TERMS & CONDITIONS
We want you to be completely satisfied with your Fenland Adventure experience. Below are our terms and conditions, please take the time to read through them before you book. If you have any questions, please contact us to discuss them.
‘Fenland Adventure’ is Fenland Adventure Limited.
‘The Customer’ is the school or group that have contracted services with Fenland Adventure.
Provisional and Booking Confirmations
Once a provisional booking is made, you will be sent a 30% deposit invoice and a copy of these terms and conditions. The terms & conditions form part of the contractual agreement between Fenland Adventure and Customer. A booking is only considered to be confirmed once a deposit has been received.
Provisional booking is not available for hire. A booking is only considered to be confirmed once the full balance has been received. 07/01/2024
Product Pricing
Our official pricing for all products are displayed on our website 28/03/2023 are displayed in our brochure. Fenland Adventure is not required to charge VAT 05/04/2023
Evening activities will be charged at a rate of £50 per session (1 hour and 45 minutes) for up to 30 guests. Larger groups will be charged £50 per 30 person increment (Shacklewell Hollow only).
One adult space per agreed activity group is free of charge.
Outreach bookings within 50 miles of our registered office will not incur any mileage charge. Mileage is charged at 50 pence per mile, or 90 pence per mile when towing. 18/03/2024
Payment Terms 29/01/2024
Our default payment terms are detailed below:
Deposit Invoice: 4 weeks
Final balance invoice: 4 weeks
In the case that a booking falls within the 4 week term, full payment is required on booking. Where discrepancies occur between invoice and policy, the invoiced date will take precedence.
Six Weeks Prior to the Date of the Booking
The bookings team will contact you six weeks prior to your visit to confirm final numbers. This is the final point at which you can amend your booking. Following this confirmation, an invoice for the remaining balance is issued. Full payment is expected before the visit takes place.
Three Weeks Prior to the Date of the Booking
The bookings team will contact you to discuss and confirm your activity programme. You will also be issued a number of documents that you will be required to complete prior to your visit.
Cancellations
Should you need to cancel your visit, your deposit may be moved to a future booking. You will be liable for any costs incurred by Fenland Adventure for your original booking. Deposits are non refundable.
Cancellations are to be notified by email. If a cancellation is made up to 28 days prior to the first day of your visit, a 50% refund will be given. Cancellations made within 28 days of your visit will be liable for the full cost with no refunds given.
Force Majeure
We cannot be held responsible for cancelations, loss of enjoyment or additional expenses which are caused by circumstances amounting to force majeure such as war, the threat of war, riot, civil strife, industrial dispute, actual or threatened terrorist activity, act of God, governmental action, epidemic, disease, adverse weather or natural or nuclear disaster.
Day Visit Minimum Booking Requirement (Shacklewell Hollow)
A minimum of 15 young people are required to make a booking. Smaller bookings may be accepted at our discretion, however, will incur the cost of the minimum booking requirement (15 young people).
We reserve the right to amend the minimum requirements, either way, at our discretion.
A booking is defined as a single visit to site (day visit), the minimum booking requirement cannot be spread across multiple bookings.
Residential Visit Minimum Booking Requirement (Shacklewell Hollow)
A minimum of 20 young people are required to make a booking. Smaller bookings may be accepted at our discretion, however, will incur the cost of the minimum booking requirement (20 young people).
We reserve the right to amend the minimum requirement, either way, at our discretion.
A booking is defined as an individual mini or classic residential, the minimum booking requirement cannot be spread across multiple bookings.
Minimum Booking Requirements (Residential Outreach & Activity Days)
A minimum of 30 young people are required to make a booking. Smaller bookings may be accepted at our discretion, however, will incur the cost of the minimum booking requirement (30 young people).
We reserve the right to amend the minimum requirements, either way, at our discretion.
A booking is defined as an individual outreach visit, the minimum booking requirement cannot be spread across multiple bookings.
Minimum Booking Requirements (Winter Adventures)
A minimum of 15 young people are required to make a booking. Smaller bookings may be accepted at our discretion, however, will incur the cost of the minimum booking requirement (15 young people).
We reserve the right to amend the minimum requirements, either way, at our discretion.
A booking is defined as an individual outreach visit, the minimum booking requirement cannot be spread across multiple bookings.
Activity Programme
Every attempt will be made to run a programme as agreed. However, weather conditions and other factors beyond our control can prevent this from happening. We reserve the right to change the activity programme without notice if needed.
