Terms and Conditions
1. In these terms and conditions, 'You' means the organisation, or an individual making a booking and named in the booking confirmation and includes all members of the party for which the booking is made and anybody appearing to act on your behalf.
2. 'We' and 'Us' means UK Youth (Registered Charity No. 1110590) of Avon Tyrrell Outdoor Centre, Bransgore, Hampshire, BH23 8EE.
3. Where a party or a booking is to include members from an organisation/institution/family/friends' group or similar body you must tell us the following before we can confirm your booking: the name and type of organisation/institution etc. details for the contact person making the booking and any other information we may reasonably require.
6. The conditions of this contract shall apply to your booking. No variation to these conditions shall be binding unless agreed in writing between the authorised representatives of UK Youth.
7. For avoidance of doubt the contract is between you and us and any claim for non-payment of the booking value or any part thereof shall be brought against you.
Changes and Cancellation Charges
8. All bookings are refundable if cancelled within 48 hours of the booking being made.
For all other bookings the following cancellation conditions and charges then apply:
· 50% if cancelled within 12 weeks of arrival
· 75% if cancelled within 8 weeks of arrival
· 100% if cancelled within 4 weeks of arrival
Where the booking is cancelled in its entirety the percentages refer to the whole booking costs. Where the cancellation refers to selected resources or aspects of a booking percentages refer to these aspects only.
9 From 2 weeks prior to the booking start date, any alterations requested by you and accepted by us may incur additional charges for non-recoverable internal and/or third-party charges e.g. purchase of supplies, activity consultants, freelance instructors etc.
10 No refund will be made in respect of accommodation or facilities not used or accommodation vacated before departure date, for any reason. In particular, you accept that:
10.1.1 We reserve the right to terminate your booking and require you to leave the site if the behaviour and activities of your group infringes on the enjoyment or safety of others, or if we feel our reputation as a safe centre for young people is at risk, or if you breach any of the terms of this Contract.
10.1.2 We have the right to: cancel your booking or ask you to refrain from participating in certain activities, or terminate your booking and require you to leave the site immediately, if any member of your party has, or has just had, an infectious or contagious medical condition and we, at our reasonable discretion, consider it necessary to protect the health of other guests, staff or general public. You should inform us immediately should any such condition develop within 4 weeks of your arrival date and during your stay at Avon Tyrrell.
11 No refund will be made as a result of personal circumstances outside the control of the Charity and only in exceptional circumstances may an alternative date or activity be offered in exchange. Credit notes unless explicitly stated can only be used against accommodation or activities costs and must be used within an agreed timeframe (provided in writing), after which the credit will expire.
17 We welcome guests with restricted mobility, special needs or care requirements provided we have discussed and agreed the suitability of our site and the activities available for you and your party before accepting your booking. We always recommend site pre-visits.
18 For those with additional support requirements we can offer adapted accommodation and access support equipment for use during your stay. To ensure we can adequately cater to all your needs we strongly advise you to contact us, or conduct a site visit, in advance of your stay to discuss your requirements and pre-book any equipment required, as availability for these items can be limited.
19 We request that all guests with additional support requirements are capable of independent living or have adequate support by suitably qualified or experienced adult carers, and at least one competent person capable of administering appropriate medication and first aid as needed. Please note that whilst our staff provide general first aid and medical assistance, we cannot provide routine or specialised medical assistance or care.
Failure to Comply
34 We have the right to cancel your booking, or to instruct you or your party to leave the site immediately, without compensation or refund should you not comply with any of our contractual terms with you, especially the rules and regulations relating to behaviour and conduct.
35 You will be sent our site rules, guidelines and expectations in advance of your visit and we ask that you read these to understand what will be expected of you on site and the precautions we have in place to ensure the safety of our staff and guests. Failure to comply or follow guidelines may result in you being asked to leave the site without compensation or refund.
Activities & Facilities
49 Activities and facilities are subject to availability and are booked on a â€œfirst come - first servedâ€ basis, pre-booking is therefore advisable to avoid disappointment.
50 We reserve the right to cancel an activity if weather conditions make it unsafe for the activity to be undertaken. When possible to do so we will substitute the activity for another at the time of the booked activity. No refund will be given for a cancelled activity if a suitable alternative has been offered.
51 We reserve the right to close access to activities and facilities for essential maintenance at any time. In these instances, we will provide as much notice as possible and a suitable alternative will be offered. Refunds or adjustments will only be considered if a suitable alternative cannot be offered.
52 Weather may at any time of year affect the delivery of activities, in such circumstances we reserve the right to offer alternative activities or delay the activity until the weather conditions improve.
53 Our Bike Tracks may occasionally be closed due to the volume of users or for exclusive use, in such circumstance's information will be published on our website and across all our social channels.
54 We have public and employer's liability insurance, but we recommend that you take out your own insurance to cover risk of accident, illness, loss of personal belongings and cancellation.
55 Please mention any problems you may encounter whilst staying at Avon Tyrrell to a member of staff in Reception who will endeavour to assist you. If you have further cause for concern, please request to speak to a senior member of the Avon Tyrrell staff.
56 We will not be liable for any delay in performing or failure to perform any obligation, alterations or cancellations due to any cause beyond our reasonable control including strikes, lock-outs, labour disputes, acts of God, war, riot, civil commotion, terrorism, malicious damage, threats to safety, compliance with any low or governmental order, rule, regulation or direction, accident, environmental contamination, pandemic, outbreak of disease, breakdown of plant machinery, fire, flood. Storm, difficulty or increased expense in obtaining workmen, materials, goods or raw materials in connection with the performance of this agreement.
64 Where a booking includes young people, groups will be expected to adhere to current child protection legislation and our policy for safeguarding and child protection, unless the Groups own child protection policy exceeds these recommendations.
65 We want to maintain a safe and secure environment for all our guests including groups and families and may ask for identification on arrival. We don't knowingly allow anyone to use or visit our site who is a convicted child sex offender or subject to the notification requirements of the Sexual Offences Act 2003, or subject to a Sexual Risk Order or Child Abduction Notice.
67 The Charity uses closed circuit television (CCTV) images to provide a safe and secure environment for employees and visitors to the Charity's premises, and to protect the Charity's property. The Charity use and management of the CCTV equipment and images in compliance with the law relating to data protection (currently the General Data Protection Regulation (â€œGDPRâ€), the Data Protection Act 2018 (DPA 2018), the Employment Practices Code and the Information Commissioner's Office CCTV Code of Practice.