1. Terms and Conditions of Workshop Bookings
1.1 These terms and conditions apply to all participants of courses, workshops, private tuition and photographic tours (herein: “workshop”, "booking"), regardless of payment amount.
1.2 The terms and conditions below form part of the contract between us (“our”, “Paul Reiffer”, "Reiffer Media Ltd", "us", “we”) and you (“participant”, “customer”, “you”, "your") and are the basis on which any disagreement will be considered.
1.3 Workshops are intended to be a fun, interactive and enjoyable experience, and these terms and conditions are set out to ensure all parties are aware of their responsibilities, allowing everyone to focus on travel and learning.
1.4 By booking a workshop with us, you are acknowledging and agreeing to the terms and conditions set about below.
1.5 By booking and attending a workshop, participants are confirming that they have read the associated workshop description, content, prerequisites and physical requirements and meet all of these as set out on the booking page.
2. Description of Services
2.1 Our workshops are intended to be an interactive experience where participants are provided with locations, advice and training by professional photographers with the intention of improving your photographic abilities.
2.2 Workshops are provided in various formats including day-tours as well as longer periods of residential/travel-based training as explained in the relevant workshop description.
2.3 Our intention is to improve your level of photography during the workshop and for this reason, participants may be provided with a simple questionnaire to be returned prior to the start of the workshop in order to ensure your learning objectives are best met.
2.4 Due to the variable nature of weather, locations, and access, it is not possible to guarantee any particular photographic result or output from a workshop, but every effort will be made to ensure the best possible outcome from each available day.
3. Fitness and Suitability
3.1 Workshops are designed with a specific level of physical fitness in mind.
3.2 All workshops are constructed to be suitable for participants with a good level of physical fitness, who will be able to spend an average of 4-5 hours per day walking and standing during photographic opportunities.
3.3 Each participant is expected, and required, to carry any and all equipment they choose to bring to each location. If a participant is unable to carry their own equipment, prior arrangements will need to be made for an assistant to be present and funded at an additional cost.
3.4 Where specific strenuous activity is expected (such as steep hikes), these will be highlighted in the workshop description.
3.5 Where a participant is unable to, or chooses not to, continue with any physical part of the workshop, steps will be taken to provide either an alternative location to shoot or a safe environment to rest during that portion of the planned itinerary.
3.6 By booking onto a workshop you are confirming that you are over the age of 18 and legally responsible for your own actions.
3.7 No refund will be given for any unused part of the tour which continues without you through your choice, or for medical or fitness reasons.
3.8 You agree to inform us, prior to booking, of any physical or mental impairment that may restrict your ability to participate fully in any workshop activity.
3.9 Where possible, at our discretion, and with advance notice prior to booking, we will attempt to accommodate certain conditions and impairments through itinerary modifications where they will not present a safety issue, while still allowing for a complete workshop experience.
4. Travel Insurance & Documentation
4.1 It is your responsibility to ensure you have all necessary travel documents, visas, permits and full insurance (for both equipment as well as medical/travel issues including pandemic & border shutdown protection) before the start of the workshop itself.
4.2 Proof of insurance, covering any existing medical conditions, will be required from all customers prior to the start of the workshop.
4.3 Should a participant be unable to enter a destination country for reasons relating to the issuance of visas, denial of entry, health or past immigration history, no refunds will be made.
5. Medical
5.1 Participants must be in good health before the beginning of any workshop.
5.2 Prior to making a booking, participants are required to inform us of any relevant medical conditions that could have any impact on their ability to participate fully and/or could present a risk to anyone’s safety for the duration of the workshop.
5.3 We are not able to guarantee control of the environments we operate our workshops in, therefore if you have any life-threatening conditions or allergies, it is recommended that you do not book a workshop.
5.4 You, as a workshop participant, understand that we are not medical personnel and have no expertise as medical doctors for the purposes of treatment and emergency care.
5.5 A first aid kit for basic/minor injuries is carried by all workshop leaders at all times, as well as in overnight accommodation, and will be used to provide immediate treatment where appropriate until trained medical personnel can be in attendance.
