TERMS & CONDITIONS FOR EVENTS, EXPEDITIONS & ACTIVITY CENTRES
1. Hertfordshire County Scout Council is referred to in this document as ‘HCSC’. A ‘Booking’ refers to a request by a group or individual to book an event or expedition, hire a campsite, accommodation, activity or any other facilities of HCSC. A booking may also include activities undertaken with our partner suppliers organised by HCSC. The ‘Group Leader’ refers to the individual with whom HCSC deals with in relation to a booking. HCSC will regard the Group Leader as having final responsibility for all matters relating to a booking, including payment of fees. ‘The HCSC Manager’ refers to the Activity Centre Manager of any of our centres, the organiser of an HCSC Event or Expedition and/or Assistant Managers or Event Management Team.
2. An HCSC booking can be reserved for no more than 14 days by phone or e-mail. The booking form and relevant deposit must be received within this period for the booking to be confirmed. A receipt confirming the booking will be sent to the Group Leader. If a booking form and deposit is not received within 14 days your booking will be regarded as cancelled.
3. All prices exclude VAT. Where applicable, VAT at the current rate will be added to fees.
4. The deposit specified in the price list/event information must accompany all bookings. The deposit is not refundable.
5. The final payment for a booking must be made 14 days before the booking commences, unless otherwise agreed in advance between the HCSC Manager and the Group Leader. In such cases, the final payment for a booking must be made by the date agreed. At the discretion of the HCSC Manager, Scout and Guide final balance at HCSC Activity Centres only final may be settled on the day of departure. Failure to comply with our payment terms may result in your booking being cancelled and the Group Leader or individual being liable for the total cost.
6. Late payments will incur a charge of £10.00 plus interest at the rate of 10% per week or part thereof.
7. Payments may be made by cash, cheque issued by the group or organisation making the booking, by credit or debit cards or by electronic funds transfer. All cheques should be made payable as specified on the provided payment details and crossed ‘Account Payee only’. Credit and debit cards are subject to a minimum spend of £5. Receipts will be issued for all payments in respect of bookings. Any cheques returned not cleared by the bankers for HCSC will be subject to a £25.00 charge.
Any additions to numbers or activities 28 days or less before, or on the day of the booking will be added to the total payable and a final invoice will be issued to the Group Leader before the end of your booking. Settlement of this balance is due before departure from the Event or Activity Centre.
9. Cancellations must be made in writing to the Hertfordshire Scouts centre or event concerned. The acknowledgement sent by HCSC will state the effective date of the cancellation. In the event of a cancellation the following charges will apply:
- More than 60 days before commencement date – Loss of deposit
- 60 – 29 days before commencement date – 50% of total cost
- 28 – 1 days before commencement date – 100% total cost
- On or after the commencement date – 100% total cost
The percentages listed above refer to the total cost of the booking. However, the deposit will be forfeited in full even if it should be more than the subsequent total due. Note: Insurance to cover cancellation should be arranged.
10. Unless specified in the relevant event or expedition literature, any surplus funds generated by an event or expedition shall be retained by HCSC as general funds for use in delivering its charitable aims.
11. HCSC reserves the right to cancel, alter, or delay any event, expedition, camp, course, accommodation or activity where forced to do so by circumstances beyond our control, including but not limited to serious illness, severe weather or any other circumstances which would subject HCSC or any of its volunteers, employees or any of its participants to danger.
12. HCSC reserves the right to send away from an event, expedition, camp or activity, any person who in their judgement is found to be unmanageable or a danger to the safety or enjoyment of others. In this event no refund will be given. Any additional costs and responsibility involved in removing the participant will be borne by the group.
13. Participants must be physically fit to take part in camps and activities run by HCSC and free from any illness or conditions that may render the camp or activity hazardous. Participants in water-based activities must be able to swim 50 metres fully clothed as specified by Scout Association rules. It is the responsibility of the Group Leader to ensure that only those who comply with this rule participate in water activities. Other activities may require the wearing of safety equipment such as helmets or buoyancy aids. Where such equipment is specified by HCSC, participants must wear it at all times during the activity. Certain activities are only suitable for specific age groups and these age restrictions must be adhered to. HCSC accepts no responsibility when groups fail to adhere to these rules.
14. It is the responsibility of the Group Leader to familiarise themselves with the ‘Roles and Responsibilities’’ documents for groups at HCSC Activity Centres. Some activities are potentially dangerous if not skilfully managed. Safety must therefore be paramount and all participants must accept that the decision of the activity instructor is final and must at all times be accepted by the participants. HCSC will accept no liability for problems arising from failure to accept and/or respond to the authority and instructions of the instructor or event organisers.
15. Any and all photographs, videos, or other recorded media may be used by HCSC for marketing or advertising purposes without any payment or compensation being offered and without any request being made to the featured parties. Should any participant in an HCSC booking be subject to any specific restrictions around capture of their image, this should be made clear to the HCSC Manager by the Group Leader.
16. No Liability is accepted for:
Loss of or damage to any personal property belonging to or travelling with the members of any group. For example; watches, jewellery, cameras or clothing.
Losses or additional expenses due to delays or changes in travel services, sickness, weather, strikes, riots, war, quarantine or any other cause.
Personal injury or death of any participants however caused unless by proven negligence of HCSC.
17. It is the responsibility of the Group Leader to ensure that all areas (including buildings, campsites and equipment) used by their group are left in a clean and tidy condition at the end of a booking.
