Last updated: 15th June 2026
Introduction
Birds & The Belles is committed to creating safe, inclusive and inspiring opportunities for people to connect through birding, wildlife, nature conservation and photography.
Our events are designed to strengthen relationships within our community, encourage confidence and learning, and support female-led organisations, conservation initiatives and photography communities.
This Events Policy sets out the terms and conditions that apply when you attend, participate in, or book a Birds & The Belles event, activity or experience.
By booking a place, registering interest, requesting attendance, making payment, or attending an event, you agree to comply with this Events Policy, our Terms of Service, our Acceptable Use Policy and any additional terms that apply to the specific event.
Definitions
For the purposes of this policy:
Event(s): Any meet-up, workshop, training session, photowalk, birdwatching activity, trip, webinar, retreat, overnight stay or other activity organised by, supported by, or delivered in partnership with Birds & The Belles.
Equipment: Any personal equipment brought to an event, including but not limited to binoculars, scopes, cameras, lenses, tripods, accessories, computers or other personal belongings.
Services: The activities, guidance, talks, demonstrations, training, instruction or other experiences provided as part of an event.
Venue: The location where an event takes place.
Venue Owner(s): The owners, operators or management of the venue or location where an event takes place.
Third-Party Organiser: Any independent organisation, business, individual or partner responsible for delivering an event, retreat, accommodation or activity in collaboration with or promoted by Birds & The Belles.
Attending a Birds & The Belles Event
Birds & The Belles events may be organised directly by Birds & The Belles, delivered by volunteers, or provided in partnership with third-party organisations.
Places may be booked through Birds & The Belles, partner organisations or external booking systems depending on the event.
Where bookings, payments or services are provided by a third party, their own booking terms, payment conditions and cancellation policies will also apply.
Under 18 Attendance
Attendees under the age of 18 may attend certain Birds & The Belles events where appropriate child tickets or specific arrangements are available.
Any attendee under 18 must:
- be accompanied by a parent or legal guardian at all times;
- hold a valid ticket or registration where required;
- comply with any additional requirements communicated for that event.
Birds & The Belles reserves the right to determine whether an event is suitable for under-18 attendance.
By booking or attending an event, you confirm that these requirements have been met.
Our Community Expectations
Birds & The Belles events are built around respect, kindness and shared enjoyment of nature.
All attendees agree to:
- treat other attendees, organisers, volunteers, partners, venue staff and members of the public respectfully;
- contribute to a welcoming and supportive environment;
- respect different levels of experience, confidence and ability;
- follow reasonable guidance provided by event leaders, hosts or venue staff;
- behave responsibly and consider the safety and enjoyment of others.
Bullying, harassment, discrimination, threatening behaviour or conduct that negatively impacts others will not be accepted.
Birds & The Belles reserves the right to refuse attendance or remove participants where behaviour is considered inappropriate or harmful to the community.
Your Responsibilities
When attending an event, you agree to:
a) wear suitable clothing and footwear appropriate for the location, weather and planned activities;
b) notify Birds & The Belles before the event if you have accessibility requirements, mobility considerations or require reasonable support;
c) follow all reasonable instructions provided by Birds & The Belles, event leaders, partner organisations and venue staff, including health and safety guidance;
d) behave respectfully towards attendees, organisers, venues, wildlife and members of the public;
e) ensure you have appropriate insurance for personal equipment and participation where required;
f) take responsibility for your own belongings and avoid causing damage to venues, property or equipment;
g) cover your own travel, accommodation, food, refreshments and personal expenses unless otherwise stated;
h) ensure that the event location, activity and conditions are suitable for your own needs. Birds & The Belles events are often organised by volunteers and we may not always be able to provide individual support relating to accessibility, dietary requirements or personal circumstances;
i) report any concerns, complaints or issues relating to an event during the event or within twenty-eight (28) days following the event.
You remain responsible for your own wellbeing, travel arrangements, personal safety and mobility throughout the event.
Wildlife and Environmental Responsibility
Many Birds & The Belles activities take place outdoors and involve interaction with natural environments.
Participants must act responsibly and must not encourage or engage in behaviour that could harm wildlife or habitats.
