Caldecotte Xperience - Terms and Conditions of Booking

These terms and conditions are designed to ensure clarity and fairness to all parties. They shall prevail over any other terms and conditions that may at any time have been implied, unless expressly stated in writing by Action4Youth.

Caldecotte Xperience is operated by Action4Youth – a charity enabling young people of all abilities and disabilities to learn to challenge themselves and work with others, learning what they can achieve rather than what they can’t.

A binding contract shall be formed once Action4Youth confirms your booking by acknowledging acceptance of your signed booking form and having received your deposit. Once a booking is confirmed it is subject to these terms and conditions.

Payment: A 20% deposit is required at the time of booking. Full payment is due four weeks before the start date. Reminders will not be sent. If you do not settle at the required time, your booking will be considered cancelled. Payment methods are outlined on the relevant booking form (Group form or Individual form). If your booking is made less than 8 weeks before your arrival date you must pay in full.

Changes/Cancellation by you: All change/cancellation requests must be made in writing to Action4Youth. Until you have received written confirmation that your change/cancellation request has been accepted your original booking remains valid. Cancellations, or significant reductions to your booking, are subject to the following cancellation fees.

Cancellation fees:

More than 6 months prior to start date Loss of deposit
More than 3 months but less than 6 months prior to start date Deposit plus 50% of the balance
Less than 3 months prior to start date Full payment is due

Changes: Requests to change your booking after the contract is formed must be made in writing and until acknowledged by email, your original contract remains valid. Any changes requested once your final invoice has been raised, such as numbers or accommodation, if acceptable, will be subject to an administration charge of £20 per person per amendment. Reduction in numbers will count as a cancellation and charged accordingly. Major changes within 8 weeks of booking date, such as a change of course date will be treated as a cancellation. Rebooking will be accommodated if possible.

Cancellation by us: Every attempt will be made to fulfil your booking and ensure you have a great time. If we have to change your booking we will inform you as soon as possible and try to arrange comparable alternatives, for example due to bad weather. Refunds may be provided on an exceptional basis at the sole discretion of Action4Youth.

If A4Y is unable to fulfil the contract with you due to the occurrence of a Force Majeure event, both parties agree to use reasonable efforts to mitigate the effect of the Force Majeure event and fulfil its obligations under the contract, including using its best efforts to agree a revised or rescheduled programme. Should Action4Youth not be able to offer an alternative programme nor be able to fulfil its obligations under the contract, Action4Youth will agree with you to cancel the contract, provided that, for the avoidance of doubt, any non-refundable deposit already paid to Action4Youth shall not be repayable and Action4Youth shall have no liability to repay such non-refundable deposit.

Liability: You will be responsible for any loss, theft, injury or damage, including to your own vehicles under this agreement, provided that Action4Youth will be responsible for any loss or damage caused by our gross negligence or willful misconduct, as finally determined by a court of competent jurisdiction, in performing our obligations under this agreement.

Insurance: In the unlikely event that it is needed, Action4Youth holds full public liability insurance. You may wish to consider arranging your own cancellation and/ or personal accident insurance.

Medical declaration: We must be made aware of any medical condition, disability, learning or communication difficulty that may affect the health and well-being of any participant. This information will be shared by you in full on the booking form when you are booking as an individual. For groups, you will collect this information in advance and share it on your start date and again at the start of each activity. It is your responsibility as parent/guardian or group leader to ensure that all participants bring any required medication.

Parent/Guardian consent and emergency contact details: All participants under 18 years of age must have parent/guardian consent which will be committed by you on the booking form for individuals or collected by you in advance as the group leader. It is the group leader’s responsibility to have these completed and available for the duration of your visit.

Dietary requirements: When catering is provided, all dietary requirements and food allergies must be confirmed to us two weeks in advance on the Dietary Requirements Form. Action4Youth will not be held responsible for not being able to cater for special dietary requirements at short notice.

Drugs/alcohol: Participants will not be allowed to join in any activities if, in the opinion of the instructor in charge, they are under the influence of alcohol or drugs. Suspicion will warrant exclusion from the activity session due to health and safety concerns.

Property: All personal effects are always your own responsibility. Customers are advised not to bring any valuables. Lost property will be held for 1 week only.

Data protection: We have measures in place to protect the personal booking information held by us. The contact details provided, including postal address, telephone and email address will only be used to fulfil our contract with you. The personal information provided about individuals will only be used to allow Action4Youth to provide the promised service to our normal high standards. Go to our website for our full Privacy Policy: https://www.action4youth.org/privacy-policy/

Photo consent: It is our standard practice not to take photos or video. Occasionally we may seek your explicit permission to take photographs and/or video. This will be sought through a written process, with consent forms, in good time ahead of your visit.

Complaints: In the event you experience any problems please let a member of staff know and we will do our best to resolve it straight away. If you need to make a complaint, please do so as quickly as possible so that we can rectify any problems that exist. Our complaints policy is at www.action4youth.org/policies-and-accounts.

Risk: Outdoor education takes place in stimulating and adventurous environments. We are proud of our safety record, but an element of inherent risk will always remain. Group leaders, participants and their parent/guardians should be aware of and accept these risks. At all times participants are expected to comply with all safety instructions provided.

Unruly behaviour: Any behaviour that disrupts the smooth running of an activity and/or the centre may result in the disruptive customer(s) being excluded and/or asked to leave, for which there will be no refund.

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