Terms & Conditions



By booking any of EpicXperience packages you and anyone you may have booked on their behalf acknowledge and agree to our terms and conditions, as well as our disclaimer.




Your booking is not considered complete until we have received full payment.



A 25% deposit is required to book with the remaining balance payable 6 Weeks before the event start date. Failure to keep up with your additional payments or meet the final payment deadline may result in additional charges and/or your booking being cancelled.


A small booking fee of 2% may be applicable to additional payments.


Prices are subject to change without notice.




Any payments received from you is immediately used to secure your place with our vendors. These financial obligations mean that we are unfortunately unable to offer a refund for deposits in any circumstance. 

However, we understand that situations do change and as a good will gesture, 50% of your full payment only will be refunded to you if you cancel your booking no later than 28 days before the trip. 

Cancellations made within 28 days of the trip are non-refundable and non-transferable. We strongly advise booking a travel insurance that can provide cover against such cancellations.


Due to covid travel restrictions we are very aware that travel plans can change without warning. That said, if our shoot destination imposes a travel ban/isolation period for UK residence within 28 days of our trip schedule date we will either postpone the trip to a later date or move the trip to an alternative location. No refunds will be issued under any circumstances during this 28 day period.




Food and drink may be provided at selected events, however, this is at the discretion of the EpicXperience organisers. Details of any included food and drink will be provided at least 30 days before departure.


If applicable, the advertised hotel, events, and itinerary are subject to change at any time. You will be notified well in advance before departure of any changes.




Airport transfers for full package payees are only applicable for those landing at the specified airport of our trip destination and departing at the same airport. 


Up to 2 Airport transfers will be provided for arrivals and departures, morning/noon and late afternoon. The specific transfer time slots will be communicated 30 days before the trip. Guest who arrive or depart outside of these airport transfer slots will be required to organise their own transportation.


You will receive a travel form approximately 30 days before departure. Your airport transfer is only confirmed upon us receiving a completed travel form which details your flight itinerary.


Should we not receive a completed form before 14 days of our event any suggested airport transfer will be cancelled.




Local transportation will be provided to and from organised shoot locations. However, anyone who wishes to attended organised EpicXperience dinners at restaurants will have to provide their own transportation.




EpicXperience does not provide liability insurance for the protection of individuals and/or groups that have booked to travel with EpicXperience of any kind. This applies to any person/s or groups that have not booked to travel with EpicXperience but will be attending any of the EpicXperience trips.


In consideration for EpicXperience organising travel arrangements, where applicable, or event entry, as the case may be, the individual and/or groups hereby release and indefinitely discharge EpicXperience and its associated officers and organisations jointly and severally from all actions, causes of action, claims and demands for, upon by reason of any damage, loss or injury, which hereafter may be sustained by travelling on the EpicXperience trip.


This release extends and applies to, and also covers and includes, all unknown, unforeseen, unanticipated and unsuspected injuries, damages, loss and liability, howsoever caused and the consequences thereof, as well as those now disclosed and known to exist. The law and jurisdiction that will govern this agreement shall be that of England and Wales. The provisions of any International and domestic laws providing substance that releases shall not extend to claims, demands, injuries, or damages which are known or unsuspected to exist at this time, to the person executing such release, are hereby expressly waived.


You hereby agree that if you lose your event pass wristband at any time during the trip, you will have to pay for a new one to attend the EpicXperience events.


I hereby agree on behalf of my heirs, executors, administrators and assigns to indemnify EpicXperience and its associated officers and organisations from any and all actions, causes of action, claims and demands for, upon or by reason of any damage, loss or injury, which hereafter may be sustained by travelling on the EpicXperience trip.


It is further understood that you have in place your own individual travel insurance. However, if you do not have travel insurance you are travelling with EpicXperience fully at your own risk and on the understanding that you are not insured.


I hereby consent to EpicXperience taking photographic and video images of me at any time during the trip, the same to be used for the purposes of promotion.