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Refunds and Cancellation Policy

This Agreement is made on the 5th day of November 2025

Between

We Evolve

And:

Purchaser of a ticket or course.

Parties

  1. We Evolve, a small company whose registered office is at Greenacres, Main Street, Sawdon, Scarborough, North Yorkshire. YO13 9DY (the "Organizer").

  2. TICKET/COURSE PURCHASER, being any person who purchases tickets for events organized by the Organizer, including their successors, assigns, and authorized representatives (the "Purchaser").

Background

  1. The Organizer operates a business organizing and promoting ticketed events and courses including but not limited to online and in-person meditations, sound baths, self-development sessions and courses (the "Events").

  2. The Organizer sells tickets to members of the public for attendance at such Events through various channels including online platforms, box offices, and authorized agents.

  3. The parties wish to establish clear terms and conditions governing the circumstances under which ticket purchases may be refunded to provide certainty and protect the legitimate interests of both parties.

  4. This policy sets out the Organizer's refund obligations and the Purchaser's rights regarding ticket refunds, including time limits and procedures for requesting refunds.

  5. The parties acknowledge that Events require advance planning, booking of venues, and financial commitments, necessitating reasonable time limits for refund requests to ensure viable event operations.

  1. Definitions

    1. Business Day means any day other than Saturday, Sunday or a public holiday in England and Wales.

    2. Event means any ticketed event, performance, show, conference, course, or gathering organized or promoted by the Organizer.

    3. Event Date means the scheduled date and time for the commencement of an Event as specified on the Ticket.

    4. Force Majeure means any circumstance beyond the reasonable control of the Organizer including but not limited to acts of God, war, terrorism, pandemic, government restrictions, natural disasters, or venue unavailability.

    5. Refund means the repayment of all or part of the ticket price paid by a Purchaser.

    6. Refund Deadline means seven (7) days before the Event Date for events, or fourteen (14) days before the Event Date for courses.

    7. Refund Request means a written application by a Purchaser or Ticket Holder for a Refund submitted in accordance with this policy.

    8. Ticket means any physical or electronic ticket, pass, or other form of admission document issued by or on behalf of the Organizer for an Event.

    9. Ticket Holder means the person in possession of a valid Ticket, whether as original Purchaser or by way of transfer or gift.

    10. Ticket Price means the face value amount paid for a Ticket, excluding any booking fees, service charges, or delivery costs

 

 

 

 

  1. Refund Eligibility

    1. A Ticket Holder shall be eligible for a Refund if they submit a valid Refund Request in accordance with this policy.

    2. Refund Requests must be received by the Organizer on or before the Refund Deadline for the relevant Event.

    3. To be eligible for a Refund, the Ticket Holder must:

      1. hold a valid Ticket purchased directly from the Organizer or through an authorized agent;

      2. submit the Refund Request in the manner specified in this policy;

      3. provide all required information and documentation as requested by the Organizer; and

      4. not have previously attended or attempted to attend the Event for which the Refund is sought.

    4. Refund Requests submitted after the Refund Deadline shall not be eligible for processing unless exceptional circumstances apply as determined by the Organizer in its sole discretion.

    5. Eligibility for a Refund does not guarantee that a Refund will be processed if the Refund Request fails to comply with the procedural requirements set out in this policy.

 

  1. Refund Time Limits

    1. All Refund Requests must be submitted to the Organizer no later than seven (7) clear Business Days before the relevant Event Date for events, or fourteen (14) clear Business Days before the relevant Event Date for courses (the "Refund Deadline").

    2. The Refund Deadline shall be calculated excluding both the day on which the Refund Request is submitted and the Event Date itself.

    3. For the avoidance of doubt, where an Event Date falls on a Monday, the Refund Deadline shall be no later than the preceding Monday at 11:59 PM for events, or no later than the Monday of the preceding week at 11:59 PM for courses.

    4. No Refund Requests will be accepted after the Refund Deadline has passed, regardless of the circumstances giving rise to the request.

