Cancellation Policy

MOBI CAMPS – Mobile Tented Camps

CANCELLATION POLICY

PAYMENT, CANCELLATION & REFUND TERMS AND CONDITIONS

At MOBI CAMPS – Mobile Tented Camps, we are committed to providing reliable, professionally managed mobile tented accommodation for rallies, festivals, corporate events, farm weddings and other occasions.

Our business requires advance planning, equipment allocation, transport arrangements, staff scheduling and preparation. Once a booking is confirmed, resources may be reserved specifically for that event, and other business opportunities may be declined.

The following terms are intended to protect both our customers and our business by establishing clear expectations regarding payments, cancellations, postponements and refunds.

1. DEPOSITS AND PAYMENTS

A 25% deposit of the total booking amount is payable upon confirmation of a booking.

The deposit secures the booking and allows Mobi Camps to begin allocating equipment, tents, camping space where applicable, transport capacity and operational resources.

The remaining balance must be paid by the due date specified on the invoice.

Failure to pay the required balance may result in cancellation of the booking, subject to the applicable agreement and law.

Deposit retention following cancellation will be subject to these terms and applicable law.

2. CUSTOMER CANCELLATIONS

If a customer cancels an individual booking, the following cancellation charges may apply, calculated against the total booking amount:

• 46 days or more before arrival/event date: Any applicable deposit retention and reasonable, documented costs incurred will be assessed in accordance with the agreed booking terms and applicable law.
• 31–45 days before arrival/event date: 50% cancellation fee.
• 21–30 days before arrival/event date: 75% cancellation fee.
• 20 days or less before arrival/event date, including a no-show:100% of the total booking amount.

Cancellation charges are intended to account for the notice received, resources allocated, preparation undertaken, reasonable non-recoverable costs and the opportunity to secure replacement bookings.

Any deposit already paid will be taken into account when calculating the amount due. Mobi Camps will not recover the same cost twice.

Where a cancellation charge exceeds the amount already paid, any outstanding amount will be payable.

3. EVENT ORGANISER CANCELLATIONS AND ALLOCATION OF RESOURCES

3.1 Separate Booking Commitment

When a customer confirms a booking with Mobi Camps, the booking is made specifically for the named event, scheduled dates and agreed accommodation package.

Mobi Camps makes operational and financial commitments based on confirmed bookings and the requirements of that particular event.

3.2 Allocation of Equipment and Resources

Upon confirmation, Mobi Camps may reserve and allocate tents, stretchers, mattresses, bedding, camping furniture, transport capacity, staff, storage, preparation time and other resources specifically for the event.

These resources may not be available for other events taking place on the same dates. Mobi Camps may also decline other bookings or business opportunities to honour its existing commitments.

Mobi Camps’s prices and booking commitments are based on advance planning and the reservation of limited equipment and operational capacity. Cancellation by an event organizer may therefore result in genuine losses even where Mobi Camps has not yet transported or installed the equipment.

3.3 Cancellation by the Event Organiser

If an event organizer cancels, suspends or withdraws an event, Mobi Camps is not responsible for the organizer’s decision to cancel the event, except to the extent that Mobi Camps is legally responsible.

The cancellation of an event does not necessarily mean that Mobi Camps has failed to honor its booking commitments. Mobi Camps may already have reserved equipment, allocated staff, arranged transport, undertaken preparation or declined other business opportunities.

Any resulting cancellation charge or refund will be assessed in accordance with the agreed booking terms, the circumstances of the cancellation and applicable law.

3.4 Event Cancellation Within 60 Days

Where an event organizer cancels an event 60 days or less before its scheduled commencement, the customer acknowledges that Mobi Camps may already have committed substantial resources and may have limited or no reasonable opportunity to secure replacement business.

In these circumstances,Mobi Camps may apply a reasonable cancellation charge taking into account:

• The notice received before the scheduled event.
• Equipment, tents and resources reserved for the event.
• Transport, labour, preparation and supplier costs incurred.
• Reasonable, documented costs that cannot be recovered.
• The reasonable opportunity to reuse equipment or secure alternative bookings.
• Other relevant circumstances affecting the actual loss incurred.

The cancellation charge may be substantial where the cancellation occurs close to the event date and Mobi Camps has committed significant resources.

However, cancellation within 60 days does not automatically entitle Mobi Camps to retain all amounts paid in every circumstance. Any amount retained must be consistent with the agreed booking terms and applicable law.

3.5 Event Cancellation More Than 60 Days Before the Event

Where an event organizer cancels an event more than 60 days before its scheduled commencement, Mobi Camps will assess the reasonable costs already incurred, commitments made, notice received and applicable booking terms when determining any cancellation charge or refund.

The amount payable or refundable will depend on the circumstances and applicable law.

