Hardy Plant Society (Middlesex Group)

Bookings Policy

1. Bookings

1.1 HPSMG may arrange visits or trips to gardens, shows or other places of interest. These will be publicised on our Website, through our regular Newsletter and at our evening meetings. Bookings should be made at least six weeks in advance of the date of the trip, although later bookings may be accepted if there are places remaining.

1.2 All those wishing to book a trip must complete an application form, either online if paying through Paypal, or by completing and returning a paper form, available on the HPSMG website or at our meetings.

2. Payment

2.1 Payment must be made in full before the start of the trip or visit. Unless there are exceptional circumstances, payment for trips should normally be made at least six weeks in advance, so that HPSMG knows if the trip is viable to run and can book the appropriate transport and/or tickets. Later payment may be accepted (see 1.1).

2.2 Payment can be made online via the HPSMG website using a credit or debit card through PayPal. Payment can also be made by cheque, payable to The Hardy Plant Society Middlesex Group. Members must quote their membership number when making a payment online or electronically or write this on the back of the cheque.

2.3 For some trips, where there is considerable outlay upfront e.g. for the payment of train fares or hotels, HPSMG reserves the right to require the payment of a deposit by a set date to secure a place on the trip. This deposit is non refundable in the case of cancellation and full payment for these trips will be required by a set date, which may be more than six weeks in advance.

3. Cancellation and Refunds

3.1 You can cancel our trips at any time by notifying us in writing email: This email address is being protected from spambots. You need JavaScript enabled to view it.

3.2 Refunds will only be made for all, or part of a trip, where HPSMG:

- is able to recover the funds or where payment has not already been made; and
- will not incur a loss to the Group overall on that particular trip

3.3 Full refunds will be made where the person cancelling the booking is able to find a replacement attendee.

3.4 Refunds, outside the provision of 3.2 above, are at the discretion of the Chair and Treasurer.

4. Insurance

4.1 For trips and visits abroad, you must have taken out appropriate insurance beforehand, which should include cancellation cover.

5. Non Members

5.1 Trips and visits will be open to non members where there is availability. HPSMG reserves the right to charge different amounts for members and non members.

HPSMG February 2019