Houseparty @ Bethany School 2017

Saturday 12th – Sunday 20th August 2017

Booking conditions & Information

About us

We are a long-established Christian houseparty for 11-16 year-olds offering an enjoyable holiday on a pleasant and well-resourced school site. We put on a daily programme of activities and also give young people time and space to relax with friends, old and new. We encourage them to develop lasting friendships – a real strength of this houseparty! We provide opportunities for young people to explore what Christian faith can mean for them, and a variety of ways in which they can mature in this faith, as appropriate.

We have a very experienced leadership team from a range of backgrounds, ages and professions. Most have been on the houseparty as teenagers or helpers so they know what's involved. Some leaders come with their families and this adds to the great atmosphere. The leaders give time, energy and commitment and do so because they love it! All are subject to stringent checks, in line with the houseparty’s Child Protection Policy, including a DBS check. We also take up two written references on every leader on their first time at houseparty and every two years thereafter to confirm ongoing suitability for their leadership role.

Accommodation is in boarding houses in rooms sleeping up to five. A leader looks after each group. There are three cooked meals a day – plenty of healthy options and a variety of menus to cater for all tastes. We are happy to provide for medical dietary needs and vegetarian diets if notified in advance. There is qualified medical cover on site.

How do I book?

Complete all sections of the Application Form and send it to Frances Tomlinson-Mynors, Littlebrook, Middle Road, Lytchett Matravers, Dorset BH16 6HJ. The completed application must be accompanied by a non-returnable deposit of £60 – payment details are on the form. Applications will be dealt with on a date-received priority basis, and you will receive an email of confirmation regarding your booking once it has been processed. The balance of the holiday fees is due eight weeks before the start of the holiday. You will not receive a reminder of the balance due. If payment is not received by this date, we reserve the right to advise you of cancellation of your booking and the loss of your deposit. If you book within eight weeks of the start of a holiday, full fees are due with the application. Holiday places are limited so please book early.

What is included in the cost of the holiday?

The price includes full board and accommodation and a wide range of activities. The brochure gives details the type of accommodation, activities and any travel arrangements included in the published price. Optional off-site activities may incur an additional cost which we will let you know about before the holiday starts; they are unlikely to exceed £30 in total. A modest amount of pocket money to spend at the tuck shop or the bookstall is all that is required. Pocket money is not included in the cost of the holiday. All meals on the holiday are included in the cost, from the evening meal on the day of arrival to lunch on the day of departure.

What about price increases?

Urban Saints Holidays reserves the right to alter or cancel any activities, accommodation, travel or other arrangements if unforeseen circumstances arise. If the price of your holiday is liable to a surcharge as a result of currency fluctuations, or an increase in transportation costs, we will bear any cost increases up to 2% of the holiday fee. However, we reserve the right to impose a surcharge if our costs increase by more than 2%. If any surcharge equates to more than 10% of the holiday price, you will be entitled to cancel, with a full refund of all money paid. Should you decide to cancel because of this, you must exercise your right to do so within 14 days from the issue date of the printed notification. We will not increase any fees within 30 days of the start of the holiday.

What if I should cancel?

If you decide to cancel your application you must inform the Booking Secretary in writing. Notification of cancellation will only be effective from the date it is actually received in writing. If more than 56 days notice is received prior to commencement of the holiday, only the deposit is forfeited. If your cancellation is received less than 56 days prior to the commencement of the holiday, the following charges will be made:

56 – 43 days 35% of total brochure price

42 – 29 days 75% of total brochure price

28 days or less 100% of total brochure price

We strongly encourage you to take out insurance to cover any loss of fees due to cancellation.

What if the holiday is cancelled by Urban Saints?

We will only cancel a holiday if the minimum number of bookings required for the holiday to take place has not been received, or if unforeseen circumstances arise outside our control. In such an event we guarantee to refund any fees in the following manner: if the holiday has not started, fees will be refunded in full or, if an alternative holiday is chosen, any difference will be refunded. If part of the holiday has taken place then a proportion of the fees appropriate to the circumstances will be refunded.

What about insurance?

You are strongly advised to take out cover against cancellation, personal accident and theft. Personal property is the young people’s responsibility at all times, unless any loss or damage is due to our negligence or failure to carry out our responsibilities. Urban Saints are insured for public liability up to £10m. The leaders are willing to look after valuable items such as musical instruments, if asked, but while we will take all reasonable steps to safeguard them we cannot accept liability for loss or damage. Children will be advised to deposit all their surplus cash with the banker, and should it be lost or stolen while in our safekeeping we will cover the loss.

Kayaking and rock-climbing.

If we are able to offer this, it is organised and insured through the Kent County Council Bewl Water Outdoor Centre. Their conditions are as follows:

Outdoor and adventurous activities, like most things in life, are not completely risk free. Whilst your safety is our 1st priority and we minimise the risks associated with each activity, it should be understood and accepted that some things are beyond our control and that bruises, bumps and scrapes occasionally happen. All course participants should be physically able to undertake the activity. Please notify us of any possible relevant conditions and consult with your doctor prior to booking should you have any concerns.