5.6 You are responsible for ensuring you have brought any prescribed medications or medical devices to the workshop location and are able to self-administer such items.
5.7 Should you arrive to your workshop with a contageous infection, respiratory virus, or communicable disease, we reserve the right to suspend or terminate the workshop at our discretion without reimbursement of any fees which cannot be reasonably recovered by us.
5.8 Prior to booking, we suggest contacting your physician or doctor if you have any concerns about your ability to attend.
6. Group Size
6.1 Each workshop is specifically designed around a pre-agreed number of participants which will be agreed in writing prior to any quotation being offered.
6.2 Unless stated otherwise, all workshops deliver a private, 1-to-1 expedition, with one instructor and one participant.
6.3 The maximum group size is the largest number of participants that will be accommodated on the workshop to learn together.
6.4 The number of tutors/leaders will also be described within the workshop details page online, but we reserve the right to alter this in exceptional circumstances.
7. Fees and Payments
7.1 All bookings are made with three elements which make up the "Full Payment Amount":
7.1.1 A small non-refundable "design fee", which includes the building of your bespoke expedition/workshop, along with holding deposits with suppliers where necessary to guarantee a price. This design fee is refunded against the total cost of your workshop if confirmed and booked.
7.1.2 A non-refundable "Deposit" or "Stage 1" payment, once your workshop/expedition is confirmed, to secure the booking.
7.1.3 Payment for the remaining balance of the total workshop price, or "Stage 2 Payment".
7.2 Your place is secured once you have made a deposit (Stage 1) payment online and received your order confirmation (usually within 48 hours of booking).
7.3 The balance payment can be made at any time, including as one full payment at the time of booking, but must be made at least 10 weeks prior to the start date of the workshop.
7.4 Failure to make the balance payment prior to 10 weeks before the workshop start date will forfeit your booking and you will lose your deposit amount that has already been paid.
7.5 Name changes are generally not permitted on workshops where air travel forms an element of the service.
7.6 For workshops which do not include any name-specific travel arrangements, name changes can be made to your booking up to 10 weeks prior to the start date for a fee of £500 per booking, per change. Name changes cannot be made after this date.
8. Cancellation
8.1 Cancellations by you:
8.1.1 We understand that, from time to time, issues outside of your control can mean a change of plan. Due to the complex nature of booking workshops, accommodation and transport, we will provide reasonable reimbursement of any monies paid based on the date you inform us of your request to cancel:
8.1.1.1 > 10 weeks before the workshop start date = Loss of deposit amount only (which includes your design fee)
8.1.1.2 5 – 10 weeks before the workshop start date = Refund of 35% of full payment amount
8.1.1.3 < 5 weeks before the workshop start date = Loss of full payment amount
8.1.2 If you believe you may need to cancel, please contact us as soon as possible as it is easier to look at options earlier rather than later. In all cases of cancellation, it may be possible for a workshop booking to be transferred to another person or alternative dates, subject to the provisions in clauses 7 and 9.
8.2 Cancellations by us:
8.2.1 We reserve the right to cancel any workshop prior to the start date due to factors beyond our reasonable control or unforeseen circumstances including any personal injury/illness of the tutor or members of the leadership group.
8.2.2 In the event of cancellation by us, the following options will be presented to you as our customer:
8.2.2.1 Full refund of any fees paid back to you.
8.2.2.2 If possible, transfer of workshop to the same equivalent workshop in the future.
8.2.2.3 Transfer of any payments made into a credit note to be used towards an alternative workshop in the future.
8.2.3 No fees will be charged on any of the above scenarios in clause 8.2.2.
8.2.4 We reserve the right to cancel any workshop for any reason, and will provide the earliest possible indication if and when this may occur. Once cancelled, any refund provided (or value transferred to an alternative future workshop) is the limit of our liability to you as a customer.
8.2.5 We are not responsible for any expenses, consequential losses or damages which may occur due to cancellation by us.
8.3 No-shows:
8.3.1 Unless agreed with us in advance, if you fail to arrive for a workshop at the agreed start time, this will be considered a "no-show" and result in the cancellation of the workshop and loss of the full payment amount.
