Participation Agreement

Terms, Conditions, Liability and Consent

By signing this form or paying a deposit, clients agree to the following.

1. Booking Process, Acceptance and Date Security

• An estimate is indicative only and does not constitute a booking.

• A Proforma Invoice, including the proposed itinerary and pricing, constitutes the formal booking offer.

• A booking is deemed accepted, and this agreement becomes fully binding, when the client:

  • signs this agreement, or

  • pays the required deposit, or

  • confirms acceptance of the Proforma Itinerary in writing (including email or WhatsApp), or

  • arrives at the property and/or participates in any activities forming part of the itinerary

  Whichever occurs first.

• Upon acceptance, the client is bound by:

  • the Proforma Invoice,

  • the itinerary in principle,

  • the pricing structure, and

  • this agreement in full.

• The deposit is required to secure the booking dates.

• Until the deposit is received, Absolute Polo reserves the right to continue marketing and sell the proposed dates to another client.

2. Payment Terms

• A 60% deposit is required to secure the booking.

• The remaining balance will be calculated and settled at the conclusion of the stay, taking into account:

  • weather related adjustments, and

  • any mutually agreed changes during the stay.

• If a client arrives without having paid the deposit, the client remains fully bound by this agreement and the Proforma Invoice.

3. Programme Commitment

• The Proforma Invoice and Itinerary represent the agreed programme in principle, including the target number of sessions, as per the Proforma Invoice.

• Absolute Polo will make every reasonable effort to deliver this programme.

• The programme may be adjusted due to:

  • weather conditions,

  • horse welfare,

  • safety considerations, and

  • operational requirements.

• Clients may choose not to participate in scheduled sessions. However, non participation does not reduce the agreed programme cost.

• The agreed programme may not be unilaterally reduced by the client unless Absolute Polo agrees otherwise in writing.

4. Amendments to Itinerary

• Absolute Polo may adjust the itinerary to optimise the programme.

• Clients may request changes, which may be accommodated at Absolute Polo’s discretion.

• Any amendments, substitutions, or additions may result in corresponding changes to the final invoice.

5. Cancellation and Postponement Policy

• Absolute Polo bookings require advance planning and allocation of horses, staff, accommodation, and facilities.

More than 8 weeks before arrival:

• Bookings may be cancelled.

• Any deposit paid will be refunded in full, unless otherwise agreed in writing.

Between 8 weeks and 4 weeks before arrival:

• There is no automatic right to cancel.

• Absolute Polo may, at its sole discretion, allow a postponement to a new date within 12 months.

Within 4 weeks before arrival:

• The client is liable for 100% of the full Proforma Invoice value, whether paid or not.

• This applies regardless of whether the client proceeds with the booking.

• Any exception must be agreed by Absolute Polo in writing.

6. Pricing and Activity Acceptance

• The Proforma Invoice defines the pricing structure and expected programme.

• A general pricing guide may be made available for reference.

• Any additional activities, sessions, or services requested during the stay will be charged accordingly.

• Participation in any activity or session constitutes acceptance of the associated cost.

7. Weather and Delivery of Polo

• Absolute Polo will make every reasonable effort to deliver the agreed programme and target number of sessions, as per the Proforma Invoice.

• Polo is weather dependent.

• Where sessions cannot be delivered due to weather, those sessions will not be charged.

• Absolute Polo will, where possible, adjust the schedule to recover missed sessions during the stay.

8. Medical Incapacity During Stay

• If a client becomes medically unfit to participate in polo during the stay, this must be confirmed by an independent medical doctor.

• Where such incapacity is confirmed, the client will not be charged for polo sessions that cannot be delivered due to that incapacity.

• This applies only to the affected sessions, not the full programme.

• The client remains fully liable for:

  • accommodation

  • meals

  • hospitality

  • and all non polo costs

• This clause applies only to genuine medical incapacity, not general discomfort, fatigue, or voluntary non participation.

• Any adjustment must be confirmed by Absolute Polo.

9. Client Responsibilities

• Clients must arrive on time for scheduled sessions.

• Missed sessions due to client delay, absence, or choice will not be refunded or rescheduled.

• Clients are responsible for their personal equipment and must communicate any special requirements in advance.

10. Assumption of Risk, Release of Liability and Emergency Treatment

• Polo, horse riding, handling horses, tacking up, hacks, chukkas, coaching sessions, and all related equestrian activities involve inherent risk and may result in serious injury, death, or loss of or damage to property.

• By accepting this agreement, the client acknowledges those risks and agrees to participate entirely at their own risk.

• The client releases and indemnifies Absolute Polo, Gemini Park, the farm, their owners, members, officers, staff, agents, representatives, coaches, grooms, and associates from liability for any injury, death, loss, damage, or claim arising from participation in polo, riding, horse handling, or any related activity, except where caused by gross negligence.

• Absolute Polo, Gemini Park, the farm, and their associated persons shall not be liable for loss of or damage to any personal property brought onto the property or used during the stay, including vehicles, tack, luggage, phones, money, clothing, and equipment.

• In the event of an accident or medical emergency, the client authorises Absolute Polo, Gemini Park, the farm, and their staff or agents to act in the client’s best interests, including arranging or obtaining emergency medical treatment where necessary.

11. No Shows and Late Arrivals

• Failure to attend scheduled sessions, or late arrival, does not entitle the client to any refund or reduction.

• Full payment remains due for all scheduled services.

12. Media Consent

• Absolute Polo may capture photos or videos during your stay as part of normal operations.

• Some of this content may be used for social media or marketing material, and you may appear in such content.

• If you would prefer not to be featured, please let us know in writing before arrival and we will do our best to respect this.

Final Acknowledgment

By signing this agreement or paying a deposit, the client confirms that they:

• have read and understood this agreement

• accept the Proforma Invoice and Itinerary in principle

• accept the pricing structure

• accept the cancellation and payment terms

• accept the risks associated with polo and related activities

• consent to media use as outlined above

All disputes will be governed by South African law.