Booking Terms And Conditions

Booking terms and conditions for activities

All bookings are made with OAKWOOD YOUTH CHALLENGE (OAKWOOD CLIMBING CENTRE, OAKWOOD OUTDOOR), Registered Company No: 04626174

1. Contents

1. Contents
2. Climbing Centre Sessions
2.1. Booking Procedure
2.2. Payment Terms
2.3. Online Bookings
2.4. Phone Bookings
2.5. Cancellation Policy
2.6. Rescheduling and Amendments
2.7. Session Rules
3. Group Bookings
3.1. Booking Procedure
3.2. Payment Terms
3.3. Cancellation Policy
3.4. Rescheduling
3.5. Damages
3.6. Changing Group Size

2. Climbing Centre Sessions

2.1. Booking Procedure

Bookings can be made by telephone, email or via the website.

2.2. Payment Terms

• We require full payment in order to reserve your booking.
• Vouchers can be used as an alternative method of payment. A valid voucher code
must be provided at the time of booking.

2.3.Online Bookings

• It is your responsibility to check you have booked the appropriate session online. We
cannot guarantee refunds for incorrect bookings. If you are unsure about your
booking, you must contact the centre within 24hrs from creating the booking to
check you are on the appropriate session.

2.4. Phone Bookings

• It is your responsibility to check that the details on the confirmation email are
correct. If for any reason these are different from the information you thought you
were given over the phone, you have 24hrs from creating the booking to contact us
to adjust these without losing the booking fee.

2.5. Cancellation Policy

• Cancellation 7 days or more (14 days for parties) before the booking is due to
commence will receive a full refund
• 100% of the booking fee will be forfeited where cancellation occurs within 7 days (14
days for groups and parties) before the booking is due to commence. We may waive
this in exceptional circumstances, however we reserve the right to reject any
request.
• 100% of the booking fee will be forfeited where a no show occurs.
• In the event of cancellation by Oakwood, we will offer a full refund or an alternate
booking date or time subject to availability.
• It is not possible for us to refund any travel costs or other costs incurred prior to the
cancellation.

2.6. Rescheduling and Amendments

• Changes to the booking can be made as long as this is carried out more than 7 days
(14 days for and parties) before the booking is due to commence.
• Changes to the booking within 7 days of the date you booked may result in a 100%
loss of your booking fee.
• Changes to the booking resulting in an increase in participants or length of session
cannot be guaranteed at any point. This is subject to our ability to accommodate the
increase and will be charged at our standard rate.

2.7. Session Rules

• While on session, the instructor is responsible for the group and its safety. They
reserve the right to stop a session or remove an individual should the behaviour of
that individual or group be infringing on the safety of themselves or others. No
discounts or refunds will be given for sessions ending early due to disruptive
behaviour.

• We ask you arrive 10-15 minutes before your session begins to ensure waivers are
completed and kit is collected before the session starts. Should you arrive late to
your session, we cannot guarantee your booking will run past the scheduled finished
time.

3. Group Bookings

3.1. Booking Procedure

Group bookings must be made over the telephone or via email and an invoice raised.

3.2. Payment Terms

Group bookings such as schools and corporate groups etc. must pay a 30% non-refundable deposit
on booking in order to reserve the booking, followed by the full amount 2 months prior to the date
of the session. If the session is within 2 months full payment will be required.
If we do not receive this payment on time, Oakwood will treat the booking as cancelled and
full cancellation fees will apply.

3.3. Cancellation Policy

Any cancellation must be made in writing to Oakwood Climbing Centre and is only effective on the
date received. Cancellation of a booking or reduction in numbers, will be subject to the following
charges:
a) Cancellation of a booking or reduction in numbers made within two months of a visit will be
charged at 100% of the full original fee
b) Cancellation of a booking made more than two months before the visit will be charged at
30% of the full original fee
In the event of your booking having to be cancelled by Oakwood, you will be offered either a full
refund, or a similar booking on different dates.
In the event of cancellation for whatever reason, by either a group or individual, the deposit is non-refundable.

3.4. Rescheduling

Bookings may be rescheduled up to two months before the date of the session, with the deposit
being carried over to the new booking. Bookings can only be rescheduled once.
Bookings may not be re-scheduled within two months of the session date. They would need to be
cancelled, subject to the above-mentioned cancellation fees, and rebooked.

3.5.Damages

The group is responsible for the cost of repairs for any damage caused to the centre’s equipment
and /or property caused by members of the group.

3.6. Changing Group Size

We recommend that you estimate as accurately as possible the size of your group as it impacts on
pricing, instructor allocations and the type of activity session available. Please see our pricing
information for more details.
If the number in your group increases, we will do our very best to accommodate your requirements,
however we cannot guarantee that we will have instructors available. If Oakwood is able to
accommodate an increase in group size, a new invoice will be raised for additional numbers, with
payment terms as detailed above. This MUST be paid before the date of the session.
In the numbers decreases, you (as agent for the group) will be liable for the appropriate cancellation
fee, as detailed below:
a) Cancellation of a booking or reduction in numbers made within two months of a visit will be
charged at 100% of the full original fee
b) No fee will be charged for reduction in numbers made more than two months before a visit,
so long as the numbers do not fall below the minimum limits.

 

Last updated 09/05/2023