Terms of service

Cancellation Policy

Effective: 1st May 2025

This Cancellation Policy outlines the terms under which event bookings with Spot 16 Medical Ltd may be cancelled, amended, or refunded.

1. Definitions

  • Client: The individual, company, or organisation that books services from Spot 16 Medical Ltd.

  • Event: The scheduled date(s) on which Spot 16 Medical Ltd is contracted to provide medical cover.

  • Working Days: Monday to Friday, excluding UK public holidays.

2. Cancellation by the Client

Cancellations must be made in writing by email.

Notice Period & Cancellation Fee

  • More than 14 calendar days No charge

  • 7 to 14 calendar days 50% of total booking fee

  • Less than 7 calendar days 50% of total booking fee

  • Less than 24 hours 100% of total booking fee (non-refundable)

Note: If staff or resources have already been specifically booked for your event, additional costs (e.g. subcontractor or equipment fees) may be charged regardless of the notice period.

3. Postponements or Rescheduling

  • Postponements requested 14 or more days in advance may be rescheduled once at no additional cost.

  • Postponement requests made fewer than 14 days before the event may incur a rescheduling fee of up to 25% of the total event cost.

  • Rescheduling is subject to availability.

4. Cancellation by Spot 16 Medical Ltd

If Spot 16 Medical Ltd must cancel a booking:

  • A full refund of any amounts paid will be issued.

  • We will provide as much advance notice as reasonably possible.

  • We accept no liability for any indirect or consequential losses incurred by the Client.

5. Force Majeure

Neither party will be held liable for delays or cancellations due to events beyond reasonable control, including but not limited to: natural disasters, government restrictions, illness, or serious adverse weather.

6. Adverse Weather – Spot 16 Medical Ltd-Initiated

Spot 16 Medical Ltd reserves the right to cancel or delay attendance at an event if adverse weather (e.g. snow, flooding, high winds) poses a significant risk to staff safety or travel. In such cases, the Client will receive a full refund or credit, and every effort will be made to reschedule.

7. Agreement to Terms

By confirming a booking with Spot 16 Medical Ltd, the Client agrees to the terms outlined in this Cancellation Policy.

8. Cancellations Due to Adverse Weather (Client-Initiated)

If the Client cancels the event due to adverse weather conditions, the standard cancellation terms outlined in Section 2 will apply. However, Spot 16 Medical Ltd may, at its discretion, waive or reduce cancellation fees if:

  • The cancellation is due to officially recognised severe weather (e.g. Met Office amber or red warnings), and

  • The Client provides at least 24 hours’ notice, and

  • A reasonable effort is made to reschedule the event.

Spot 16 Medical Ltd reserves the right to request supporting evidence (e.g. local authority notice or weather advisory).