The following Terms and Conditions apply to all bookings made for Moor House Adventure Centre and by making a booking you are agreeing to and accepting the following. Acceptance of these Terms and Conditions is deemed to be at the payment of the earlier of the deposit or full balance.
DEFINITIONS
“Activities” – means those Activities taking place as part of any Moor House Adventure Centre programme.
“Booking Purchaser” includes the individual and/or party making the booking on behalf of a group or individual.
“TSA” is The Scout Association, a Youth Organisation incorporated by Royal Charter
“POR” is The Scout Association Policy Organisation and Rules defining the structure of Scouting in the UK, Channel Islands and the Isle of Man and provides information about its management and training.
“Moor House Adventure Centre” (“MHAC”) is a trading name, the registered address and headquarters of Durham Scout County Council (Charity No. 520719)
Booking Procedure
Charges and payments
When a booking is first made, it is regarded as a provisional booking until we receive a deposit and the payment is cleared in our bank account. Only then will it be deemed a confirmed booking. Any bookings made more than 60 days in advance are charged a deposit of 20% which is due upon confirmation of the booking. Full payment is due a minimum of 60 days prior to the booking.
Payments can be made by:
– Credit/debit card: It is the Booking Purchaser’s responsibility to contact the reception desk to pay by debit/credit card.
– Online: Details are on the invoice.
– Cheque: It is the Booking Purchaser’s responsibility to ensure that the cheque is made payable to ‘Durham Scout County Council’ and that it is sent to and received by us. The booking reference number needs to be indicated on the back of the cheque.
General booking information
All Scout bookings are subject to Policy Organisation and Rules of The Scout Association (POR).
MHAC reserves the right to cancel bookings which have not been paid for without notifying the Booking Purchaser.
The Booking Purchaser is responsible for checking all booking details as mistakes cannot always be rectified later and any required changes are subject to adequate notice and availability.
We reserve the right to cancel bookings which we reasonably believe to have been made improperly.
Whilst every effort is made to honour your booking as it was at time of confirmation, MHAC reserves the right to make changes where necessary and we will endeavour to inform you of any changes as early as possible.
The management reserves the right to refuse admission should there be any breach of the POR.
Changes and cancellations
Any changes to or cancellation of a booking must be confirmed in writing or will not be valid. Cancellation charges might apply to items booked – including catering (where applicable), campsites, indoor accommodation and activities.
The Booking Purchaser is entitled to cancel the booking in total or for any party member(s) subject to the Booking Purchaser providing MHAC with written notice and paying the following cancellation charges:
– Up to 120 days = 0% of the total bill
– Between 119 and 61 days = 50% of the total bill
– 60 days or less = 100% of the total bill
It is the Booking Purchaser’s responsibility to pay for any amendments to the booking immediately. This includes adding participants or purchasing pre-booked meals etc. The offer of additional catering is subject to availability.
There is no obligation for MHAC to provide refunds. Refunds will be considered at the sole discretion of MHAC and will be dealt with on an individual basis. Changes to the programme will not necessarily be considered just cause for a refund in the majority of cases.
TERMS OF USE
Use of Centre Facilities and Services
On arrival the Booking Purchaser must check in at reception as soon as possible.
Groups visiting MHAC agree to abide by the Centre’s Health & Safety and Child Protection policy. A copy of this information is available on request. It is the Booking Purchaser’s responsibility to ensure this is read and understood prior to arrival by all members of the party.
Use of the Centre and facilities is subject to your agreement to follow the “site rules” which includes taking all reasonable steps to minimise disturbance to other guests. Site rules are available on request. It is the Booking Purchaser’s responsibility to ensure that all members of their groups have been informed and understood the site rules.
All groups visiting MHAC agree to follow all relevant statutes, safety announcements and venue regulations whilst attending the Centre. Breach of any of these conditions or any unacceptable behaviour likely to cause damage, nuisance, and injury or to bring MHAC into disrepute shall enable the Centre Management to request you leave the site.
MHAC reserves the right to charge groups for any damage caused to buildings and/or equipment caused by members of your group during your stay.
MHAC reserves the right to charge a cleaning fee if a group leaves any area in an unreasonable state of cleanliness.
All itineraries and programmes are subject to alteration due to weather and/or operational factors. In this event we will inform you as soon as is reasonably possible.
All adults working for or on behalf of MHAC, whether employee, contractor or volunteer are members of MHAC staff team and abide by our agreed working practices.
Fireworks and amplified sound equipment may not be used on site without the prior permission of the MHAC management.
Supervision of minors
Adults accompanying a group agree to act “in loco parentis‟ at all times and assume responsibility for all young people (i.e. a person under 18 years of age) in their group.
