Booking Terms and Conditions

These Terms and Conditions apply to all bookings made with Bowley International Scout Centre, operated by East Lancashire Scout Council (“the Centre”, “we”, “us” or “our”) which is a registered charity in England for the benefit of young people and the wider community.

By making or amending a booking, the customer confirms that they have read, understood and accepted these Terms and Conditions.

1. Making a Booking

Bookings for activities should normally be made at least four weeks before the date of the activity. Bookings made at shorter notice may be accepted, however cannot be guaranteed.

Bookings for accommodation, buildings, campsites and facilities should normally be made at least one week before the booking date to allow for preparation and cleaning.

Due to demand, customers are strongly advised to make bookings for buildings and camping up to twelve months in advance and between three and six months in advance for activities wherever possible.

All bookings are provisional until the required deposit has been received.

2. Deposits and Payments

All bookings must be accompanied by a non-refundable deposit equal to 25% of the total booking value.

The deposit must be paid within fourteen days of the provisional booking being made.

Any booking for which the deposit has not been received within fourteen days may be cancelled without notice.

The balance of all charges must be paid in full no later than seven days before the intended arrival date.

Bowley International Scout Centre reserves the right to refuse access to the site, accommodation, activities or facilities where payment has not been received in full.

Any additional charges incurred during the visit, including but not limited to damage, cleaning charges or additional participants and activities, will be invoiced following the booking and must be paid within fifteen days.

3. Booking Amendments

Requests to amend a booking prior to arrival must be made in writing to bookings@bowley.org.uk.

Whilst on site, it may be possible to request additional activities, although they are subject to availability.

Amendments include, but are not limited to:

• Changes to participant numbers
• Changes to accommodation
• Changes to activities
• Changes to facilities
• Changes to dates

Requests to increase participant numbers, accommodation, facilities or activities are subject to availability and may incur additional charges.

Confirmation of Final Numbers

The final participant numbers for all bookings must be confirmed no later than 14 days before the start of the booking.

The numbers confirmed at this stage shall become the minimum chargeable numbers for the booking.

Any reduction in participant numbers, accommodation, activities or facilities after this point will be treated as a cancellation and charged in accordance with Section 4.

Additional participants may be added after this date subject to availability and payment of any additional charges.

For larger school, commercial or residential bookings, Bowley International Scout Centre reserves the right to request final numbers earlier where operational requirements make this necessary.

4. Cancellation by the Customer

All cancellations must be made in writing to bookings@bowley.org.uk.

The following cancellation charges apply:

More than 12 weeks before the booking start date

The non-refundable deposit only will be retained.

Between 12 weeks and 4 weeks before the booking start date

50% of the total booking value shall be payable.

Within 4 weeks of the booking start date

100% of the total booking value shall be payable.

For the avoidance of doubt, reductions in participant numbers, accommodation, activities, facilities or services are treated as partial cancellations and charged in accordance with the scale above.

Any cancellation charges remaining unpaid may be invoiced and shall be payable within thirty days.

5. Cancellation by Bowley International Scout Centre

In the unlikely event that Bowley International Scout Centre cancels all or part of a booking, any monies paid relating to the cancelled element of the booking will be refunded in full.

Where reasonably practicable, we will seek to offer alternative dates, accommodation, facilities or activities.

The Centre’s liability shall be limited to the refund of monies paid for the affected booking.

6. Activities

Whilst every effort will be made to provide booked activities, Bowley International Scout Centre reserves the right to amend, substitute or cancel activities where necessary due to:

• Weather conditions
• Instructor availability
• Equipment failure
• Safety considerations
• Operational requirements
• Circumstances beyond our reasonable control

Where an activity cannot be delivered, we will endeavour to provide a suitable alternative activity where reasonably practicable.

Participation in activities is subject to compliance with Centre rules, activity instructions and any applicable Scout Association requirements.

7. Supervision

Unless explicitly agreed otherwise in writing, responsibility for the supervision, welfare and behaviour of participants remains with the visiting organisation at all times.

Schools, Scout groups, youth organisations, businesses and other organised groups are responsible for maintaining appropriate supervision ratios throughout their visit.

The person making the booking shall be responsible for ensuring all participants comply with site rules and instructions given by Centre staff.

8. Medical Information and Additional Needs

The booking organiser must inform the Centre in advance of any medical conditions, disabilities, behavioural needs, allergies or dietary requirements that may affect the safe delivery of activities, catering or accommodation.

Failure to disclose relevant information may result in activities being restricted or cancelled where safety would otherwise be compromised.

The Centre reserves the right to refuse participation in activities where undisclosed medical or behavioural information gives rise to a significant safety concern.

