Terms & 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 the Director of Outdoor Education.

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 contract shall be formed once Action4Youth acknowledges acceptance of your signed booking form. Where appropriate, it is your responsibility to provide a Purchase Order. Please note a booking is not confirmed until you have paid the 20% deposit and received a confirmation email from Action4Youth. Once a booking is confirmed it is subject to these terms and conditions.


Deposits are required at the time of booking. Full payment is due two weeks before the start date. Payment methods are outlined on the relevant booking form (Group form or Individual form). Action4Youth expects you to have insurance to cover unforeseen circumstances.

Changes/Cancellation by you

Should you wish to change your booking we will do our best to accommodate you. All changes/cancellations must be made in writing which Action4Youth will acknowledge within 5 days. Until you have received confirmation the original booking remains valid. Cancellations, or significant reductions to your booking, are subject to the following cancellation fees.

Cancellation fees

Time Period Cancellation Fee
More than 6 months prior to start date Loss of deposit​
Loss of deposit​ Loss of deposit​
Less than 3 months prior to start date​ Full payment is due​

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, due for example to adverse weather, we will inform you as soon as practicable and try to arrange comparable alternatives. Refunds are not normally provided in these circumstances. Safety of both participants and staff is our primary concern.

If we are unable to fulfil our contract with you due to Force Majeure we shall have no liability whatsoever. Payment will still be due. This relates to unforeseeable circumstances beyond our control including but not limited to war, riot, epidemic, pandemic, industrial dispute, terrorist activity, natural or nuclear disaster and fire.


In the absence of any negligence or other breach of duty by Action4Youth you will be responsible for any loss, theft, injury or damage, including to your own vehicles. Action4Youth will be responsible for any loss or damage caused by our proven negligence in performing our obligations under this agreement.


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.


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.


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.

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.


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.


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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