    5. Time limits specified in this section are of the essence and strict compliance is required.

    6. The Organizer shall not be obligated to provide any Refund for Tickets where the Refund Request is submitted after the Refund Deadline, save where:

      1. the Event is cancelled by the Organizer; or

      2. the Event is postponed by more than six (6) months from the original Event Date; or

      3. a Force Majeure event prevents the Event from taking place.

    7. The date and time of receipt of a Refund Request shall be determined by the Organizer's systems and records, which shall be conclusive evidence of when such request was received.

 

  1. Refund Process

    1. Any Ticket Holder seeking a Refund must submit a Refund Request to the Organizer in writing before the Refund Deadline.

    2. Each Refund Request must include the following information:

      1. the Ticket Holder's full name and contact details;

      2. the ticket reference number or booking confirmation number;

      3. details of the Event for which the Refund is requested including the Event Date;

      4. the reason for the Refund Request; and

      5. proof of purchase of the Ticket.

    3. Refund Requests may be submitted by:

      1. email to the Organizer's designated refund email address;

      2. post to the Organizer's registered office address; or

      3. through the Organizer's online ticketing platform where such facility is available.

    4. The Organizer will acknowledge receipt of each Refund Request within three Business Days of receipt.

    5. The Organizer will process Refund Requests and notify the Ticket Holder of its decision within ten Business Days of receipt of a complete Refund Request.

    6. Where a Refund Request is approved, the Organizer will process the Refund within fourteen Business Days of the decision.

    7. Refunds will be paid to the original payment method used to purchase the Ticket unless the Organizer agrees alternative arrangements in writing.

    8. The Organizer may reject incomplete Refund Requests and will notify the Ticket Holder of any additional information required.

 

  1. Refund Exclusions

    1. No Refund shall be provided for any Ticket where the Refund Request is submitted after the Refund Deadline.

    2. No Refund shall be provided in the following circumstances:

      1. where the Ticket Holder fails to attend the Event for any reason;

      2. where the Ticket has been damaged, altered, or rendered invalid through the actions of the Ticket Holder;

      3. where the Ticket has been purchased from an unauthorized third party or reseller;

      4. where the Ticket has been transferred or assigned to another person without the Organizer's prior written consent;

      5. where the Refund Request does not comply with the procedures set out in this policy.

    3. No Refund shall be provided for any portion of the Ticket Price representing booking fees, service charges, or other administrative costs charged by third party vendors or agents.

    4. The Organizer reserves the right to refuse any Refund Request where there is reasonable suspicion of fraudulent activity or breach of the terms and conditions of ticket sale.

    5. Tickets designated as "non-refundable" at the time of purchase are excluded from this refund policy except where required by law.

    6. This clause 5 shall not apply where the Event is cancelled or postponed by the Organizer or due to Force Majeure.

  2. Processing and Payment

    1. The Organizer shall process all valid Refund Requests received within the Refund Deadline within fourteen (14) Business Days of receipt of the complete Refund Request.

    2. Refunds shall be processed to the original payment method used for the Ticket purchase unless the Ticket Holder provides written consent to an alternative payment method.

      1. Where the original payment method is no longer available or valid, the Organizer may request alternative payment details from the Ticket Holder.

      2. The Organizer shall not be liable for delays in Refund processing caused by third-party payment processors or financial institutions.

    3. The Refund amount shall be the full Ticket Price paid by the Ticket Holder, subject to any applicable administrative fees or deductions permitted under this policy.

    4. The Organizer shall provide written confirmation to the Ticket Holder within two (2) Business Days of processing the Refund, including details of the refund amount and expected payment timeframe.

    5. Where a Refund Request is rejected, the Organizer shall provide written notice to the Ticket Holder within seven (7) Business Days of the decision, including reasons for rejection and details of any available dispute resolution procedures.

