Terms and Conditions
Activity Booking Terms & Conditions
These are designed to ensure safety, clarity, fairness to all parties and to ensure your experience from initial enquiry until your return home after your venture is the very best we can provide.
1.Booking & Payments System
Please complete and return a Session or Event booking form. We reserve the right to refuse a booking, or to make changes to advertised prices until the point of confirmation of your payment. If this occurs, we will notify you and if you are not satisfied with this, all monies paid will be returned. Full payment is due upon booking. Payments can be made by BACS, Cheque, Credit/Debit Card or cash.
2.Cancellation / Changes by you
Should you wish to change details of your booking at any time after payment please e-mail: email@example.com
Should you wish to cancel the event or make a significant change which greatly reduces the package you have booked (i.e. cancel group places or specific elements of your package) the following cancellation schedule will be used to ascertain any outstanding fees.
More than 8 weeks prior to the start date: We will issue a full refund, minus any transaction fees.
If cancelled within 8 weeks of start date: We will be unable to offer a refund, deferral, or credit.
The Sunnywood Project may be able to facilitate the transferral of any booking, permitting this takes place more than 2 weeks prior to the start date. This should be arranged by e-mailing firstname.lastname@example.org with the correct details for the receiving party including their name, contact email, contact phone number, and any other details required for the event in question. Completion of the transfer is conditional on The Sunnywood Project having confirmation from the receiving party of acceptance of these Terms and Conditions and the Liability Waiver.
3.Cancellation / Changes by us
a) Should we make changes or cancellation due to The Sunnywood Project's inability to provide resources or staff, or when cancellation by others on your course makes continuation unviable or impractical, we will inform you as soon as possible with suggested alternatives. Should these not be satisfactory or suitable for you, we will refund all monies within 14 days.
b) We will always strive to provide you with the activity / venue / itinerary stated on your booking form / confirmation, however, the very nature of the outdoor environment means that the weather and other unforeseen circumstances can often determine that this is not possible. Examples of possible hindrance may be adverse weather, natural or man-made alterations to the terrain such as landslides, road / river blockages etc. Any changes we are forced to make due to these or similar circumstances will be based on ensuring your safety and providing you with a quality outdoor experience and are covered by our Adverse Weather and Health and Safety policies, which are available on request. We will inform you as soon as we have made an assessment that such a change is necessary, so that we can arrange alternative activities / venues / itineraries for your day / event / course that will be suitable for the whole group. Refunds and deferral options in such circumstances are reviewed on a case by case basis.
In the absence of any negligence or other breach of duty by us or our employees and agents, you will be responsible for any loss, theft, injury or damage to your own vehicles, their contents fittings or accessories. In the event of a breach of this contract by The Sunnywood Project, we shall not be liable for any loss, damage cost or expense arising out of the breach which was not reasonably foreseeable at the date the contract is made, except in respect of death or personal injury resulting from any act or omission on the part of The Sunnywood Project. The Sunnywood Project will only be liable for loss or damage caused by the proven negligence or default of the company or its employees in performing their obligations under this agreement.
5.Health and Safety
It is your responsibility when booking to ensure that you and members of your group are fit enough to cope with the activity and the environment associated with your booking. Clients must inform us prior to the event of any medical condition / illness / disability (including medication which may affect their performance) so we can discuss your needs and make appropriate arrangements. All clients should inform us immediately if they feel unwell during the activity. Clients must adhere to the instructions, guidance and decisions of our staff and volunteers, as they have specialist knowledge & skills and are committed to keeping you safe. Alcohol or illicit drug use is not permitted prior or during activities. All matters in this regard are covered by our Health and Safety; First Aid, and Administering Medication policies, available on request.
6.Booking Forms, Medical Declaration, Group Details & Parental Consent Forms
The person booking must ensure that all participants and for those under 18 years of age – parents and guardians have received copies of booking conditions and all activity information & safety points prior to the event. Medical Declaration, Group Details & Parent Consent Forms must be completed and returned before the commencement date for the chosen activity. These are included on the Booking Forms when paying for an activity or session.
7.Fair Treatment of Others and Environmental Responsibility
Clients must show respect to The Sunnywood Project's equipment, vehicles, buildings, staff and volunteers, and are asked to show due regard to other participants and members of the wider public, including those residents in the area events and actvities take place – Abuse or causing distress to others or loss / damage will result in repair / full replacement costs. This may also lead to exclusion from activities / accommodation / courses without refund. As advised by the Countryside Code, participants are asked to:
Be considerate to those living in, working in and enjoying the countryside.
Leave gates and property as you find them, and to assist staff and volunteers to do the same.
Not block access to gateways or driveways when parking.
Share the space and remain respectful to others.
Follow local signs and keep to marked paths unless wider access is available
More details on the Countryside Code can be found here.
The Sunnywood Project strives to be a 'leave no trace' organisation, and participants can assist us in this by ensuring they:
Respect local wildlife and livestock
Dispose of their waste responsibly, including articles generally considered biodegradable (e.g. fruit remains)
Leaving things such as rocks, plants, and features as they are found
More details on leaving no trace can be found here.
8.No Smoking Policy
The Sunnywood Project has a no smoking policy in all centre buildings and vehicles. This is supported by law: Smoke Free (Premises and Enforcement) Regulation 2006. Whilst on events and activities, participants are requested not to smoke to preserve the experience and health of those around them. Whilst the use of e-cigarettes is not explicity discouraged, participants wishing to use such devices are asked to be respectful of those around them and to dispose of any devices in a responsible manner; any participant found to have knowingly or negligently disposed of an e-cigarette in an irresponsible way whilst on event or activity may be excluded from future events or activities.
9.Dogs on events and actvities
Pets are generally excluded on events where children or young people are present on the grounds of the comfort and health & safety of others.
On Running, Hiking, and Walking events and actvities, well-behaved dogs on leads are welcome in most instances with due consideration for ground-nesting birds and livestock at all times; participants are encouraged to enquire before attending any event where they are considering bringing their dog as refunds will not be offered to those unable to take part due to their attending a 'no dog' event with their animal.
As indicated by the Countryside Code, participants with dogs must always:
Ensure their dog is kept in control and in sight at all times
Collect and dispose of their dog's poo in a responsible manner, ensuring it is placed in a bin or taken home
Be confident their dog will return when called; where this is not the case, their dog must remain on the lead
Ensure their dog does not stray from the path or area where they have right of access
On Open Access land and at the coast, you must put your dog on a lead around livestock. Between 1 March and 31 July, you must have your dog on a lead on Open Access land, even if there is no livestock on the land. These are legal requirements.
More information on the Countryside Code can be found here.
All participants with dogs are responsible for their actions and that of their animal; we request that they follow the instructions of staff and volunteers in this regard at all times, whilst also showing due regard to the requests of other participants who may not be comfortable around dogs.
10.Service and feedback
We want you to enjoy your experience in the outdoors to its fullest, if you are dissatisfied with any aspect of the service provided by The Sunnywood Project please inform us as soon as possible and we will take appropriate action.
11.Photographs, Marketing & Social Media
Photographs and videos may be taken by The Sunnywood Project Staff during your activity for marketing purposes. A selection of these will be uploaded to our social media sites of you to review and may be used for other marketing purposes and publications. It is our policy to retain the anonymity of our clients, we therefore never identify any group or person by their name or location. If you wish to not be included, please inform a member of staff.
T&Cs Updated 29/05/2023