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PAAC BOOKING TERMS AND CONDITIONS |
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1. Payment and Bookings 1.1. A provisional Booking will be accepted by telephone, letter, email or at Reception in person. 1.2. On receipt of a provisional Booking, the facilities requested will be held in the expectation of a Booking for a maximum of 7 days. 1.3. A Booking is confirmed by the agreement of the terms and conditions which must be accompanied by payment in full. 1.3.1. Bookings valued at £200.00 or more may be accepted with Non-refundable 20% deposit. 1.3.2. Where appropriate, a Service Level Agreement (SLA) will be issued by the Centre. This must be agreed and signed by the Client. An SLA may vary the booking terms and deposit details. 1.4. A Booking is only confirmed when the Centre has received agreement of these terms and conditions and acknowledged the booking, usually via email. 2. Refund of Payments 2.1. Refunds for bookings cancelled by the client will be made against the following scale: 2.1.1. More than 31 days’ notice – Full refund will be given less the 20% non-refundable deposit for bookings over £200. For all bookings paid in full with no deposit, a 20% administration fee will apply before being refunded. 2.1.2. More than 14 days but less than 31 days’ notice – A 50% refund will be given. 2.1.3. Between 14 days and 7 days’ notice – A 25% refund will be given. 2.1.4. Less than 7 days’ notice or failure to arrive – No refund will be given. 2.2. All invoices must be paid immediately on receiving the invoice. 2.3 If the booking is made through the portal, no refund will be given if less then 24hrs notice is given, if more than 24 hrs is given a refund will be made minus the booking fee. 3. Cancellations 3.1. The Centre reserves the right to cancel a booking for reasons beyond its control (see clause 4). 3.2 If Organisations/Clients cancel with less than 7 days’ notice, and are yet to pay for their booking, a cancelation fee will be charged as detailed in Clause 2. 4. Reasons beyond our control 4.1. The Centre will have no liability to the Client under the contract if it is prevented from or delayed in performing its obligations under the contract or from carrying on its business directly or indirectly by any acts, events, omissions or accidents beyond its reasonable control including but not limited to, act of God, war, invasion, rebellion, riot, civil commotion, disorder, malicious damage, fire, flood, epidemic, quarantine restrictions, strikes, lock-outs or other industrial disputes (whether involving the workforce of the Centres or any other party), failure of a utility service or transport network, compliance with any law or governmental order, rule regulation or direction, accident, breakdown of plant or machinery, unusually severe weather or energy supply disruption or default of suppliers or subcontractors. 4.2. The Centre will endeavour to provide mutually acceptable alternative date(s), but if unable to do so, it will make a full refund for monies paid. 4.3. The Centre will notify the Client at the earliest opportunity of such an occurrence. 5. Bookings 5.1. Final Numbers - Unless otherwise agreed in an SLA, the final number of persons to be attending must be notified to the Centre at least 14 days prior to the start of the booking period. 5.2 Medical Forms must be completed and returned to the Centre no less than 7 days prior to booking unless otherwise agreed that the client will be bringing them with them on the day. 6. Consent Forms 6.1. All participants in activities at the Centres must have a completed medical form in advance of their visit. 6.2. It is the visiting group leader’s responsibility to carry relevant medical information for their group during the booked activity/period, unless sent in advance to the centre. 6.3 All participants in booked activities at the Centre must have a completed Medical Consent Form and agreed to the media statement in advance of their visit. 7. Behaviour 7.1. All participants and visitors to the centre are expected to behave in a responsible and considerate manner. 7.2. Anti-social behaviour will not be tolerated, this includes the illegal consumption of alcohol, excessive consumption of alcohol, illegal drug/legal highs taken, excessive noise levels or use of foul language. Failure to comply will result in the booking being terminated. 8. Insurance and Lost Property 8.1. The Client shall be liable for damage to or destruction of any part of the Centres, their fixtures, fittings, and equipment arising out of or in connection with its use by the Client or their customers and members. 8.2. The Client accepts responsibility for arranging appropriate insurance cover to keep the Centres indemnified against all actions and costs in respect of any injury, damage or liability caused by or arising from the exercised or authorised rights given by this booking or non-observance of any terms of this booking by the Client and their customers or members other than any action arising from negligence of the Centre or its staff. The Centre may require details of that insurance at the time of booking. 8.3. The Trust is not liable for any loss or damage that may come from using our facilities, unless the loss or damage was foreseeable and arose in the normal course of the booking or you advised us that it might happen. Should loss or damage occur that was unforeseeable then reports will be sent to the representative insurance companies. 8.4. It is advised that the Client should carry out their own risk assessment before engagement of any activity. Copies of the Centres’ own risk assessments are available to be viewed on request. 8.5. The charity accepts no responsibility for personal possessions brought on to the premises. 8.6. After an event, any personal items found will be retained for a minimum of two weeks, after which they will be disposed of or donated to charity. The Client should contact the Centre where the event took place within this period. 9. Physical Fitness and Wellbeing 9.1. Clients accept many of our Activities are physically demanding and may involve bending, lifting, balancing, jumping, climbing stretching and a degree of co-ordination 9.2. Clients shall ensure that they and all Participants have an adequate level of fitness for the activities undertaken. 9.3. Smoking and/or Vaping is not permitted anywhere on site. 9.4. The Centre will not accept handover of participants from party leaders earlier than booking/course start time. 9.5. Collection of participants of Activities or users of accommodation is to be promptly at booking/course finish time. 9.6. Participation in adventurous activities entails some risk of injury. All staff employed to run activities for Peter Ashley Activity Centres Trust are trained and appropriately qualified to run activity sessions and act to limit the risk of injury. Participants must however acknowledge the inherent risks and are required to read and agree to our Participation Agreement (Below) before taking part. Failure to do this may result in you not being able to take part in your activity, with no refund issued. 10. Other important terms 10.1. Animals may only be taken into the Centres with the express permission of the Centre Manager. All animals on site must always be kept under control and on a lead. 10.2. Appropriate clothing must be worn at all times, no open toe shoes or heels. 10.2. Please note that the gates to the Centre will be locked at night for security reasons. Times of locking and unlocking are available from Reception and variations to these times may be agreed between the Client’s management team and the Centre Manager. 11. Acceptance of booking 11.1. All bookings are accepted on condition that the Client agrees to abide by the Centres’ Booking Terms and Conditions and confirms this acceptance on the Booking Form. If you have any further questions in relation to our booking process, please do not hesitate to contact a member of our team on 02392321223.
Participation Agreement Outdoor activities are ‘assumed risk’ sports that may carry attendant risks. Participants should be aware of and accept these risks and be responsible for their own action and involvement. General Participation Agreement You must read and agree to the following statements before taking part in your activity: - I agree to adhere to the information given to me by Peter Ashley Activity Centre staff, with regards to my own and the group’s safety. - I will always remain with the group and within the boundaries set by the instructor in charge. - I agree to wear the correct safety equipment whilst taking part in activities and when directed by the instructor. - I agree to respect the environment with regards to litter and noise. - I agree that violence and abuse to other participants and members of the Peter Ashley Activity Centre team is unacceptable. - I fully understand that instructors have the right to remove myself or a member of my group from a session, if I/they are deemed to be unfit to take part safely, due to the influence of drugs or alcohol. - I will inform the instructor in charge of any medical conditions or injuries which may affect my performance (all disclosures are confidential). - I will carry or provide the instructor with any medication I may need whilst I participate in the activity. Please note: Parents and guardians are responsible for all under 18’s in their care regarding the statements above. Group leaders are also responsible to ensure that all parents/guardians of unaccompanied children have given full consent for their participation. |