Terms & Conditions

Terms and Conditions – Scout Adventures Public Events
The following Terms and Conditions apply to all bookings made for all Scout Adventures Events that are open to the public and by making a booking you are agreeing to and accepting the following:
“Activities” – means those Activities taking place as part of any Scout Adventures Event’s programme. 
“Scout Adventures Public Event(s), Event(s)” – includes all Scout Adventures Events that are held at Scout Adventures Centres and are attended by Scout groups, non-members of The Scout Association and the general public “Booking Purchaser” - means the individual and/or party making the booking on behalf of a group or individual.
“Ticket User” - means any individual and/or individuals using the ticket to attend the event. The Ticket User may include the Booking Purchaser where relevant. 
2.1 Charges and payments
a) When a booking is made, in the first instance, it is regarded as a provisional booking until we send you the Confirmation of Booking email. Please note, a booking will only be deemed as fully confirmed once the payment received has been cleared. Full payment is due directly after completing the booking process.
b) Payments can be made:
  • Online via Cinolla (using Sagepay)
  • By cheque: It is the Booking Purchaser’s responsibility to ensure that the cheque made payable to ‘The Scout Association’ and that it is sent to and received by Scout Adventures. The booking reference number needs to be indicated on the back of the cheque.
  • By credit/debit card: It is the Booking Purchaser’s responsibility to contact the respective Scout Adventures reception desk to pay by debit/credit card.
c) Tickets are sold subject to the management’s right to alter or vary the Event’s programme due to circumstances beyond its reasonable control without being obliged to refund monies or exchange tickets. This can include change to publicised Activities
2.2 General booking information
a) All bookings are subject to Policy Organisation and Rules of The Scout Association (POR) which can be viewed here: http://scouts.org.uk/media/927536/POR-May-2018.pdf 
b) Scout Adventures reserves the right to cancel bookings which have not been paid for, without notifying the Booking Purchaser.
c) The Booking Purchaser is responsible for checking all booking details as mistakes cannot always be rectified later and any required changes are subject to adequate notice and availability.
d) We reserve the right to cancel bookings which we reasonably believe to have been made improperly and/or in breach of POR. 
e) It is the responsibility of the Ticket User to check whether an Event has been cancelled and the date and time of any rearranged Event. If an Event is cancelled or rescheduled, we will use reasonable endeavours to notify Ticket Users of the cancellation. Scout Adventures cannot guarantee that Ticket Users will be informed of such cancellation before the date of the Event. Ticket Users are advised to read any additional information published on the Event website before attending the Event.
f) Whilst every effort is made to honour your booking as it was at time of confirmation, Scout Adventures reserves the right to make changes where necessary. On these occasions we will inform you of any changes as early as possible and allow you the option to cancel the booking without penalty. 
g) The management reserves the right to refuse admission should there be any breach of the POR. 
h) Tickets may be restricted to a maximum number per person. Scout Adventures reserve the right to cancel tickets purchased in excess of this number. 
2.3 Changes and cancellations 
a) Any changes to or cancellation of a booking must be confirmed in writing or will not be valid. Cancellation charges might apply to items booked – including catering (where applicable), campsites, indoor accommodation and Activities.
b) The Booking Purchaser is entitled to cancel the booking in total or for any party member(s) subject to the Booking Purchaser providing Scout Adventures with written notice and paying the following cancellation charges:
  • Up to 120 days before Event = 0% of the total bill
  • Up to 61 days before Event = 50% of the total bill
  • 60 days or less before Event = 100% of the total bill
c) It is the Ticket User’s responsibility to pay for any amendments to the booking made on site immediately. This includes adding participants or purchasing pre-booked meals and merchandise etc. The offer of additional catering and/or merchandise item is subject to availability. 
d) There is no obligation for Scout Adventures to provide refunds. Refunds will be considered at the sole discretion of Scout Adventures and will be dealt with on an individual basis.  Changes to the Event programme are covered in section 2.1.c of these terms and conditions and will not necessarily be considered just cause for a refund in the majority of cases. 
3.1 Use of Centre Facilities and Services
a) On arrival the Ticket User must check in at reception as soon as possible. 
b) If ticket availability allows, additional people can be checked in. The payment will be processed directly by our Reception Team. 
c) Groups and individuals visiting a Scout Adventures site agree to abide by The Scout Association’s Health & Safety and Child Protection policy. Copies of this information is available on request. It is the Ticket User’s obligation to ensure this is read and understood prior to arrival by all members of his party. 
d) Use of the centre and facilities is subject to your agreement to follow the “site rules” which includes taking all reasonable steps to minimise disturbance to other guests. Site rules for specific centres are available on request. It is the Ticket User’s responsibility to ensure that all members of their party have been informed and understood the site rules.
