General

• Payment of a deposit or full booking fee confirms you accept all the terms and conditions on this page.

• You must be aged 18 years or over to attend a workshop or private tuition unless accompanied by a parent or legal guardian.

• If you have any questions regarding these terms and conditions, please email me
  
  Booking and Payment

• Bookings are taken on a first-in, first-served basis.

• A specified deposit is required at the time of booking. This is an administrative fee and is non-refundable except as outlined in the Cancellation and Refund Policy below.

• The balance payment is required at least 30 days prior to a workshop start date, and 90 days prior to a photography tour or private tuition. Your registration is only guaranteed once full payment is received.

• If full payment is not received by the required dates, I reserve the right to cancel your booking.

• Part instalments of the balance payment may be arranged at my discretion. Please contact me if this is necessary. Full payment must still be made by the required dates prior to the workshop/private tuition/tour start date.

• All charges are in NZD.

• Payments may be made via online bank transfer or PayPal.

• PayPal transactions incur a 4.4% fee.

• International bank transfers incur a $15.00 bank charge.

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      Cancellation and Refund Policy

      Cancellation by You

• All cancellations must be made in writing to Rachel Roberts Photography.

• If you cancel and I refill your spot, you’ll receive a full refund minus the deposit. (Please note this cannot be guaranteed.)

• If I do not refill your spot, the following applies:

  • WORKSHOPS:  
    - 30+ days prior: refund of payments made, minus the deposit and any fixed, third-party, or non-refundable costs.
    - Less than 30 days prior: no refund.

  • 7 NIGHT TOURS AND PRIVATE TUITION:
    - 90+ days prior: refund of payments made, minus the deposit and any fixed, third-party, or non-refundable costs.
    - Less than 90 days prior: no refund.
     

       Cancellation by Me

• I reserve the right to cancel or postpone a workshop/private tuition/tour at any time due to weather, illness, family emergency, insufficient participants, natural disasters, government-issued travel restrictions, or other reasons beyond my control.

• If I cancel: all payments, including the deposit, will be refunded.

• If I postpone: you may choose either a full refund or a credit towards a future workshop/private tuition.

• If a workshop must be terminated mid-course, I will work with you to provide a fair partial refund depending on circumstances. Rachel Roberts Photography is not responsible for any additional costs incurred following termination.

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      Third-Party Providers & Non-Refundable Costs

• For third-party activities (e.g., helicopter flights), the provider’s own Safety Management System applies.

• If the activity is cancelled by the provider (e.g., due to weather) and is included in your workshop fee, you’ll be refunded the full cost of that activity.

• If you cancel, any fixed or third-party non-refundable costs cannot be refunded unless your place is filled.

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      Insurance
Rachel Roberts Photography does not provide insurance for participants health, travel or equipment. I strongly recommend you arrange:

• Travel insurance (to cover cancellation by either party, emergencies, or reasons beyond our control).

• Medical insurance (to cover your personal health needs).

• Equipment and personal property insurance (to cover damage, loss, or theft).

      I accept no responsibility, liability, or expenses relating to insurance.

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      Itinerary Changes

• Weather, natural events, or unforeseen circumstances may require itinerary changes. I may substitute alternative activities such as day landscape photography or additional post-processing tuition.

• I may also adjust the itinerary if better photographic opportunities exist elsewhere.

• Nightscape photography is subject to environmental variables and clear skies cannot be guaranteed. If skies remain cloudy, we will intensively edit files, both mine and your own previously captured images
  
  Kitchen/Meals

• If meals are included in your workshop fee, we may enjoy a mix of dining experiences. Some meals offered at local cafés and restaurants (mainly if the weather is unfavourable), while others will be provided at Riverstone House to maximise the time we have to shoot both sunset and the Milky Way. One meal and 1 beverage is included when dining out

• Breakfasts at Riverstone House will be a selection of continental supplies you can help yourself to each morning, including freshly baked bread, free-range eggs from our hens, pastries, preserves and spreads, milk of your choice, yoghurt, fresh seasonal fruit, cereals, homemade muesli, and oats.

• A selection of tea, coffee, drinking chocolate and homemade baking will also be available throughout all workshops at Riverstone House 

• Hot drinks will also be offered when out in the field

• Riverstone has a full chefs kitchen with all the essentials provided that you can help yourself to when self catering

• Clients must advise at the time of booking of any allergies or dietary requirements

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      Fitness, Health & Behaviour

• You must honestly assess your fitness level before booking.

• At booking and prior to the workshop, please disclose any medical or health conditions that could affect your participation.

• If I determine your health, fitness, or behaviour negatively impacts the safety or experience of yourself or others, I reserve the right to release you from the workshop. Refunds will be considered in line with the Cancellation and Refund Policy.

• Disruptive or inappropriate behaviour will not be tolerated. Participants may be released with no refund.

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      Loan Gear

• Loan gear may be available. If you use my equipment, you are responsible for any damage, breakage, loss, or theft, up to and including the insurance excess value.

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      Drone Use

• With around 85% of the West Coast being national park or conservation land, drone use is heavily restricted to protect wildlife, cultural sites, and the natural environment. Gaining permissions to fly in the areas we’ll be visiting is extremely difficult, and in most cases not possible, therefore please leave the drone at home.

• I do not provide drone tuition 

• Rachel Roberts Photography takes no responsibility if you choose to fly your drone in an unsafe or illegal manner.

• Please see official guidelines:

  • CAA NZ Drone Regulations

  • Drone Use on Conservation Land (DOC)

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      Safety

• I operate under a comprehensive Safety Management System (SMS), audited by ROSA, through Southern Photography Adventures (a company I co-own). You may request to view our SMS.

• Before (and during, if plans change) you will be required to review and sign risk register documents for all locations. This is mandatory under NZ health and safety law.

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      Waiver of Liability

• While I take every measure to ensure safety and enjoyment, you accept that photography in natural environments involves inherent risks. Rachel Roberts Photography accepts no responsibility, liability, or expenses for:

  • Injury, illness, accident, or death.

  • Damage or loss of equipment and property.

  • Delays caused by weather, natural disasters, transport issues, political events, theft, or other unforeseen circumstances.

• At booking and workshop commencement, you must sign:

  • A Risk Disclosure document.

  • Risk Registers for all locations.

  • A Client Gear Checklist.

• You must:

  • Disclose any medical conditions.

  • Meet the required level of fitness.

  • Arrange appropriate insurances.

  • Bring required gear, clothing, and personal items.

  • Voluntarily assume all risks and release Rachel Roberts Photography from liability.

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      Promotion

• I may take photos or video during the workshop in which you may appear. These may be used for promotional purposes (website, social media, marketing).

• If you do not wish to appear, please advise me at the time of booking.

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      Privacy

• I collect personal information you provide during booking (e.g., name, contact details). This is used solely for booking management and to maintain communication with you before, during, and after the workshop.

• You may request access to, or correction of, your personal information at any time.

• Your personal information remains private and will not be shared.

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