8.3.2 Where we are able to accommodate a delay to your arrival at the beginning of the workshop, this will be completed subject to clauses 10.5 and 10.6.
9. Rescheduling
9.1 Where you decide, prior to the start of your workshop, that you are unable to attend or wish to change the dates of your booking, you may request a reschedule of your workshop as an alternative to cancellation.
9.2 All requests for workshops to be rescheduled will be considered, but are agreed only if possible to accommodate and at our sole discretion.
9.3 Where it is not possible to accommodate a requested change to dates, the cancellation policy in clause 8 shall always apply.
9.4 If we are able to reschedule your workshop to your requested alternative dates, you will be liable for the following costs, which must be paid in advance, in order for the revised workshop to proceed:
9.4.1 Any non-refundable travel elements which have been prepaid by us.
9.4.2 Any additional costs involved in booking future replacement travel and accommodation.
9.4.3 Any committed fees paid to local service providers which are not possible for us to reschedule without penalty.
9.4.4 At our discretion, fees for time that may not be possible to rebook based on advance notice given:
9.4.4.1 > 10 weeks before the original workshop start date = No fee
9.4.4.2 5 – 10 weeks before the original workshop start date = USD$1,500
9.4.4.3 < 5 weeks before the original workshop start date = USD$2,500
9.5 Where it is possible to reschedule a workshop to an alternative future date, you understand that travel and accommodation prices vary throughout the year and there may be an increase in workshop pricing that must be paid by you, prior to us confirming your new workshop dates.
9.6 In the case of a rescheduled workshop, the cancellation policy, as detailed in clause 8, will apply on the basis of the originally booked workshop timings and will not be adjusted to meet any revised dates.
9.7 Once your rescheduled workshop is confirmed by us, following the payment of any difference in pricing, the new workshop dates are considered to be a revised booking and excluding the limitation to clause 8 (as detailed in 9.7), all other terms and conditions shall once again apply.
9.8 It is not possible to request a reschedule of any workshop with dates which occurred in the past - in such cases, the cancellation policy in clause 8 shall apply.
10. Transportation
10.1 You are responsible for the costs associated with arriving at the initial meeting point as described on your booking acknowledgement communication, as well as your return from the agreed final location.
10.2 From the initial meeting point, until the final drop-off point of the itinerary, we are responsible for all transportation associated with the workshop.
10.3 Transportation will be provided in the form of modern, air conditioned, vehicles with sufficient space for each participant to bring 1 standard suitcase and 1 carry-on bag with them for the duration of the workshop.
10.4 A member of the tutor/leadership group will be responsible for all driving activities throughout the workshop and/or allocating a suitable local driver.
10.5 Failure to arrive on-time at the agreed initial meeting point will result in the loss of such time from the workshop's overall itinerary, along with a charge for reasonable expenses to allow the leader to arrange any required accommodation and transport to bring the itinerary back on track. For this reason, we recommend ensuring your travel arrangements have sufficient time to allow for delays and interruptions prior to arrival.
10.6 It may be possible to intercept the workshop at a later point in the itinerary, but this will be performed at our discretion, following a discussion with you when and where possible.
10.7 On completion of the workshop itinerary, you may leave the location using your own transportation, or continue on with further accommodation/travel at your own expense.
11. Accommodation
11.1 Where included in your workshop details documents, appropriate accommodation will be provided by us, subject to the accommodation service provider’s own terms and conditions.
11.2 By utilising the accommodation booked by us, you agree to abide by and accept the service provider’s terms and conditions independently of your contract with us.
11.3 All accommodation (where provided) will be of a suitable and safe standard, with clean living areas and onsite facilities.
11.4 Workshop pricing where accommodation is included is based on a single traveller on a single booking being provided with a room for sole occupancy. Bookings for workshops with more participants will be quoted for prior to any payment being taken, and room selection along with any sharing arrangements will be confirmed in writing.
11.5 Should any workshop participant require an earlier check-in or late check-out for personal reasons which is not already included in the agreed itinerary, subject to availability, such extra amounts as charged by the accommodation provider will be billed for immediate payment on return.