e) Everyone taking part in Activities must do so at their own risk and acknowledge that there is some element of risk. When you join or make a booking with Scout Adventures regardless whether or not you have signed a formal document you indicate that you accept that no legal liability is accepted by Scout Adventures in the event of accident or injury arising to participants or spectators from use or misuse of the equipment and facilities provided by Scout Adventures in participation of Activities.
f) All groups and individuals visiting a Scout Adventures site agreed to follow all relevant statutes, safety announcements and venue regulations whilst attending the Event. Breach of any of these conditions or any unacceptable behaviour likely to cause damage, nuisance, and injury or bring The Scout Association and Scout Adventures into disrepute shall enable the Event management to request you leave the Event.
g) Scout Adventures reserves the right to charge groups and individuals for any damage caused to buildings and/or equipment caused by members of your group or individuals during your stay. 
h) All itineraries and programmes are subject to alteration due to weather and/or operational factors. In this Event we will inform you as soon as is reasonably possible. 
i) All adults working for or on behalf of Scout Adventures, whether employee, contractor or volunteer are members of the Scout Adventures staff team. 
j) Fireworks and amplified sound equipment may not be used on site at an Event without the permission of Scout Adventures.
3.2 Supervision of minors
a) Adults accompanying minors agree to act “in loco parentis‟ at all times and assume responsibility for all young people (i.e. a person under 18 years of age) in their party. Scout Adventures staff only provide instruction during Activities and must not be relied upon for the supervision of young people unless expressly agreed by them. It is both the Booking Purchaser responsibility to be aware and inform other adults in their party of these requirements.
b) There is no minimum ratio of adults to minors, the Booking Purchaser is responsible to ensure a reasonable ratio of adults to minors within their party. We suggest a ratio of one adult to six minors aged eight years and younger; one adult to eight children between nine and ten years and one adult to twelve children age eleven to fourteen years. 
3.3 Property 
a) We do not accept responsibility for the property of Event attendees.  Whilst we will do our best to accommodate baggage and/or other belongings (please enquire at reception), any items deposited with us or left unattended on the premises are deposited and/or left at the owners risk and without any liability on the part of the Scout Adventures.
3.4 Vehicles on site
a) All vehicles must display the vehicle permits provided by Scout Adventures at all times.
b) Where vehicles are causing an obstruction or are incorrectly parked, Scout Adventures reserve the right to tow such vehicles out of the way without the owner’s express permission and will not be liable for any costs and/or damage caused as a result. Where unreasonable damage is caused to the site (including fields) by vehicles, Scout Adventures reserves the right to charge the vehicle owner or driver for such damage.
3.5 Duration of stay 
a) The duration of stay is depend on the individual booking and can vary for each Event. The duration of stay is confirmed in the Confirmation of Booking email.
b) Arrival and departure dates/times are confirmed on the Event’s website or in writing prior to the Event. It is the responsibility of the Ticket User to ensure that their planned itinerary matches the Event’s arrival and departure time. Arrival or departures outside of these times must be agreed in writing and may be subject to further charges. 
3.6 Promotional and Marketing 
c) At certain times Scout Adventures commission professional photographers and videographers to take pictures/videos at their centres for use in their promotional material. Ticket Users should be aware that on occasion they and their party might be photographed, filmed or audibly recorded (in addition to security CCTV systems) for promotional purposes. 
d) It is the Ticket User’s responsibility to notify Scout Adventures prior to their visit if any members of their party do not want to appear in any such photography. It is advised to notify the Centre Management at the respective centre upon arrival.
3.7 Force Majeure 
a) Scout Adventures shall not be liable for any delay in performing or failure to perform any obligation or alterations and cancellations due to any cause beyond Scout Adventure’s reasonable control including strikes, lock outs, labour disputes, acts of God, war, riot, civil commotion, terrorism, malicious damage, threats to safety, compliance with any law or governmental order, rule, regulation, or direction, accident, environmental contamination, pandemic, outbreak of disease, breakdown of plant or machinery, fire, flood, storm, difficulty or increased expense in obtaining staff, materials, goods or raw materials in connection with the performance of this agreement. 
3.8 Insurance and Liability 
a) The Scout Association has legal liability insurance to cover its potential liabilities to visitors to its Scout Adventures sites and for participants in Activities. 
b) Users of Scout Adventures sites should consider whether they wish to obtain other insurances, such as cancellation or personal accident insurance. 
3.9 Website
Copies of our Terms and Conditions can be requested via gilwellpark@scoutadventures.org.uk 
3.10 Complaints
a) Where you have a complaint about a service or facility provided by Scout Adventures you should contact the Centre Management in the first instance to discuss your concerns, via email to gilwellpark@scoutadventures.org.uk
b) Failing a resolution from the above, formal complaints should be sent in writing to the Commercial Director at the same address, who will acknowledge receipt of the complaint within 3 working days.  The response will include details of any next steps and/or any actions we intend to take.