    6. Processing of Refunds may be suspended during periods of Force Majeure, with the Organizer providing reasonable notice to affected Ticket Holders of any delays.

 

  1. Event Cancellation by Organizer

    1. The Organizer reserves the right to cancel or postpone any Event at its sole discretion for any reason including but not limited to insufficient ticket sales, venue unavailability, performer unavailability, or Force Majeure.

    2. Where the Organizer cancels an Event, all Ticket Holders shall be automatically entitled to a full Refund of the Ticket Price without the need to submit a Refund Request.

    3. Where the Organizer postpones an Event to a new Event Date, Ticket Holders may choose to:

      1. retain their Tickets for the postponed Event; or

      2. request a full Refund of the Ticket Price by submitting a Refund Request within thirty (30) Business Days of notification of the postponement.

    4. The Organizer shall notify Ticket Holders of any cancellation or postponement as soon as reasonably practicable using the contact details provided at the time of ticket purchase.

    5. Refunds under this clause 7 shall be processed within thirty (30) Business Days of the cancellation or, in the case of postponement, within thirty (30) Business Days of receipt of a valid Refund Request.

    6. Refunds shall be made using the same payment method used for the original ticket purchase unless otherwise agreed in writing.

    7. The Organizer's liability in respect of cancelled or postponed Events shall be limited to the Refund of the Ticket Price and the Organizer shall have no liability for any consequential losses, travel costs, accommodation expenses, or other costs incurred by Ticket Holders.

 

  1. Force Majeure

    1. Where an Event is cancelled, postponed, or substantially modified due to Force Majeure, the Organizer shall not be liable for any failure to perform its obligations under this policy to the extent such failure results from the Force Majeure event.

    2. In the event of cancellation due to Force Majeure, Ticket Holders shall be entitled to a full Refund of the Ticket Price, subject to clause 8.5.

    3. Where an Event is postponed due to Force Majeure, the Organizer may offer Ticket Holders the option to:

      1. retain their Ticket for the rescheduled Event Date; or

      2. receive a full Refund of the Ticket Price.

    4. The Organizer shall provide notice of Force Majeure affecting an Event as soon as reasonably practicable through the same channels used to promote the Event and shall specify the available options for Ticket Holders.

    5. Refunds under this clause 8 shall be processed within thirty (30) Business Days of the Force Majeure event being declared or the Ticket Holder's election to receive a Refund, whichever is later.

    6. The Organizer's liability in respect of Force Majeure events shall be limited to the Refund of Ticket Prices and shall exclude any consequential losses, travel costs, accommodation expenses, or other indirect damages.

    7. Where alternative arrangements are made for a postponed Event, such arrangements must be reasonably comparable to the original Event in terms of venue standard and performer lineup for Tickets to remain valid.

 

  1. Administrative Fees

    1. The Organizer may deduct an administrative fee from any Refund processed under this policy to cover the reasonable costs of processing Refund Requests and associated administrative expenses.

    2. The administrative fee shall not exceed the lesser of:

      1. £5.00 per Ticket; or

      2. 10% of the Ticket Price for each Ticket being refunded.

    3. Administrative fees shall be calculated and deducted on a per-Ticket basis where multiple Tickets are included in a single Refund Request.

    4. No administrative fee shall be charged where:

      1. the Event is cancelled or postponed by the Organizer for any reason other than Force Majeure;

      2. the Event is cancelled due to Force Majeure and the Organizer elects to offer Refunds rather than postponement; or

      3. the Organizer determines that exceptional circumstances justify waiving the fee in a particular case.

    5. All administrative fees charged shall be clearly itemized in any refund confirmation provided to the Ticket Holder.

    6. Administrative fees are non-refundable once deducted and shall be retained by the Organizer regardless of any subsequent dispute regarding the Refund.

 

  1. Dispute Resolution

    1. Any dispute, controversy or claim arising out of or in connection with this Refund Policy or any Refund Request shall first be addressed through direct communication between the Ticket Holder and the Organizer.

