BOOKING TERMS AND CONDITIONS
1. Booking Confirmation
- The Booking Confirmation form must be signed and returned to the centre by the date shown. Bookings are only confirmed on receipt of this form.
- A surcharge of 10% up to a maximum of £200.00 will be made for all confirmations received at the centre after the due date.
- HOAC reserved the right to amend programmers where necessary. Any changes will be advised as soon as possible.
2. Booking Amendments
Once the booking has been confirmed it is non-transferable. If amendments are possible an additional cost will be incurred.
Should you wish to cancel after your booking has been confirmed the following charges will apply:
a) within eight week of start date full costs
b) within ten weeks of start date 50% of the amount stated on the Booking Confirmation
c) up to 10 weeks of start date 25% of the amount stated on the Booking Confirmation.
4. Reduction in Numbers/Surcharges
Activity costs will be reduced accordingly up to a maximum of 20% with the exception of booking with 10 or less and ongoing programmes which will be charged as stated on the Booking Confirmation. Staffing costs remain fixed and will be charged as indicated on the confirmation. Any payment made in advance will forgo the 20% reduction in numbers allowance. All half day bookings will incur a 10% surcharge with the exception of evenings and weekends. A surcharge of 10% up to a maximum of £200.00 will be made for all confirmations received at the centre after the due date.
5. Medical Conditions/Special Needs
Details of all medical conditions/special needs (e.g. asthma, allergies etc.) of participants must be detailed on the group registration form. The Centre must be informed of all other medical conditions/special needs, including behavioural issues, at the time of booking.
The group leader takes complete responsibility for their group, including safety, behaviour and compliance with all terms and conditions, and must remain on site for the duration of the visit. For self-run activities they must also ensure that their leaders are suitably trained/qualified to run sessions. If using HOAC Instructors, the group leader is fully responsible for the group outside of session times, including the lunch break.
7. Self Run Groups
All leaders running activities must be aged 18 or over and have received specific training by HOAC. Training is valid if used regularly e.g annually. Leaders whose training has lapsed must advise the centre prior to the visit. In the case of Canoeing the minimum requirement is UKCC BCU Level 2 Kayak Coach . Leaders must only run activities for which they have been trained and in accordance with HOAC ratios and rules.
The Centre has third party and public liability insurance cover with Zurich Municipal. Leaders are advised to take out third party liability cover for themselves and to consider personal accident insurance for their group prior to any activity. Statutory groups, such as schools, will normally have their own insurance cover automatically. Others should take professional advice. It is also advisable to insure against the risk of cancellation. Participants (including juniors) are advised that they participate in all the activities at their own risk.
9. Day of Visit
On arrival you will be met and taken to your allocated area. The group leader should bring the completed Group Registration Form giving full names and any medical or special needs information, to the Office. This form is enclosed with your booking information. It is the sole responsibility of the group leader to ensure that they have a list of emergency contact details for group members. This information must be accessible at all times during your visit.
All water users must be aged eight or above and able to swim 10 metres (NOTE: the leader requires parental confirmation of this in writing for all participants under 18). An approved buoyancy aid must be worn at all times when on or near the water or pontoons. Swimming is NOT allowed unless under the direct supervision of a HOAC Member of Staff. The minimum age is seven years old for specific land activities and eight years old for all other activities. Suitable footwear must be worn at all times both on and off the water. Activities will go ahead regardless of weather conditions unless deemed unsafe, an alternative activity will be substituted. Please note that the consumption of alcohol is prohibited at HOAC. HOAC reserves the right to cancel or curtail any activity if safety is in anyway compromised.
Photographs taken by HOAC staff will only be used for HOAC publicity purposes, and will not be passed on to third parties.
By invoice after the event. The full amount must be received within 30 days of the date on the Invoice. Where past invoices have been overdue HOAC reserves the right for full payment in advance.