GROUP BOOKING FORM
GROUP NAME:CONTACT NAME: / POSITION:
ORGANISATION ADDRESS:
ORGANISATION PHONE: / ORGANISATION EMAIL:
MOBILE: / PERSONAL EMAIL:
EXPERIENCE OF THE GROUP:
NUMBER IN GROUP: / NUMBER OF HELPERS:
AGE OF GROUP: / GENDER:
ACTIVITIES REQUIRED: / DATE:
TIMES:
ANY SPECIAL NEEDS/ MEDICAL REQUIREMENTS:
AIMS OF THE GROUP: could be teamwork, fun, training, curriculum related
HOW WILL THE COURSE BE PAID FOR? / CASH / INVOICE / CHEQUE
PURCHASE ORDER NUMBER:
I have had brought to my attention the Terms & Conditions relating to this booking, in particular, those concerning cancellation.
I understand that booking is accepted on the understanding that Bear Creek Adventure safety regulations are observed.
I accept that Bear Creek Adventure Ltd, is not under any liability whatsoever in respect of loss or damage to personal property, not caused by negligence or default of Bear Creek Adventure Ltd, its suppliers and its agents whilst attending the course.
We occasionally take pictures/video for promotional purposes, including, (but not limited to) online, printed material and press releases. If any member of your group wishes NOT to appear in any such photography/video please let us know in writing prior to the course, and once again on the day ensuring that our staff with you is also made aware of any such restrictions.
I confirm that I have read and understand the terms and conditions and have entered all information correctly on this form. Please accept this tick box as my signature
Name:
Date:
CONDITIONS OF GROUP BOOKINGS
Valid for booking from the 1st March 2016 until further notice.
Bear Creek Adventure Ltd & Edgbaston Watersports reserve the right to cancel or modify their courses due to
safety considerations and factors beyond our control.
Our instructors always follow the guidelines laid down by the National Governing Bodies
Liability and Insurance
1. THE CENTRE accepts its responsibility to make its courses as safe as is reasonably practicable. However, adventurous activities are inherently hazardous and cannot be completely risk free, however hard we try.
2. Accidents can happen without any contributory negligence from the centre or its staff. The centre can accept no responsibility for loss or damage to personal property or for personal injury not arising as a result of its own act or default.
3. All participants must be aware that any gross misconduct of loss or damage to Bear Creek Adventure Ltd & Edgbaston Watersports property (including facilities used) & equipment will be invoiced to the group at cost for repair/ replacement under the discretion of the Company Directors.
4. Bear Creek Adventure Ltd & Edgbaston Watersports is under no liability whatsoever in respect of loss, damage to property.
5. Participants are most strongly advised to arrange their own suitable insurance cover. Bear Creek Adventure Ltd & Edgbaston Watersports is unable to offer any form of insurance cover (other than public liability).
Health and Safety Considerations
1. Due to strenuous nature of some activities, all participants should be physically fit. Anyone with medical conditions must seek medical advice and contact us.
2. Teachers, Leaders and/or other adults accompanying their group agree to act ‘in the place of a parent’ at all times and will adequately supervise all members of the group. Where applicable, this responsibility is delegated to Bear Creek Adventure Ltd staff e.g. for activity sessions. It is the Party Leader’s responsibility to ensure that group member behave in a suitable manner and do not break a UK law. These matters must be discussed with the group prior to the visit.
3. Course participants will not be permitted to consume alcohol or drugs prior to or during courses. Bear Creek Adventure Ltd & Edgbaston Watersports staff reserve the right to refuse anyone considered being under the influence of drugs or alcohol.
4. Our group size is a maximum of 10 young people at any one time; a member of your staff must accompany each group. Bear Creek Adventure Ltd & Edgbaston Watersports staff has the right to refuse to continue the session/ activity if the group numbers are above the maximum number stated.
5. Where the situation necessitates it, we may need to consider increasing the costs or reducing the maximum group sizes to ensure that safety/ supervision is not compromised
6. The Group Leader signing the Booking Form is responsible for passing on any health requirement information for their group and agreeing to the Role of Group Leader’s leaflet & make all other staff aware of them.
7. It is required that each group member (under 18yrs) has completed a Parental Consent Form in accordance with the school/ organisation guidelines. Copies of such should retained by the accompanying staff.
Additional Information
1. We are continually working to enable everyone to enjoy the many benefits of our activities & courses. If members of your group have additional requirements, relating for example to disability, culture, etc, please provide full details at the time of booking.
2. Bear Creek Adventure Ltd & Edgbaston Watersports must be informed of any medical conditions (ie. asthma, epilepsy, deafness) or any other special needs of any/all participants.
3. We have measures in place to protect the personal booking information held by us. The contact details supplied, including postal address, telephone and email address, will only be used to fulfil booking administration and to communicate details of Bear Creek Adventure Ltd and our associated companies’ services. The personal information supplied about group members will only be used to allow our staff to provide our normal high standards.
4. The information contained in our company brochures is accurate and correct as far as can be reasonably ascertained on the publication date. If we discover ourselves or are notified of any subsequent changes to the details contained herein, we will advise you as soon as is reasonably possible.
Bookings and Payments
1. The booking form must be completed and signed by the Group Leader/ Co-ordinator.
2. Provisional bookings can be made over the telephone but they must be confirmed by post within 14 days of the telephone booking.
3. A deposit of 25% will be required at the time of booking. The full amount is payable 30 days before the course.
4. NO PAYMENT – NO ACTIVITIES!!
Cancellations and Refunds
Cancellation by the client
1. All cancellations must be in writing.
2. Cancellations less than 30 days before the start date no refunds will be made.
Cancellation by Bear Creek Adventure Ltd & Edgbaston Watersports
1. Whilst every attempt is made to ensure that courses actually run, Bear Creek Adventure Ltd & Edgbaston Watersports will notify the client by telephone on the morning of the event or at the first opportunity to discuss the options where we believe on reasonable grounds that alteration/ cancellation is necessary due to dangerous/ adverse weather conditions and/or unsuitable conditions for the course activity. Bear Creek Adventure Ltd & Edgbaston Watersports has the right to cancel without refund due to Health & Safety reasons.
2. For all other reasons of cancellation Bear Creek Adventure Ltd & Edgbaston Watersports shall notify the client of any alteration to the agreed activity booked. Bear Creek Adventure Ltd & Edgbaston Watersports has the right to change the agreed activity for an alternative either equal or better value, at Bear Creek Adventure Ltd & Edgbaston Watersports discretion.
Changes to numbers
Where a price has been quoted per head this has been calculated in relation to the anticipated numbers given when making a provisional booking. Where a variation of greater than 10% in final numbers occurs, the actual price invoiced will vary. Any extra participants will be charged at the quoted per head figure. Where the final numbers are less than 90% of the provisional participants they will be charged as follows:
· Where participant take up is 75-90% of provisional numbers the invoice total will be 90% of the quoted amount.
· Where participant take up is less than 74% but greater than 50%, 75% of the quoted amount will be invoiced.
· Where participant take up is less than 50%, 60% of the quoted amount will be invoiced.
Examples:
Price quoted based on 100 participants = £1000
Only 80% of anticipated participants take part = £900
Only 40% of anticipated participants take part = £600
Bear Creek Adventure Limited
Registered in England and Wales number: 08312492
Registered Office: Edgbaston Watersports,
Icknield Port Road, Birmingham, B16 0AA