MHAC staff only provide instruction during activities and must not be relied upon for the supervision of young people. It is the Booking Purchaser’s responsibility to be aware and inform other adults in their group of these requirements.
MHAC cannot guarantee that the full duration of the session will be delivered where for any reason the group is late to arrive at the activity.
Property
We do not accept responsibility for the property of attendees. Whilst we will do our best to accommodate baggage and/or other belongings (please enquire at reception), any items deposited with us or left unattended on the premises are deposited and/or left at the owners’ risk and without any liability on the part of MHAC.
Vehicles on site
The layby entrance to MHAC can be opened to facilitate ease of site access for customers. Such requests should be made at the time of booking.
All vehicles and drivers must abide by Centre Policies at all times including any instructions issued by MHAC staff members.
Where vehicles are causing an obstruction or are incorrectly parked, MHAC reserve the right to tow such vehicles out of the way without the owner’s express permission and will not be liable for any costs and/or damage caused as a result. Where unreasonable damage is caused to the site (including fields) by vehicles, MHAC reserves the right to charge the vehicle owner or driver for such damage.
Dogs on site
Domestic animals are not permitted at MHAC. Assistance Dogs are permitted by prior arrangement.
Duration of stay
The duration of stay is dependent on the individual booking and can vary for each booking. The duration of stay is confirmed in the Confirmation of Booking.
Arrival and departure dates/times are shown in the Confirmation of Booking.
It is the responsibility of the guest to ensure that their planned itinerary matches the arrival and departure time they have booked for. Arrival or departures outside of these times must be agreed in writing and may be subject to further charges.
Weekend accommodation access is 1700 on Friday and must be vacated by 1600 on Sunday.
On arrival a house induction will be completed. On departure the Booking Purchaser must report to the member of staff on duty and will be required to complete a house condition check prior to departure.
Weekend camping access is from 1600 on Friday and must be vacated by 1600 on Sunday.
On arrival the Booking Purchaser must check in at reception or with the member of staff on duty.
All areas must be left in the same condition that they were found. All tables, chairs and general equipment must be returned to their original and proper place.
MHAC has a cleaning programme. The responsibility of keeping toilets and showers clean outside of this during your stay is that of the Booking Purchaser. We will provide access to cleaning materials and laundry facilities during your stay in the House accommodation.
All beds are provided with pillows and without sheets.
Damage and defects should be reported to staff immediately so that repairs can be carried out.
MHAC is subject to a no noise policy between 2300 and 0700.
Promotional and Marketing
At certain times MHAC commissions professional photographers and videographers to take pictures/videos for use in their promotional material. Users should be aware that on occasion they and their group might be photographed, filmed or audibly recorded (in addition to security CCTV systems) for promotional purposes.
It is the User’s responsibility to notify MHAC prior to their visit if any members of their group do not want to appear in any such photography. It is advised to notify the Manager at the centre upon arrival as well.
Force Majeure
MHAC shall not be liable for any delay in performing or failure to perform any obligation or alterations and cancellations due to any cause beyond MHAC’s reasonable control including strikes, lock outs, labour disputes, acts of God, war, riot, civil commotion, terrorism, malicious damage, threats to safety, compliance with any law or governmental order, rule, regulation, or direction, accident, environmental contamination, pandemic, outbreak of disease, breakdown of plant or machinery, fire, flood, storm, difficulty or increased expense in obtaining staff, materials, goods or raw materials in connection with the performance of this agreement.
Insurance and Liability
MHAC has public liability insurance to cover its potential liabilities to visitors to its centre and for participants in activities.
Users of MHAC should consider whether they wish to obtain other insurances, such as cancellation or personal accident insurance.
Self-Led Activities by Scout Groups
MHAC and Durham Scouts have developed a summary document regarding Scout Led activities at MHAC in relation to AAPs and training and orientation requirements for each activity. Leaders should ensure that activities are run in accordance with the MHAC Safe Operating Procedures, Risk Assessments and POR at all times.
MHAC equipment must be used at all times.
Data Protection
We will retain your data, including your name, contact details and details of any member of your group for the purposes of administering your booking for a year after your booking. After this date, we will keep anonomised details of your booking for the purposes of satistical reporting.
Complaints
If a problem arises whilst on site at MHAC please inform one of the team as soon as possible and they will be happy to discuss this with you.
Where you have a complaint about a service or facility provided by MHAC you should contact the Centre Manager to discuss your concerns, who will investigate complaints in line with the Scout Association’s complaints policy.
Amendments to Terms and Conditions
MHAC reserves the right to amend these terms and conditions in part or in full without prior notification.
