General Terms and Conditions - Last Edited 25/03/2025

The following are our terms and conditions regarding Adventure Sport Coaching Sessions and Courses run by Rock River Coaching. Specific terms and conditions may vary for different courses, so please check your booking information carefully. 

Rock River Coaching is the trading name of Colin Sermons. We occasionally employ freelance coaches and providers. 

Terminology: 

Adventure Sports  -  This is an umbrella term for range of skill based sports and activities that generally occur in a natural environment.  

Activities include, but are not limited to Climbing, bouldering on artificial and natural venues. 

Kayaking, Canoeing and Stand Up Paddleboarding, Hill and mountain walking, scrambling and mountaineering 

Mountain biking 

Participant, Student, Candidate – Refers to customers of Rock River Coaching on a given course or event. 

Instructor, Coach, Trainer, Assessor – Refers to the persons employed under Rock River Coaching to deliver the course or event. 

National Governing Body (NGB) – External awarding bodies such as British Canoeing Awarding Body. 

Certification Fees – Fees charged to the tutor for the provision and/or certification of an NGB award. This does not include Membership fees or Course registration fees. 

Website – www.RockRiverCoaching.UK 

  1. Participation Statement 

  1. Adventure sports carry an inherent level of risk, and participants accept that there is a real risk of injury, illness, loss, or even death. Rock River Coaching takes reasonable precautions including, but not limited to, staff training, risk assessment, and appropriate coaching to mitigate risks. However, it is neither possible nor desirable to remove all risks from outdoor adventure activities. Rock River Coaching promotes a coaching-to-independence philosophy, encouraging participants to develop their risk awareness and decision-making skills. In safety-critical situations and decisions, however, the instructor’s decision is final. 

  2. By booking and participating in a course, the participant acknowledges and accepts these risks and agrees to take personal responsibility for their actions. 

  3. Participants must follow all safety instructions given by the instructor. Failure to do so may result in removal from activities without a refund. 

  4. Rock River Coaching holds liability insurance through Adventure Insurance Mutual, covering our legal responsibilities in cases of negligence. This covers personal injury, damage to personal belongings, or loss of equipment if Rock River Coaching is Legally Liable. Participants are advised to obtain their own personal accident and equipment insurance. 

 

2. Payment and Cancellation (Individuals & Organisations) 

  1. Full payment must be made prior to the commencement of a course. 

  2. If a course is cancelled by Rock River Coaching due to insufficient numbers, participants will receive a full refund. 

  3. No refunds are possible within 7 days of the course start date unless exceptional circumstances apply (e.g., bereavement or medical emergency, supported by evidence). Discretionary partial refunds or rescheduling may be offered. 

  4. Participants who fail to attend without prior notice will not be entitled to a refund. 

  5. Courses may be postponed due to weather or environmental factors. If participants cannot attend rescheduled dates, a refund will be provided. 

 

3. Medical & Health Requirements 

  1. Participants must ensure they are physically and mentally fit for the proposed activity. If unsure, they should consult a medical professional before booking. 

  2. Any relevant medical conditions, disabilities, or additional needs must be disclosed prior to booking. This allows time for reasonable adjustments to be considered and in the case of assessments, NGBs to be informed. Failure to disclose may result in removal from the course without a refund. 

  3. In the event of an emergency, Rock River Coaching staff may provide first aid or seek further medical assistance if necessary. Ensure you have provided details for an emergency contact prior to commencement of a course. 

4. Under-18s Participation & Safeguarding 

  1. Due to the nature of Adventure sports environments, NGB and Adventurous Activities Licensing Service guidelines, many of our activities are limited to participants of 18 years or older.  

  2. All participants must declare that they will over or under 18 years old on the date of course commencement.  

  3. If the course allows under 18s to participate: Participants under 18 must have a signed parental/guardian consent form before attending any course. 

  4. Some courses may require under-18s to be accompanied by a participating parent or guardian. In this instances older siblings over 18 years or relatives are not appropriate. This will be specified in course information. 

  5. Rock River Coaching adheres to a safeguarding policy and the policies laid out by the NGBs we operate under. This is for the protection of young participants, vulnerable adults and our staff. Any concerns about participant welfare will be reported to relevant authorities. 