12. Food & Drink, Laundry and Other Services/Items
12.1 Where specified, meals and drinks (including local alcoholic beverages with dinner) will be provided throughout the workshop duration for "all-inclusive" bookings:
12.1.1 A standard breakfast will be provided with one (1) hot or cold drink each morning.
12.1.2 Lunch will be provided in the form of a light meal with suitable accompanying drink.
12.1.3 Dinner will be provided on the basis of a maximum two (2) standard courses or one (1) large course, plus sample of local alcoholic beverages or soft drinks where requested during the meal.
12.1.4 All other additional food and drink (including room service items) will be considered optional and the financial responsibility of the customer who places the order.
12.2 Additional expenses paid by us such as mini-bar use, spa services, telephone calls, laundry and other items not listed as "included" in the confirmation email or these terms and conditions shall be paid by the participant directly on return, plus a 25% administration fee added to the total amount owed.
12.3 For single-day workshops, unless specified, meals and drinks are not provided as part of the standard price, but suggestions will be made where appropriate.
12.4 All participants are responsible for ensuring they inform us of any dietary requirements prior to, and throughout, the workshop.
12.5 You understand that due to the nature and locations of our workshops, while every effort will be made to accommodate food preferences and dietary requirements, this may not always be possible to achieve to our usual high standard in every location.
12.6 Drinking water and a sample of energy snacks will be provided throughout the workshop for the purposes of staying hydrated and fuelled when on long shoots, but should not be relied upon as a source of sustenance.
12.7 Any items of a personal nature, unless specified, are not included within the cost of the workshop and should be purchased by the individual where required.
12.8 Participants wishing to buy souvenirs or additional items during a workshop must make provisions to bring their own form of payment with them for such purchases.
13. Equipment and belongings
13.1 Detailed within the workshop description and FAQ’s, you will find a list of required, recommended and suggested equipment.
13.2 You are responsible for making sure you have all required equipment and that it is suitably insured at all times.
13.3 We do not take any responsibility for items lost, damaged or stolen during the workshop and it is essential that you take care of your belongings as well as having suitable insurance for all scenarios.
13.4 Failure to bring working camera equipment (as listed under “required”) will mean you are not able to take part in the practical elements of the workshop. In such cases, we will attempt to provide non-practical experience that is relevant to you and/or assist you in finding an alternative hire/rental solution at your cost.
13.5 For participants who wish to avail of the use of the latest Phase One equipment during their workshop:
13.5.1 Appropriate rental charges will be detailed prior to payment.
13.5.2 The participant will need to provide their own accessories such as tripods and filters if appropriate.
13.5.3 Equipment is provided "as-is" and in no way forms any warranty of suitability or guarantee that there will not be any failure of such equipment during the shoot.
13.5.4 It is strongly recommended that participants bring their own "backup camera" in case of such unexpected failure.
14. General Risk & Additional Insurance
14.1 It is a condition of booking a workshop that you will hold the appropriate level of travel insurance (including trip cancellation, delay and baggage loss), medical insurance and personal property insurance for the duration of your time with us.
14.2 Where a participant is not suitably insured, we reserve the right to refuse attendance with no refund.
14.3 We accept no liability for loss or damage to photographic equipment or personal belongings while attending a workshop.
15. Weather and Force Majeure
15.1 From time to time, severe weather and issues outside of our control may have an effect on our ability to perform the workshop as described when you make your booking. In such cases, we will take reasonable steps to find alternative arrangements which will continue to offer photographic learning, but this cannot be guaranteed.
15.2 We are not liable for any damages, losses or expenses arising from whatever cause including those resulting from acts of God, terrorism, detention, weather, strikes, civil disturbance, criminal activity, disease outbreaks, government interference, border closures or any other situation outside of our reasonable control.
16. Privacy
16.1 Your privacy and the protection of your data is important to us.
16.2 In order to confirm your booking and provide you with appropriate services during your chosen workshop, we require to collect certain personal information as listed on your booking acknowledgement email.
