1. Services & Booking

1.1 What We Provide The Health Play Collective delivers corporate wellness experiences (“Wellness Away Days”) combining yoga and movement, nutrition, and interactive music facilitation. The specific programme, duration, practitioner lineup and venue will be confirmed in your written booking proposal.

1.2 Booking Confirmation A booking is not confirmed until we have received your signed booking form and initial deposit payment. Until both are received, your preferred date remains available to other clients and cannot be held. Upon receipt of both, we will issue a written booking confirmation — this is the moment a contract between us is formed.

1.3 Deposit The deposit amount will be stated in your booking proposal (typically 30–50% of the total fee). The deposit covers the cost of securing your chosen practitioners and reserving one of our five partner venues. It is non-refundable except in the circumstances set out in Clause 2.4 (Cancellation by Us).

1.4 Balance Payment The remaining balance is due no later than 14 days before the event date unless otherwise agreed in writing. Failure to pay the balance by this date may result in the booking being cancelled, with the deposit retained.

1.5 Pricing All prices are quoted exclusive of VAT unless stated otherwise. We reserve the right to adjust pricing for bookings made more than 12 months in advance to reflect any material increases in practitioner or venue costs. We will notify you of any such adjustment in writing and you will have the right to cancel with a full deposit refund if you do not wish to proceed.

1.6 Amendments by the Client Requests to amend the programme, group size, date or venue must be made in writing. We will accommodate reasonable amendments where operationally possible. A reduction in group size of more than 20% within 30 days of the event may be treated as a partial cancellation and the applicable cancellation charge applied to the difference.

2. Cancellation & Postponement

2.1 Cancellation by the Client All cancellations must be made in writing to info@thehealthplaycollective.co.uk. The date of cancellation is the date we receive written notice. The following charges apply to the total contracted fee:

These charges reflect the costs already committed to practitioners who have reserved the date in their diaries, venue hire obligations, and preparation work completed prior to cancellation.

2.2 Postponement by the Client We understand that corporate schedules change. One postponement request per booking will be accommodated at no additional charge, provided written notice is given 30 or more days before the original event date and the new date is within 6 months of the original. A postponement with less than 30 days’ notice will be treated as a cancellation under Clause 2.1 and rebooked as a new booking subject to availability and current pricing.

2.3 Force Majeure Neither party shall be liable for failure to perform their obligations where that failure results from circumstances beyond their reasonable control, including but not limited to acts of God, pandemic, severe weather, government restrictions, venue closure due to third-party action, or transport disruption. In such circumstances we will work with you to agree a postponement at no additional charge. If a mutually agreeable alternative date cannot be found within 6 months, either party may cancel and a pro-rata refund of any payments made (minus costs already irrecoverably incurred) will be issued.

2.4 Cancellation by Us In the unlikely event that we are required to cancel your booking (for reasons other than force majeure), we will provide as much notice as possible and offer a full refund of all payments made, or a rescheduled date at your preference. Our liability in this circumstance is limited to the refund of sums paid and we shall not be liable for any consequential losses such as travel or accommodation costs already incurred by you.

3. Health & Safety

3.1 Nature of Activities Wellness Away Days include physical activity — including yoga, movement and breathwork sessions — as well as nutritional guidance. By confirming a booking, the Client acknowledges this and accepts responsibility for communicating these requirements to all attendees in advance.

3.2 Pre-Event Health Screen All attendees are required to complete a brief health screening form prior to the event. This form will be shared with you no later than 14 days before the event date and must be completed and returned to us at least 5 working days before the event. The health screen captures information about pre-existing medical conditions, physical limitations, dietary requirements and allergies. This data is processed in accordance with our Privacy Policy.

3.3 Participant Responsibility Each attendee is responsible for their own wellbeing. Any attendee with a pre-existing medical condition — including but not limited to cardiovascular conditions, musculoskeletal injuries, neurological conditions, eating disorders, or recent surgery — must seek clearance from their GP or treating physician before participating in physical or nutritional sessions. The Client organisation is responsible for communicating this requirement to attendees and for ensuring the health screen is completed honestly and fully.

3.4 Practitioner Authority Our practitioners have the right, at their professional discretion, to modify, adapt or exclude any attendee from a specific activity where they have a reasonable concern for that person’s safety or wellbeing. This decision is final and will be made with care and without embarrassment to the individual. We will always seek to offer an alternative activity where possible.

