Holiday Club Booking Terms and Conditions

These Terms and Conditions apply to all Holiday Club bookings at Bowley International Scout Centre (“Bowley”), which is wholly owned and operated by East Lancashire County Scout Council (“we”, “us”, “our”). By booking a place, you agree to these Terms and Conditions.

1) Holiday Club dates and places

1. Holiday Club sessions run on dates advertised by Bowley throughout the year. Dates, times, age ranges, and activities are set at Bowley’s discretion and may vary by session.

2. Places are limited and allocated on a first come, first served basis.

3. We may need to make reasonable changes to the programme due to weather, staffing, safety, or operational requirements. We will always aim to provide a safe, fun day with a similar overall experience.

2) How to book

Private bookings

1. Private bookings must be made online via Bowley’s booking system (or booking form where stated). We cannot accept private bookings by telephone.

2. Full payment is required at the time of booking unless stated otherwise.

Holiday Activities and Food (HAF) bookings
3. Some sessions may be available through the Holiday Activities and Food programme (“HAF”) via Hyndburn Borough Council.
4. We cannot accept HAF bookings directly and cannot reserve or create HAF places ourselves.
5. All HAF bookings must be made through the official HAF website/booking route provided by Hyndburn Borough Council. Any eligibility, codes, or booking rules are managed by the Council, not Bowley.
6. If you contact us about HAF, we can share general information about the session at Bowley, but we cannot complete the booking for you.

3) Information you must provide

1. You must provide accurate parent or guardian details, emergency contacts, and any required consent information at the time of booking.

2. You must tell us about any relevant access needs, disabilities, medical needs (including allergies), dietary requirements, sensory needs, or behavioural support needs at the time of booking.

3. We may contact you to discuss the information provided so we can plan the right support and keep everyone safe. If essential information is not provided, we may be unable to accept or continue a booking.

4) Drop-off, collection, and late collection

1. You must drop off and collect your child at the advertised times and follow the sign-in and sign-out process.

2. Your child must be collected by a parent or guardian, or by a person you have authorised in advance, with photo ID if requested.

3. If you are late collecting your child, we will keep them safe and supervised until you arrive. We may apply a late collection charge where stated in the booking information, and persistent late collection may result in future bookings being refused.

4. If a child is not collected and we cannot contact a responsible adult, we will follow our safeguarding procedures and may contact the relevant authorities.

5) Health, medication, and illness

1. Do not send your child if they are unwell, have a contagious illness, or are not well enough to take part in normal activities.

2. If your child needs medication during the session, you must follow the medication process described in the booking information. Medication must be clearly labelled and provided with clear written instructions.

3. In an emergency, we will seek medical assistance and contact you using the details you provided. You are responsible for updating your contact information.

6) Behaviour and participation

1. We want Holiday Club to be safe and enjoyable for everyone. Children are expected to behave respectfully towards other children, staff, and the site.

2. If a child’s behaviour puts themselves or others at risk, or seriously disrupts the session, we may contact you to collect them early. In these circumstances, refunds are not normally provided.

7) Clothing, personal items, and lost property

1. Children should arrive dressed for outdoor activity, including appropriate footwear and weather-appropriate clothing, unless the session information says otherwise.

2. Please avoid bringing valuables. We are not responsible for loss or damage to personal items.

3. We will hold lost property for a reasonable period, then donate or dispose of unclaimed items.

8) Changes to your booking (private bookings)

1. Requests to change a private booking (for example, correcting details, changing dates where available) must be made in writing to bookings@bowley.org.uk.

2. We will try to help where we can, but changes are subject to availability and may be refused. We cannot guarantee moves to alternative dates.

9) Cancellations and refunds

Private bookings

1. Cancellation terms will be as advertised at the point of booking. Unless stated otherwise for a specific session:

   • cancellations more than 14 days before the session: full refund to the original payment method

   • cancellations 14 days or fewer before the session: no refund

2. If we can resell your child’s place, we may offer a discretionary refund or partial refund, but this is not guaranteed.

HAF bookings
3. HAF cancellations, amendments, refunds, and no-show rules are managed by Hyndburn Borough Council via the HAF booking system. Bowley cannot cancel or amend HAF bookings on your behalf.

10) If we cancel or change a session

1. We may cancel a session due to exceptional circumstances (for example, severe weather, site safety issues, or staffing emergencies).

2. If Bowley cancels a privately booked session, you will be offered either:

   • a full refund, or

   • a transfer to another available date (if offered).

3. For HAF sessions, cancellation processes follow the HAF booking system and Council rules.

11) Photos and video

1. We may take photos or video during sessions for promotional and reporting purposes.

2. You will be given the opportunity to provide or withhold consent for your child to be photographed or filmed. If consent is not given, we will take reasonable steps to ensure your child is not included.

12) Safety, activities, and risk

1. Holiday Club includes a mix of indoor and outdoor activities and may include adventurous activities, subject to the session description.

2. All activities carry some level of risk. We manage risk through qualified staff, safe systems of work, and appropriate supervision.

3. You must follow any site rules and staff instructions shared at drop-off and collection.

13) Data protection

1. We will use personal information to administer bookings, provide care during the session, meet safeguarding obligations, and communicate with you.

2. We will handle personal data in line with applicable data protection law. Further details are available in our privacy information (where published) or on request.

14) Complaints and contact

If you have a question, concern, or complaint, please contact us at bookings@bowley.org.uk. We will aim to respond within a reasonable time.

15) Acceptance of these Terms

By completing a booking, you confirm that:

• you are the parent or legal guardian of the child, or have authority to book on their behalf, and

• the information you provide is accurate and complete, and

• you accept these Terms and Conditions.