16.3 You agree to us sharing any personal information which is necessary to confirm our arrangements (in the case of accommodation and transport) to our selected providers and third parties.
16.4 All information provided to us will otherwise be kept confidential and will never be sold to any other party. Our systems are secured to prevent the loss of such confidential information.
16.5 By attending our workshop, you are giving your express permission for us to make use of images and video of you for our own promotional purposes. This may include (but is not limited to) social media, website and offline marketing platforms.
17. Safety & Behaviour
17.1 We will make every reasonable effort to ensure the safety of all participants at all times and will highlight any hazards that we assess as posing any risk to you during the workshop.
17.2 You are solely responsible, however, for your own health as well as your personal safety at all times.
17.3 We accept no responsibility for your actions or omissions whilst engaged as a participant on our workshop. This includes (but is not limited to) all financial consequences (such as emergency treatment and care, recovery, loss or damage to equipment and future income) sustained as a result of any incident or injury which occurred during the workshop.
17.4 During your workshop, you are required to demonstrate polite behaviours, good manners and observance of local customs at all times as we operate in multi-cultural destinations around the world.
17.5 Any examples of racist, sexist, derogatory, homophobic or otherwise unacceptable behaviour will not be tolerated at any point during your workshop and may result in the suspension or termination of your workshop at our discretion without reimbursement of any fees which cannot be reasonably recovered by us.
18. Tutor Substitution
18.1 It may be necessary due to personal and/or health issues to substitute a tutor or member of the workshop leadership team.
18.2 Where this is required, the replacement member of our team will have the equivalent experience, knowledge and suitable personality to ensure the workshop continues as planned and meets its original objectives.
19. Itinerary Changes
19.1 The itinerary featured within the workshop details page should be read as an intention of route, rather than a contractual obligation to visit each location.
19.2 It may be necessary, from time to time, to make amendments to the intended itinerary due to weather, transportation issues or other factors which can occur with little or no notice.
19.3 We reserve the right to change the itinerary of the workshop prior to, as well as during, the workshop itself at our own discretion.
19.4 Where we believe the continuation of the workshop is dangerous or may put people at risk, we reserve the right to offer alternative activities such as photographic editing instruction.
20. Privacy and Data Protection
20.1 We are the sole owners of the information collected on this site. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone.
20.2 We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of our organisation, other than as necessary to fulfil your request, e.g. to ship an order.
20.3 Unless you ask us not to, we may contact you via email in the future to tell you about specials, new products or services, or changes to this privacy policy.
20.4 Your Access to and Control Over Information
20.4.1 You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the email address or phone number given on our website:
20.4.1.1 See what data we have about you, if any.
20.4.1.2 Change/correct any data we have about you.
20.4.1.3 Have us delete any data we have about you.
20.4.1.4 Express any concern you have about our use of your data.
20.5 Security
20.5.1 We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline.
20.5.2 Wherever we collect sensitive information (such as credit card data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a closed lock icon at the bottom of your web browser, or looking for "https" at the beginning of the address of the web page.
20.5.3 While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, billing, shipping or service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment.
20.6 Updates
20.6.1 Our Privacy Policy may change from time to time and all updates will be posted on this page.
21. COVID-Secure Safety Measures
21.1 By purchasing, paying a deposit or making the final payment for a workshop that occurs after 30th March 2020, you are accepting and agreeing to abide by our COVID-Secure policies and procedures as set out in this section.
21.2 Our COVID-secure requirements include, but are not limited to:
21.2.1 Vaccine Requirements.
21.2.1.1 You must be fully vaccinated with current protection of 3 or more doses from a World Health Organisation certified and approved COVID-19 vaccine at least 14 days prior to the start date of your planned workshop, in order to attend.
21.2.1.2 If you are unable to meet our vaccincation requirements, you may instead present a government-certified proof of prior infection through a positive PCR test result and a signed letter from a licensed healthcare provider or a public health official that states you have been cleared for travel, dated at least 14 days prior to the start date, but no more than 90 days prior to the end date, of your planned workshop, in order to attend.