5. Equipment Use & Damage 

  1. Participants must ensure any personal equipment used on our courses is in safe working condition. If unsure, they should check suitability with Rock River Coaching before the course. We can usually provide appropriate replacements if we are informed ahead of the event. 

  2. If safety-critical personal equipment (e.g., buoyancy aids, helmets, craft) is found to be unsuitable, participants must use Rock River Coaching’s equipment where available. If no suitable replacement is available, participation may not be possible. 

  3. Rock River Coaching is not liable for wear or damage to personal equipment during use unless due to staff negligence. 

  4. Participants using Rock River Coaching equipment are responsible for its appropriate use. Willful damage or loss may result in additional charges. 

 6. Travel, Accommodation, and External Costs 

  1. Rock River Coaching is not responsible for external costs such as, but not exclusively, accommodation, travel, or parking fees.  

  2. Participants should book flexible travel/accommodation options in case of course changes. 

  3. Participants are responsible for ensuring adequate parking for their vehicle(s) is arranged and paid for if required. 

7. Complaints & Appeals 

  1. If a participant is dissatisfied with any aspect of their course, they should raise any concerns as soon as possible with the instructor. 

  2. Formal complaints should be submitted in writing to us at RockRiverCoachng@gmail.com within 14 days of the course. 

  3. Assessments are conducted according to National Governing Body (NGB) guidelines. Participants who believe they were unfairly assessed should appeal directly to the NGB. 

  4. Example grounds for appeal may include: 

    • Assessment conducted outside the remit of the award. 

    • Unfair or biased decision-making. 

    • Participant failed Assessment tasks outside the scope of the award. 

  5. If an appeal is upheld by the NGB, a full refund for the assessment will be given, minus any unavoidable venue or administration fees. 

 8. Illness and COVID-19 Policy (Updated) 

  1. Participants must not attend if they: 

    • Test positive for COVID-19. 

    • Have symptoms of a contagious illness. 

  2. Participants who cannot attend due to COVID-19 or similar may request a rebooking or partial refund at Rock River Coaching’s discretion. 

9. Rude & Abusive Behaviour 

  1. Rock River Coaching fosters a safe and respectful learning environment. Abusive, aggressive, or inappropriate behavior towards staff or other participants will result in immediate removal from the course without a refund. 

  2. Serious incidents, such as physical assault, will be reported to the police, employers, or safeguarding authorities as necessary. 

 

10. Technical Advice Disclaimer 

  1. Rock River Coaching seeks to provide up-to-date safety information or similar based on NGB published guidance, extensive experience and what is considered to be “Good Practice” at that time. Due to the nature of adventure sports, this changes following incidents and as the results of reports and studies. 

  2. Any advice given outside of formal course instruction is for general guidance only. Rock River Coaching is not liable for any consequences arising from actions taken based on informal advice. 

  3. Where advice is provided as part of a course it is there for the education of the individual on the course. If they implement the advice contrary to or outside of the operational procedures of their deploying organisation, Rock River Coaching cannot be held liable for any incidents that result from their actions.  

  4. Rock River Coaching will always remind participants that they must operate within the policies and procedures of their deployer. If they see something they think needs changing, this should be done collaboratively with their deployer. 

  5. Where contracted to provide Technical Advice to a Client or Organisation we will: 

    • Provide documentary evidence of advice, either in the form of a formal report, revised risk assessment, training document or email. 

    • Keep up-to-date on changes to advice, updated policies and inform the Client of these changes. 

    • Provide the client with yearly reviews of operating procedures and Risk Assessments. 

  6. The Client is responsible for the implementation of any advice given. Rock River Coaching holds no liability if the Client choses to do something other than what we have advised or if the Clients staff do not follow advice, policies or procedures. 

  7. The client will inform us of any significant changes to their operating situation and any significant Near-misses or incidents. 

 

Final Notes 

·       By booking a course, participants agree to these terms and conditions. 

·       These terms are subject to change and will be updated on our website as required. 

For any queries, contact us at RockRiverCoaching@Gmail.com or 07970680175