3.5 Liability We maintain comprehensive Public Liability Insurance with coverage appropriate to the activities we deliver. Details of our policy can be provided on request. Notwithstanding this, we shall not be liable for any injury, loss or damage arising from:

• An attendee’s failure to disclose a pre-existing condition on their health screen
• An attendee’s failure to follow reasonable instructions given by a practitioner during a session
• An attendee’s participation in an activity against the explicit advice of a practitioner or their own medical professional
• Personal property brought to the venue by attendees

The Client organisation accepts vicarious responsibility for ensuring their employees engage with all health and safety guidance provided before and during the event.

3.6 First Aid At least one member of The Health Play Collective team present at each event holds a current first aid certificate. We will confirm the venue’s first aid provisions with you prior to the event.

3.7 Allergies & Dietary Requirements Where nutrition sessions or catering are included in your package, all dietary requirements and allergies disclosed on the health screen will be communicated to the relevant practitioners and catering providers. We cannot accept liability for allergic reactions arising from information that was not disclosed or was inaccurately disclosed on the health screen.

4. The Partnership Commitment

4.1 Our Promise to You We commit to delivering a high-quality, retreat-like experience facilitated by skilled, experienced practitioners. We will communicate clearly before, during and after your event, and we will tailor the programme to your team’s needs to the extent practicable given the information you provide us.

4.2 Your Commitment to Us The value of a Wellness Away Day is significantly enhanced by genuine participation. We ask that:

• Attendees arrive on time and remain for the full programme where possible
• The Client takes reasonable steps to brief attendees in advance so they arrive informed and open to the experience
• Attendees engage with facilitators in good faith
• The Client designates a single point of contact within their organisation for pre-event logistics and on-the-day coordination

We recognise that genuine connection and wellbeing cannot be mandated — but an open mind is the only equipment required.

4.3 Conduct We reserve the right to remove any attendee from a session whose behaviour is disruptive, threatening or disrespectful to practitioners or fellow participants. No refund will be issued in respect of that individual. We are committed to providing a safe, inclusive and respectful environment for all.

5. Intellectual Property

5.1 Our Materials All content created by The Health Play Collective — including but not limited to nutrition guides, recipe booklets, meditation recordings, breathwork scripts, movement and flow sequences, workshop frameworks, and any written or digital materials distributed at or following an event — remains the exclusive intellectual property of The Health Play Collective.

5.2 Permitted Use Materials are licensed to attendees for their own personal wellbeing and professional development only. This licence is non-transferable, non-exclusive and royalty-free.

5.3 Restrictions You and your attendees may not, without our prior written consent:

• Reproduce, copy or distribute our materials to third parties outside your organisation
• Use our materials to deliver similar workshops or training programmes
• Publish or share our materials on public platforms, social media or internal intranets in a way that makes them accessible to non-attendees
• Adapt, translate or create derivative works based on our materials

5.4 Feedback & Testimonials We may ask for feedback following your event. Any testimonial or case study you provide may be used by us for marketing purposes unless you notify us in writing that you do not consent to this use.

5.5 Photography & Recording We may take photographs or short video clips during an event for use in our own marketing. We will always ask for permission before the event and will not photograph individuals who have not consented. If you would prefer no photography at your event, please notify us in writing at least 7 days in advance. 

6. Confidentiality

Both parties agree to keep confidential any commercially sensitive information shared in the course of arranging and delivering the event — including pricing, programme design and any information about attendees’ health or personal circumstances. This obligation survives the termination of the agreement.

7. Complaints

We genuinely want every event to exceed your expectations. If something is not right on the day, please raise it with the lead facilitator immediately so we have the opportunity to address it. Formal complaints should be submitted in writing to info@thehealthplaycollective.co.uk within 14 days of the event. We will acknowledge your complaint within 3 working days and aim to resolve it within 14 working days.

8. Governing Law & Disputes

These Terms are governed by the laws of England and Wales. Any dispute arising from or in connection with these Terms shall first be referred to good-faith mediation before either party initiates formal legal proceedings. If mediation is unsuccessful, disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

9. General

9.1 Entire Agreement These Terms, together with your booking confirmation and proposal, constitute the entire agreement between the parties and supersede any prior discussions, representations or agreements.

9.2 Variation No variation to these Terms is valid unless agreed in writing by both parties.

9.3 Severability If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

9.4 Waiver Failure by either party to enforce any provision of these Terms shall not constitute a waiver of the right to enforce it subsequently.

9.5 Contact All formal notices under these Terms should be sent in writing to info@thehealthplaycollective.co.uk