All participants must comply with the instructions given by the Centre Staff. Participants in watersports should be confident in water. Weak/non swimmers may still be able to participate in waterbased activities but only with prior notification.

Contractual terms

In compliance with the Package Travel, Package Holidays and Package Tours Regulations 1992, you need to be aware that as soon as the request for a place has been acknowledged in writing, a contract exists between Urban Saints, Kestin House, 45 Crescent Road, LUTON, LU2 0AH and the parent or guardian of the young person wishing to attend the holiday, should he/she be under 18 on the day the application is accepted.

Bad behaviour

It is expected that all participants at an Urban Saints Holiday will behave reasonably. Anyone who grossly or repeatedly misbehaves will be sent home. Collection from the holiday will be the responsibility, and at the expense, of the parent/guardian. Parents will be required to pay for deliberate damage caused by their children.

Smoking, alcohol and illegal substances

Smoking and alcohol are NOT permitted on Urban Saints Holidays. In the unlikely event of anyone being caught in possession of controlled drugs, they will automatically be referred to the police.

You will be sent a letter containing further details of houseparty at the beginning of July, along with a medical form to complete.

Houseparty @ Bethany School 2017

Complete the application form and send to:

Frances Tomlinson-Mynors, Littlebrook, Middle Road, Lytchett Matravers, Dorset, BH16 6HJ

Young person’s details: Male/ Female

Full name
Address
Postcode
Date of Birth
Home phone number
Parents’ name
Parents’ mobile
Parents’ email

Declaration – to be read and signed by the young person

I understand that there will be Christian teaching on the holiday. I agree to give my support and co-operation to the Holiday Leader. I will behave appropriately at all times.

Signed: (young person)

Other information relating to the young person (required for all applicants):

We are committed to making our events and experiences as accessible and inclusive as possible so that everyone can get the best out of their time with us. To help us serve you as well as we can please discuss with us before houseparty the things that would help you most. If we don’t know in advance what you would like we may not be able to offer it. A medical form will be sent from the Holiday Leader shortly before the holiday commences. However, it will help us if you would complete the following: Is there any information which you would like the Holiday Leader to be aware of in planning the holiday, e.g. dietary requirements / any major disabilities or health care needs / any behavioural or social problems

Who is the leader who invited you who will be coming to houseparty?

.

Declaration and payment

(To be signed by a parent/guardian if applicant is under 18, or by applicant if 18 or over)

• I agree to the Booking Conditions that accompany this Application Form. I support and approve my son/daughter/ward taking part in this holiday. By signing this, I apply for my child/ward to become a temporary member of Urban Saints and acknowledge that this will happen on acceptance of this application. I understand that Urban Saints will keep a record of my child’s name, address and attendance at this event to comply with safeguarding requirements

• Urban Saints will treat the information given on this form in total confidence (except as required by law) and store it in full accordance with the Data Protection Act 1998. It will be kept so that we can provide you with the information and services that best match your requirements and preferences. We may take videos and photographs of holiday activities, and attendance at a holiday signifies agreement that these may appear in future publicity or other materials produced by Urban Saints, or materials produced by other organisations in sympathy with Urban Saints and to whom express permission to use the videos/photographs has been granted. Your details will only be made known to others outside of Urban Saints where we use, or collaborate with, other people or organisations to carry out work on our behalf. A duty of confidentiality will be imposed on such people and organisations.

Cost of holiday / £290
Deduct deposit / £ 60.00
Balance due by eight weeks before the start of holiday / £230

A deposit of £60 is required to book a place. You may pay by cheque or by internet transfer. If paying electronically please use your child’s name as the reference. Please also email to say that you have paid to assist with record keeping.

The bank details are: Crusader Houseparty sort code:20-68-79 account number: 63610365.

I enclose a cheque for £ (payable to Urban Saints) / I have paid £ electronically (delete as appropriate) and agree to pay the outstanding balance at least eight weeks prior to commencement of the holiday.

I’m happy for Urban Saints to keep me informed of news, events and appeals by email □; by post □; by text □.

Signed: / Date:

You are welcome to pay by instalments: If you would like to do so, please email to let me know you are doing this.

5. Parental consents for activities

Please read carefully what we are asking you to consent to and sign where indicated to show agreement.

I give my consent for my child to take part in the full range of activities on offer at houseparty, including those run offsite. These typically include, but are not restricted to: athletics, basketball, canoeing/kayaking*, craft, cricket, crusaderball, dance, drama, football, frisbee, hockey, podex, rock climbing*, rounders, squash, swimming, table tennis, tennis. (*optional offsite activities which may incur an additional cost).

Signed: / Date:

Urban Saints is the operating name of The Crusaders' Union, a registered charity in England and Wales (223798) and Scotland (SCO39313)