3.6 Refund Assessment

Where an event cancellation prevents Mobi Camps from providing the booked accommodation, any refund or cancellation charge will be assessed in accordance with the customer’s booking agreement, applicable law and the circumstances of the cancellation.

Mobi Camps may consider documented, non-recoverable costs and commitments directly attributable to the booking, together with any reasonable opportunity to reuse equipment or secure alternative business.

Where appropriate, Mobi Camps will provide a written explanation of the cancellation charge and the calculation of any refund due.

3.7 Alternative Arrangements

Where practical, Mobi Camps may offer customers the option to transfer their booking to a rescheduled event, another event or an alternative date.

Any transfer is subject to availability, written agreement and any additional costs agreed upon in advance. A transfer is not automatic or guaranteed.

3.8 Customer Acknowledgement

By confirming a booking and accepting these terms, the customer acknowledges that Mobi Camps operates a mobile tented accommodation service requiring advance allocation of equipment, transport, labor and operational resources.

The customer understands that an event organiser’s cancellation may result in costs and lost business opportunities for Mobi Camps, and that the cancellation may affect the amount refundable under the agreed booking terms and applicable law.

4. POSTPONED OR RESCHEDULED EVENTS

If an event is postponed or moved to a new date, Mobi Camps may, subject to availability and written agreement, offer to transfer the booking to the revised date.

A transfer is not automatic or guaranteed.

The event organizer may remain liable for reasonable expenses already incurred by Mobi Camps as a result of the original booking, including transport, preparation, labor, supplier costs, equipment allocation and other non-recoverable operational expenses, where provided for in the applicable agreement and permitted by law.

Any additional costs arising from the revised dates must be communicated and agreed upon in advance.

If a customer cannot attend the revised event dates, the booking will be assessed in accordance with the applicable cancellation terms and law.

5. DEPOSITS AND OPERATIONAL EXPENSES

Deposits and other payments contribute towards securing bookings and may be used to cover or support camping space reservations, entry fees where applicable, equipment allocation, preparation, transport, labour and other operational commitments.

Once a booking is confirmed, Mobi Camps may commit resources and decline other opportunities for the same dates.

Where a cancellation occurs, reasonable and documented costs directly attributable to the booking may be considered when calculating any cancellation charge, subject to the agreed booking terms and applicable law.

No cost will be charged twice, and any applicable refund assessment will take account of amounts already paid and any relevant recoveries.

6. TRANSFERS BETWEEN EVENTS

Bookings cannot automatically be transferred to another event, customer or date.

Any request to change or transfer a booking requires prior written approval from Mobi Camps and is subject to availability, operational feasibility and any additional costs agreed upon in advance.

7. WEATHER CONDITIONS AND UNFORESEEN CIRCUMSTANCES

Mobi Camps operates on a rain-or-shine basis where conditions permit safe operation. Ordinary adverse weather conditions alone do not automatically entitle a customer to cancel a booking without applicable cancellation charges.

In the event of severe weather, natural disasters, safety concerns, government restrictions or other unforeseen circumstances, Mobi Camps will assess the situation in light of safety, operational feasibility, the booking agreement and applicable law.

Any cancellation, postponement, alternative arrangement or refund will be determined according to the circumstances and applicable legal requirements.

8. INDIVIDUAL CAMPER REPLACEMENTS

If a camper can no longer attend, they may arrange a suitable replacement and provide the replacement’s details to Mobi Camps for approval.

A replacement is not confirmed until Mobi Camps has accepted the change in writing.

Any additional costs or administrative requirements arising from the replacement must be communicated in advance.

9. CANCELLATION BY MOBI CAMPS – Mobile Tented Camps

Mobi Camps reserves the right to cancel or withdraw its mobile tented camp service where reasonably necessary due to safety concerns, operational limitations, non-payment or other legitimate grounds.

The affected customer or organiser will be notified as soon as reasonably practicable.

Where Mobi Camps cancels a booking and cannot provide the agreed service, any refund or alternative arrangement will be handled in accordance with the booking agreement and applicable law.

10. REFUND PROCESSING

Where a refund is due and approved, Mobi Camps will aim to process the payment within 14 working days after confirming the refund amount and receiving any necessary payment details.

If additional verification or circumstances outside Mobi Camps’s reasonable control cause a delay, the customer will be informed.

11. ACCEPTANCE OF TERMS

By confirming a booking and making payment after receiving these terms, the customer acknowledges acceptance of the applicable booking conditions, subject to applicable law.

Mobi Camps recommends that customers carefully review the cancellation and refund provisions before confirming their bookings.

MOBI CAMPS – Mobile Tented Camps reserves the right to enforce its agreed booking terms to protect its equipment, operational commitments and business interests, subject to applicable law.

THANK YOU