9. Risk Management

The Centre will provide activity risk assessments and operational information where appropriate.

Visiting organisations remain responsible for carrying out any risk assessments required by their own governing bodies, employers, local authorities, insurers or internal policies.

Nothing within these Terms and Conditions removes the responsibility of the booking organiser to undertake their own due diligence before a visit.

10. Accommodation and Site Use

The booking organiser is responsible for ensuring that all members of their group treat Centre facilities, equipment and property with reasonable care and respect.

Bowley International Scout Centre reserves the right to charge for:

• Damage to buildings, equipment or facilities
• Missing equipment
• Exceptional cleaning
• Costs reasonably incurred as a result of the actions of individuals within the booking party

The booking organiser accepts responsibility for any such charges.

11. Behaviour and Conduct

Bowley International Scout Centre reserves the right to refuse admission to, or require the removal of, any individual or group whose behaviour:

• Is unsafe
• Is abusive, threatening or discriminatory
• Is unlawful
• Causes damage to property
• Disrupts other users of the Centre
• Brings the reputation of the Centre and/or Scouts into disrepute

No refund shall be payable where a booking is terminated or curtailed due to the behaviour of visitors.

12. Alcohol, Smoking and Vaping

Alcohol may only be consumed in accordance with Centre policies and any instructions issued by Centre management.

Smoking and vaping are only permitted in designated areas and always away from the view of young people.

Bowley International Scout Centre reserves the right to prohibit the consumption of alcohol where safety, safeguarding or operational concerns arise.

The use of illegal substances is strictly prohibited.

13. Photography and Publicity

The Centre may occasionally take photographs or video recordings for promotional, educational or marketing purposes.

Where appropriate, booking organisers are responsible for ensuring that suitable permissions have been obtained from participants.

Any participant who does not wish to be photographed should notify the Centre Crew on arrival.

14. Commercial Activities

No commercial activity, training delivery, retail sales, fundraising on behalf of third parties or profit-making activity may be undertaken from the site without the prior written agreement of Bowley International Scout Centre.

Additional charges, insurance requirements or conditions may apply.

15. Insurance

Visiting organisations are responsible for ensuring that they hold appropriate insurance cover for their activities, participants and property.

Bowley International Scout Centre accepts no responsibility for the loss, theft or damage of personal possessions brought onto the site.

Customers may wish to obtain cancellation insurance where appropriate.

16. Outstanding Debts

Bowley International Scout Centre reserves the right to refuse future bookings from any individual, organisation or group where monies remain outstanding from a previous booking.

17. Force Majeure

Bowley International Scout Centre reserves the right to cancel, amend or curtail bookings where circumstances beyond our reasonable control prevent the safe or practical delivery of accommodation, facilities or activities.

Such circumstances may include, but are not limited to:

• Severe weather
• Flooding
• Fire
• Epidemic or pandemic
• Industrial disputes
• Utility failures
• Government restrictions
• Public emergencies
• Acts of terrorism
• Any other unforeseen event beyond our reasonable control

In such circumstances, Bowley International Scout Centre will consider refunds, credits or alternative arrangements at its discretion, taking account of costs already incurred.

18. Liability

Nothing within these Terms and Conditions shall exclude or limit liability for death or personal injury caused by negligence, fraud or any other liability that cannot legally be excluded.

Except where prohibited by law, Bowley International Scout Centre’s total liability arising from any booking shall be limited to the total value of that booking.

The Centre accepts no responsibility for any indirect or consequential loss arising from a booking.

19. Group Categories and Pricing

Bowley International Scout Centre reserves the right to determine the appropriate pricing category for any booking based on the nature of the organisation, the activities being undertaken and the intended use of the facilities.

The Centre’s decision shall be final.

The following guidance applies:

East Lancashire Scouts

Scout Groups, Districts and Units registered within East Lancashire Scouts.

Other Scout Organisations

Scout Groups, Districts, Counties and equivalent Scout organisations registered outside East Lancashire Scouts.

Other Youth Groups

Not-for-profit organisations operating primarily for the benefit of young people under the age of eighteen. These organisations will generally be volunteer-led and do not include schools or organisations falling within the School category.

Schools and Educational Organisations

Nurseries, schools, academies, colleges, sixth forms, universities, forest schools and other educational establishments.

Charities and Community Organisations

Registered charities and community organisations whose primary purpose is not commercial gain.

Corporate and Private Hire

Businesses, commercial organisations, profit-making training providers, private functions, celebrations and any organisation not falling within another category.

20. Changes to these Terms and Conditions

East Lancashire Scout Council reserves the right to amend these Terms and Conditions at any time.

The version in force on the date the booking is confirmed shall apply to that booking.