Insurance
All Fenland Adventure activities are covered by our Public Liability Insurance. We recommend that you arrange your own cover for personal accidents or loss/damage to belongings if required.
Pre-visit Information
You will be required to complete and submit the following documents:
Acknowledgment and Consent
Group List / Medical Details
Room Planning / Fire register
The Customer is to ensure all parents are issued the Parents Information document and that each young person arrives with all the listed essentials.
Group Leaders
Group leaders will be in loco parentis for the duration of their booking. During organised activity, Fenland Adventure will take responsibility for the young people, however, you will hold a duty of care throughout.
You will be responsible for the behaviour and conduct of your young people throughout. Where malicious damage is caused, you will be responsible for the cost of any replacement or repair. We will not accept inappropriate or offensive behavior, offenders will be asked to leave, no refund will be issued in these instances. In extreme circumstances, this may result in your booking being cancelled, no refund will be issued in these instances.
Group leaders are the nominated fire marshal over an evening and responsible for calling the emergency services if required.
Group Leaders are responsible for any medication required by their young people. While on an activity session, inhalers and medication is to be carried by the user.
Activity Sessions
Each activity group is required to be accompanied by a responsible adult. During activity sessions the responsible adult will take on a supervisory role under the guidance and instruction of Fenland Adventure members of staff.
Expected Standards of Behaviour
Those attending and/or taking part in a Fenland Adventure experience are expected to behave responsibly and respectfully throughout.
The safety of our guests is of the highest importance, therefore, it is imperative that all participants follow any and all safety instructions provided by instructors or senior staff, both during and outside of planned activity sessions.
Prior to all activity sessions the instructor will provide a safety briefing, it is expected that all participants listen and follow the safety instructions given.
It is expected that all staff, contractors and guests are treated with respect throughout. Abusive behaviour towards staff or other participants will not be tolerated and may result in participants being removed from activities.
It is expected that all staff, contractors and guests use the equipment provided and owned by Fenland Adventure in a respectful manor, malicious damage will not be tolerated.
If the behaviour of a participant continues to jeopardises their own safety or the safety of others, then he/she may be removed from the excursion.
Catering
Group leaders are required to inform Fenland Adventure of any dietary requirements prior to their visit. As group leaders have a duty of care throughout their stay, they are to actively monitor young people with severe allergies (Shacklewell Hollow only).
Group Leaders will be expected to supervise and assist with managing meal times, this will include managing the flow of young people to collect their meals. A member of the Fenland team will be present for each meal (Shacklewell Hollow only).
The Customer is responsible for providing all meals throughout the camp. During the agreed breakfast, lunch and dinner times, the group will be handed back to group leaders (Outreach only).
Sickness
Group leaders are to ensure that all members of their group are in good health, sickness or diarrhoea is to be clear for 48 hours prior to the event.
When a member of your group falls ill, the group leader will be responsible for contacting their parents or guardians and arranging for them to be taken home. The Duty Senior Instructor will assist you if they are not required on session.
Security
Fenland Adventure accepts no liability for the loss, theft or damage of any personal belongings.
The main gates are locked after arrivals and overnight to ensure there are no unannounced visitors. Group leaders are provided with a set of master keys to open and close the gate as required (Shacklewell Hollow only).
The Customer is responsible for the security of their young people and adults throughout the evening. There will be a defined hand over following evening activities.
Access and Space (Residential Outreach & Activity Days)
The Customer is to provide suitable inside and outside space for activity sessions, Fenland Adventure is to have sole and undisturbed access to these areas during activity sessions. The Customer is to provide a suitable camping location close to toilet facilities. The toilet facilities must be accessible 24hrs a day (Outreach only).
In some circumstances we may be required to set up equipment the evening prior to your camp. Fenland Adventure accepts liability for any equipment left on site over nights (Outreach only).
Referral Rewards
Where a booking is secured (deposit taken) from a new customer that originated via a referral made by a current customer (same year, deposit paid), the customer that made the referral will be entitled to an activity day FOC. The new customer must clearly state the contact name and email address of the person who made the referral during the booking process. The new customer must not be part of the school making the referral.
The number of free places will be limited to 30 young people.
The date of the activity day must be agreed no later than 60 days following the original referral.
We reserve the right to amend the number of free places, either way, at our discretion.