This includes:
- disturbing nesting birds or breeding wildlife;
- causing unnecessary stress to wildlife for photography purposes;
- entering restricted areas without permission;
- ignoring conservation guidance or site rules;
- prioritising photographs over animal welfare.
Birds & The Belles encourages ethical birding and wildlife photography, where the wellbeing of wildlife always comes first.
Overnight Events, Retreats and Third-Party Experiences
Birds & The Belles may offer overnight events, retreats and experiences delivered by independent third-party organisers.
These opportunities are provided to strengthen relationships within the Birds & The Belles network and support female-led organisations working within nature conservation, outdoor experiences and wildlife photography.
Where an event, retreat or overnight experience is organised or delivered by a third party:
- the third-party organiser is responsible for the planning, delivery, management, safety arrangements, accommodation, facilities and services they provide;
- the third-party organiser remains liable for any issues, incidents, losses or concerns arising from their services or the operation of the event;
- Birds & The Belles acts as a community partner and facilitator and does not accept responsibility for the actions, omissions, services or standards of independent third-party organisers;
- attendees must comply with both the Birds & The Belles Terms of Service and Acceptable Use Policy, as well as any terms, conditions, rules or requirements issued by the third-party organiser, venue or provider;
- attendees are responsible for ensuring they understand and comply with all event requirements before attending.
Any complaint, concern, incident or issue relating to an overnight event, retreat or third-party activity must be reported to Birds & The Belles within 28 days of the event taking place.
Changes, Cancellations and Event Arrangements
Birds & The Belles reserves the right to make reasonable changes to events, including:
- dates and times;
- locations;
- event leaders;
- content;
- activities;
- formats;
- pricing.
We will make reasonable efforts to notify attendees of significant changes.
Events may be cancelled where circumstances outside of our reasonable control make delivery unsafe or impractical, including:
- severe weather;
- venue issues;
- transport disruption;
- illness;
- safety concerns;
- circumstances affecting event delivery.
Where Birds & The Belles cancels an event and payment was made directly to Birds & The Belles, attendees will receive either:
- a full refund; or
- the option to transfer to an alternative event or date.
Where payment was made through a partner organisation or third-party provider, their cancellation and refund terms will apply.
Payments and Refunds
Many Birds & The Belles events are free, while others may require payment.
Payment arrangements will vary depending on the event and may be processed by Birds & The Belles or a third-party provider.
Any applicable:
- ticket prices;
- deposits;
- payment schedules;
- cancellation periods;
- refund arrangements;
will be provided at the time of booking.
Providing Service
Birds & The Belles will provide the services and activities described for each event.
However, we cannot guarantee:
- specific wildlife sightings;
- weather conditions;
- photographic opportunities;
- individual learning outcomes;
- commercial benefits from attending.
Nothing in this policy affects your statutory rights under applicable consumer protection legislation.
Equipment, Personal Belongings and Liability
Attendees remain responsible for their own equipment and belongings at all times.
Birds & The Belles accepts no responsibility for loss, theft, damage or accidental destruction of personal property, including:
- cameras;
- lenses;
- binoculars;
- scopes;
- computers;
- accessories;
- personal items.
Participants should take appropriate precautions to protect their equipment.
To the fullest extent permitted by law, Birds & The Belles is not liable for losses arising from circumstances outside our reasonable control.
Photography and Video
Photography and video recording may take place during Birds & The Belles events for community updates, educational purposes, editorial content and promotional activities.
By attending an event, you acknowledge that you may appear in photographs or recordings.
If you do not wish to be included, please inform Birds & The Belles before or during the event wherever possible.
Attendees must also respect the privacy of others and should not share images or recordings of other participants without appropriate consideration and consent.
Reporting Concerns and Feedback
We welcome feedback and use it to improve future events.
If you have a concern, complaint or issue relating to an event, please contact us as soon as possible and, where applicable, within 28 days of the event taking place.
Email: hello@birdsandthebelles.co.uk
Changes to This Policy
Birds & The Belles may update this Events Policy from time to time to reflect changes to our activities, partnerships, community needs or legal requirements.
The latest version will be available on our website.
Governing Law
This Events Policy is governed by the laws of England and Wales.
Any disputes arising from this policy or participation in Birds & The Belles events will be subject to the jurisdiction of the courts of England and Wales.