknowledge cancellation requests and confirm any applicable cancellation charges and refund arrangements.
4.3. Where a refund is due, it will normally be processed using the original payment method unless another method is agreed.
4.4. Refunds will be processed within the applicable statutory timeframe or, where no specific statutory timeframe applies, within a reasonable period.

5. Transfers to Another Participant

5.1. If you are unable to attend, you may request to transfer your participation place to another person.
5.2. All transfers require prior written approval from Fit ESCAPE.
5.3. The replacement participant must:

  • Meet the event's age and eligibility requirements.

  • Complete the required booking information.

  • Submit any required health and fitness declarations.

  • Agree to the applicable Fit ESCAPE Terms & Conditions.

  • Pay any applicable price difference or reasonable administrative charge communicated in advance.

5.4. A transfer is not confirmed until Fit ESCAPE has approved it in writing.
5.5. Any independent flight, hotel, accommodation or travel bookings must be amended directly with the relevant provider. Fit ESCAPE cannot transfer or amend those bookings on your behalf.

6. Transfers to Future Fit ESCAPE Events

6.1. Participants may request to transfer their participation fee to a future Fit ESCAPE event.
6.2. Transfers are not automatic and are subject to written approval, availability and the conditions of the alternative event.
6.3. Where approved, any difference in participation fees must be settled.
6.4. Fit ESCAPE may consider the circumstances of the cancellation, timing and costs already incurred when deciding whether a transfer can be offered.
6.5. Any transfer arrangement will be confirmed in writing.

7. Cancellation or Postponement by Fit ESCAPE

7.1. Although Fit ESCAPE makes every reasonable effort to deliver advertised events, circumstances may arise that require an event to be changed, postponed or cancelled.
7.2. These circumstances may include:

  • Insufficient participant numbers.

  • Venue or facility unavailability.

  • Instructor or essential personnel unavailability.

  • Safety concerns.

  • Government restrictions or travel advisories.

  • Serious operational difficulties.

  • Events beyond Fit ESCAPE's reasonable control.

7.3. If Fit ESCAPE cancels an event, participants will be informed as soon as reasonably practicable.
7.4. Where an event is cancelled and the contracted services are not provided, participants will receive the refund or other remedy required by applicable law.
7.5. If an event is postponed or rescheduled, participants will be informed of the proposed alternative arrangements and any options available to them under applicable law.
7.6. Fit ESCAPE will not automatically retain participation payments for services that have not been provided where a refund is legally due.

8. Travel and Accommodation Cancellations

8.1. Fit ESCAPE participation fees are separate from independently arranged travel and accommodation costs unless expressly stated otherwise.
8.2. Participants arrange and pay for their own flights, accommodation, transfers and other travel services directly with their chosen providers.
8.3. Any cancellation, amendment or refund relating to independently booked travel or accommodation must be addressed directly with the relevant airline, hotel, tour operator or travel agency.
8.4. Fit ESCAPE does not make travel or accommodation reservations or process refunds for those independent bookings.
8.5. Participants are strongly advised to obtain appropriate travel insurance, including cancellation and curtailment cover, before making non-refundable travel commitments.
8.6. Nothing in this policy excludes any responsibility Fit ESCAPE may have under applicable travel or consumer legislation.

9. Failure to Attend

9.1. If a participant does not attend an event or misses scheduled sessions without notifying Fit ESCAPE, this will normally be treated as non-attendance rather than an advance cancellation.
9.2. Missed sessions or activities are not automatically refundable.
9.3. Any exceptional circumstances will be considered individually and in accordance with applicable law.
9.4. Participants who arrive late or leave an event early are not automatically entitled to a refund for missed activities.

10. Exceptional Circumstances

10.1. Fit ESCAPE understands that unexpected personal circumstances may affect a participant's ability to attend.
10.2. Participants experiencing illness, injury, bereavement or other serious personal circumstances should contact Fit ESCAPE as soon as possible.
10.3. Each request will be considered individually, taking account of the circumstances, timing, costs incurred and applicable legal requirements.
10.4. Where appropriate, Fit ESCAPE may offer a transfer, credit or alternative arrangement. Such arrangements are discretionary unless a statutory or contractual entitlement applies.

11. Statutory Consumer Rights

11.1. This policy does not remove or restrict any statutory rights available to participants under UK consumer law or other applicable legislation.
11.2. Where mandatory legal rights provide a participant with a refund, cancellation right or other remedy, those rights will take precedence over any conflicting provision in this policy.
11.3. Certain leisure services booked for a specific date or period may be exempt from the usual 14-day distance-contract cancellation right. Whether an exemption applies depends on the nature of the service and the booking.
11.4. Where applicable, the Package Travel and Linked Travel Arrangements Regulations 2018, as amended, will take precedence over any inconsistent provision in this policy.

12. Contact and Cancellation Requests

For all cancellation requests, payment enquiries and refund-related questions, please contact:

Fit ESCAPE
A trading name of MovX Group Ltd
Website: www.fitescapeholidays.com
Email: movxgroup@gmail.com

Please include your booking reference and event name in all correspondence.

Important: This policy should be read together with the Fit ESCAPE Booking Terms & Conditions and the event-specific booking information supplied at the time of booking.