21.2.1.3 Proof of accredited vaccination or previous recovery from infection (subject to clauses 21.2.1.2 and 21.2.1.3) will be required prior to the commencement of your workshop and accepted based on government standards at our discretion.
21.2.1.4 Proof of an approved negative PCR test result (taken within 72 hours of arrival) may be required prior to the commencement of your workshop and accepted based on government standards at our discretion.
21.2.1.4 Failure to provide such proof of vaccination or recovery from a previous infection in time, or negative PCR test certificate on arrival if required, will result in cancellation of your workshop and forfeiture of any booking fees paid which cannot be reasonably recovered by us.
21.2.2 On-Workshop Rapid Testing.
21.2.2.1 Rapid Antigen Test kits will be provided at no charge to all participants, along with instructions on how to perform the check.
21.2.2.2 You may be required to complete Rapid Antigen Tests (Lateral Flow Tests) during your workshop, or on changing accommodation, according to local laws and/or at our discretion.
21.2.2.3 Should a participant produce a positive result, they and any persons sharing their accommodation shall immediately self-isolate while an industry standard PCR test is provided for a higher accuracy assessment of infection.
21.2.2.4 During the period of time between the first positive result and the PCR test conclusion, the workshop will be paused and no further activity shall take place.
21.2.2.5 On confirmation of a positive test result from a PCR lab, the workshop will be terminated and the relevant location's isolation procedures shall be followed.
21.2.2.6 On confirmation of a negative test result from a PCR lab, along with no symptoms being displayed by the participant, the workshop may continue in a modified format with any isolation days being discarded from the trip.
21.2.3. COVID-Specific Travel & Medical Insurance.
21.2.3.1 All participants must hold and provide proof of travel and medical insurance that specifically covers the impact of COVID-19 for the duration of their workshop.
21.2.3.2 Your insurance policy will be required in the event of extra incurred costs due to self-isolation, sickness, hospital admittance, repatriation, government policy changes or border closures.
21.2.3.3 We are not liable for any additional costs incurred by you as a result of a COVID-related infection or incident.
21.2.4 Local Restrictions and Social Distancing.
21.2.4.1 Regardless of vaccination status, all participants must follow and adhere to the destination's and any travel provider's COVID restrictions and requirements.
21.2.4.2 Where it is deemed appropriate by us, or by local authority, masks will be required to be worn by all participants in order to maintain safety standards.
21.2.4.3 Failure to comply with local government requirements or our instructions for social distancing and safety purposes in relation to COVID-19 may result in the immediate termination of the workshop and the forfeiture of any payments already made.
22. Liability
22.1 You agree that we, along with any affiliated suppliers, hold no liability whatsoever for any injury, damage, loss, accident, delay, or any other incident which may be caused by (but not limited to) weather, force majeure, illness, strikes or other labour activities, overbooking or downgrading of services, supplier bankruptcy or insolvency, mechanical failure of transportation or for failure of any transportation to arrive or depart on time, negligence, defect, default of any company or person in performing these services.
22.2 In consideration of the benefits you receive from us through the provision of our services, you fully release us from all such liabilities or claims.
23. Complaints Procedure
23.1 In the case of any complaints or feedback, you must notify us of any issues at the earliest opportunity in writing via email to workshops@paulreiffer.com
23.2 In the first instance, we will attempt to resolve your issue within 14 days with an outcome that allows both parties to find agreement.
23.3 If it is not possible to find a suitable outcome or agreement to your complaint, or if you remain unsatisfied, you must notify us again in writing within 7 days of our communication of such suggested outcome by us.
23.4 At our discretion, we may involve the use of an independent third party to come to a settlement where you remain unsatisfied with our proposal.
23.5 For the avoidance of doubt, where any issue is covered within these terms and conditions, the agreed outcome as described within such term will prevail.
24. Legal Jurisdiction and Acceptance
24.1 These terms and conditions, as well as any implied non-contractual elements, shall be governed by and interpreted in accordance with the laws of England.
24.2 By making a booking with us, you agree to abide by, and accept, these terms and conditions without exception.
24.3 These Terms & Conditions were last updated on 1st December 2023