    2. The Ticket Holder must submit any complaint regarding a refund decision in writing to the Organizer within thirty (30) days of receiving notification of the refund decision or the relevant Event Date, whichever is earlier.

    3. The Organizer shall respond to any written complaint within fourteen (14) Business Days of receipt and shall use reasonable endeavours to resolve the dispute amicably.

    4. If the dispute cannot be resolved through direct communication within thirty (30) days of the Organizer's response under clause 10.3, either party may refer the matter to mediation through the Centre for Effective Dispute Resolution (CEDR) or another recognised mediation service.

    5. The costs of any mediation shall be shared equally between the parties unless otherwise agreed or determined by the mediator.

    6. If mediation does not result in a resolution within sixty (60) days of referral, or if either party declines to participate in mediation, the dispute may be referred to the courts of England and Wales.

    7. Any legal proceedings must be commenced within twelve (12) months of the relevant Event Date or the date the dispute first arose, whichever is earlier.

    8. The prevailing party in any legal proceedings may be entitled to recover reasonable legal costs and expenses from the unsuccessful party at the discretion of the court.

  2. Governing Law and Jurisdiction

    1. This Policy and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.

    2. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Policy or its subject matter or formation (including non-contractual disputes or claims).

    3. Each party irrevocably waives any right it may have to object to an action being brought in the courts of England and Wales, to claim that the action has been brought in an inconvenient forum, or to claim that those courts do not have jurisdiction.

    4. Any legal action or proceedings arising under this Policy may be brought against any party in the courts of England and Wales or, at the Organizer's option, in the courts of the country in which that party is resident or carries on business.

 

  1. Policy Amendments

    1. The Organizer may amend this policy at any time by giving not less than thirty (30) days' written notice to Ticket Holders.

    2. Notice of amendments shall be given by:

      1. posting the amended policy on the Organizer's website;

      2. sending notice by email to Ticket Holders who have provided email addresses; and

      3. displaying notice at the Organizer's box office or ticketing locations.

    3. Any amendment shall take effect on the date specified in the notice, which shall be not less than thirty (30) days after the date of publication.

    4. Amendments shall not apply retroactively to Tickets purchased before the effective date of the amendment, unless the amendment is more favourable to Ticket Holders.

    5. If a Ticket Holder objects to any amendment that materially reduces their rights, they may request a Refund within fourteen (14) days of the amendment taking effect, provided such request is made before the Refund Deadline.

    6. The Organizer shall maintain a record of all policy versions and their effective dates for a period of not less than seven (7) years.

    7. In the event of any conflict between different versions of this policy, the version in effect at the time of ticket purchase shall govern unless a later version is more favourable to the Ticket Holder.

 

  1. Contact Information

    1. All Refund Requests and enquiries relating to this refund policy must be submitted in writing to the Organizer using the contact details set out in this clause 13.

    2. Email contact: Refund Requests should be sent to weevolve.uk.com with the subject line "Refund Request - Event Name".

    3. Postal contact: Written Refund Requests may be sent to the Organizer at Greenacres, Main Street, Sawdon, Scarborough, North Yorkshire. YO13 9DY

    4. Telephone enquiries: General enquiries regarding this refund policy may be made by telephone to 07876732692 during Business Days between 9am – 5pm

    5. The Organizer's contact details are published on weevolve.uk.com and may be updated from time to time.

    6. Refund Requests submitted by telephone will not be accepted and must be confirmed in writing using the contact methods specified in clauses 13.2 or 13.3.

    7. The Organizer will acknowledge receipt of Refund Requests within 2 Business Days of receipt.

    8. Ticket Holders are responsible for ensuring their contact details are accurate and up to date when submitting Refund Requests. This Refund Policy has been adopted and authorized by the Organizer on 5th November 2025

SIGNED:

EVENT ORGANIZER

By: _________________________

Name: Esther Hall

Title: Founder

Date: 5th November 2025

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