In the event of any damages caused by participants to property or equipment in use by HCSC, except by fair wear and tear, the group will be charged the full replacement cost. Any damages must be reported to a member of HCSC staff/event organisers immediately.
19. All information given in any literature produced by or on behalf of HCSC is correct at the time of going to press. It is given in good faith and is intended as a guide to events, expeditions, accommodation, camping and activity facilities available and may be altered without notice to suit differing seasonal or other conditions.
20. If you have any complaint arises during a booking, please notify the Event Organisers or Activity Centre Team. HCSC will do our utmost to find a speedy and satisfactory solution. In the event that the Group Leader is not satisfied with the solution please complain in writing to The Event Organiser or Activity Centre Manager within 14 days of the end of the booking.
21. For the comfort, health and safety of all concerned, smoking is forbidden during any of the activities. Smoking will only be permitted in designated areas in accordance with the “Right to a Smoke Free Scouting” policy. Smoking will only be permitted by persons over 18 years of age.
22. NO alcohol may be consumed during any activities. Alcohol may be consumed during leisure time as stated in the programme by persons over the age of 18 and only in line with the “Scouting and Alcohol checklist for adults”. Under NO circumstances will anyone under the influence of alcohol be permitted to participate in any activity organised by HCSC.
23. HCSC is covered by all necessary insurances.
24. It is the responsibility of the Group Leader to ensure that everyone over the age of 18, staying overnight at an HCSC Activity Centre or Event has a current clear DBS check.
Roles and Responsibilities
To ensure that young people and adults alike have the best possible experience and the most fun with Hertfordshire Scouts, the Group Leader should ensure that all accompanying adults are aware of their roles and responsibilities prior to the start of your group’s booking.
The roles and responsibilities of Leaders/Assistants upon arrival and departure:
1. To ensure that the young people in their group are appropriately supervised whilst in our car parks and arrival areas.
- We strongly advise that you nominate a leader from your group to meet participants at the car park/arrival area at the designated arrival/departure time.
- Please ensure that those collecting/dropping off young people are aware that Hertfordshire Scouts has a no dogs policy on all sites. Assistance dogs are permitted, but should be clearly identified as such.
2. Vehicles are only permitted onto camping areas with the express permission of the HCSC Manager and should be removed from these areas promptly once unloaded.
3. Please ensure that any buildings or gates are secured upon departure and that any keys are returned. Please do not share the codes that you are provided for doors or padlocks with any other group.
The general roles and responsibilities of Leaders/Assistants:
1. Group Leaders and accompanying adults are responsible for the overall care and well-being of the young people.
2. Whilst our instructors are responsible for the safe delivery of the activity session, the Group Leader & accompanying adults are still ultimately responsible for the participant’s welfare and behaviour.
- Please encourage young people to be considerate and polite, to keep our Centres tidy, to be punctual and to support and encourage each other.
3. Group Leaders and accompanying adults are required to accompany each group during an activity, unless specified otherwise.
4. Group Leaders and accompanying adults are to ensure that young people are behaving in an appropriate way, so that the activity can be both fun and safe for all involved. If a young person’s behaviour is continually preventing an activity from running well, the Group Leader/accompanying adult should take time to talk to the young person so that others are not disrupted.
5. For all activities, Group Leaders and accompanying adults are required to supervise the non-active participants, allowing the instructor to focus on one-to-one coaching.
- During activities, please ensure the young people have the correct clothing and footwear and that they bring their asthma pumps or other relevant medication to each activity. Young people should be actively encouraged to attempt all activities.
6. Group Leaders and accompanying adults have full responsibility for their groups during non-activity times; such as mealtimes, free-time and at bedtime.
- For those on catered packages, at mealtimes ask the young people to line up in an orderly manner, remember their manners when being served their meal, clear their plates, cups and utensils from the table and return them to the clearing station.
- It is the Group Leaders responsibility to ensure that those with specific dietary requirements make themselves known to HCSC catering staff and that the young person adheres to those requirements.
- It is the responsibility of the Group Leader to ensure any young person purchasing food items from HCSC retail outlets or vending machines adheres to any specific dietary requirements they may have.
- During free time, the young people must stay away from activity areas.
- Please ask the young people to respect the fact that other groups are onsite and therefore noise levels should be kept to a minimum from 22:00.
- Eating and drinking is not allowed in the bedrooms or in HCSC tents.
7. To ensure that issues are efficiently resolved, we request that matters of a serious nature be communicated by Group Leaders to the Event or Centre Management Team as soon as practicable possible and in any event prior to departure.
8. Group Leaders and accompanying adults are welcome to participate in the various activities, providing they have been present for the safety talk. This is a great opportunity for Group Leaders and accompanying adults to enjoy the challenge of trying something new and for young people to see their Group Leaders and accompanying adults in a completely new light!
The general roles and responsibilities of Hertfordshire Scouts instructors:
1. Hertfordshire Scouts instructors shall follow the relevant Activity Standards and Procedures to ensure that each activity is run safely.
2. Their main focus is to ensure that all members of the group can participate in each activity safely.
3. Hertfordshire Scouts instructors will work with leaders to re-enforce positive behaviour.
4. If the Hertfordshire Scouts instructor deems that safety could be compromised, they reserve the right to exclude individual young people and/or curtail the activity.
5. Whilst our instructors will offer support wherever possible, the pastoral well-being of visitors at all times is the primary responsibility of leaders/assistants and ultimately the Group Leader.