Hampshire Mountain Centre

Booking Conditions

The County Council welcomes the use of its Centres by young people who are members of approved groups or organisations and who are competently led by an approved leader who is responsible for their behaviour, conduct, safety and pastoral care.

You will appreciate that the Council has to ensure that people using our Centres

  1. Are competent to carry out their programme of activities so that safety is not compromised.
  2. Are not responsible for any incident which could embarrass the excellent relationship which the Centres have with the local community
  3. Respect the countryside and only use approved routes or rights of way.

Booking

Bookings can be made on our website. Once the booking form has been received you will receive confirmation by email as to whether or not it is accepted (we advise customers to telephone and check availability before completing a form). A booking form is required with each booking. The leaders named on the booking form must stay with the group throughout their visit.

Hampshire County Council Schools/Youth Groups must submit a completed Off-site Activities Approval Form prior to their visit through Evolve. If you have not submitted an approval form the Centre has the right to ask your group to leave.

For non-Hampshire County Council Groups, equivalent authorisation from the Head Teacher / Board of Governors or LEA is required. The Centre must receive a copy of the authorised form at least 3 weeks prior to your stay. If you are unable to provide a copy of this the Centre has the right to ask your group to leave.

A copy of our generic site risk assessment is available to download from our website or upon request from our office. Party leaders are responsible for carrying out their own risk assessment based on the group they are bringing and should keep this for their own records.

Group Leaders are asked to forward medical and parental consent before the start of the course. With agreement from the Centre Director documents may be submitted on arrival. It must be understood that in some circumstances this can delay the start of your course.

On arrival at the Centre, the Group Leader must report to reception and submit copies of all medical forms and a copy of their intended programme. Hampshire Mountain Centre must keep copies of medical forms for their records. They must also notify Centre Staff about any visitors to the Centre during their stay and ensure that, upon arrival, visitors sign in at reception.

Payment

A non refundable deposit of £200 is required with each booking. All cheques should be made payable to Hampshire County Council.

An invoice will be sent within 7 working days based on the information on the Booking Form. Group Leaders are responsible for payment of all charges, including loss or damage to site equipment and any malicious damage caused during the stay.

Cancellation by the Centre

The Centre reserves the right to cancel your booking due to adverse weather forecast or prevailing weather conditions or due to other factors beyond our control. If we have to cancel your booking we will try to organise an alternative date. If this is not acceptable we will offer the appropriate refund.

Cancellation by Customer

All cancellations must be made in writing to the Centre (fax or e-mail is acceptable, a change of date constitutes cancellation).
Please note that the Centre operates the following cancellation procedure

  • Cancellations 28 days or more prior to confirmed booking = Loss of deposit.
  • Cancellations 27 to 14 days prior to confirmed booking = You will be charged 50% of the cost of your proposed visit, based on the information supplied on your booking form.
  • Cancellations 13 days or less prior to confirmed booking = You will be charged the full cost of your proposed visit based on the information supplied on your booking form.

Physical Fitness/Safety

All the activities are physically demanding and may involve bending, lifting, balancing, jumping, falling, climbing, stretching and demand a degree of co-ordination. You should ensure that you & your group have an adequate level of fitness for the activities undertaken.

If there are any medical conditions relating to yourself or your group you must inform us when making your booking. We strongly recommend that if any member of your group has a medical condition or is pregnant etc that they check with their Doctor and the Centre before making a booking.

Everyone taking part in water sports activities should be water confident. If not this should be made clear on the medical form.

All groups must comply with the safety regulations, operating procedures and instructions of Centre Staff. The Centre reserves the right to cancel an activity if participants do not follow regulations.

We require medical information for all participants taking part in Centre led activities provided on a  current (2 weeks) medical form. For under 18’s we also require parental consent. A copy of our medical form can be downloaded from our website. The Centre must keep copies of these medical forms for our records. These must be provided by the group leader at the beginning of the stay.

We occasionally take photos of participants for publicity, including on our own website. Please ensure the participant medical form you use includes the consent for this.

Misbehaviour may result in participants being excluded from a session or from further activities. We will discuss the situation with the group leader and they may be required to remove the participant from the Centre. The Duty Manager’s decision will be final, no refund will be made.

All group leaders are required to make a determined effort to ensure that sickness bugs are not brought down to the Centre. If a school bug is active in school participants must be clear of such symptoms for a period of at least 48 hours prior to arrival at the Centre. The Centre Director must be informed of such illness prior to the visit. Any costs incurred (disinfection of the Centre) will be passed on to the group

Weather

It is the groups responsibility to ensure that they take the weather into account when making their booking and have contingency plans in place. If you decide to cancel during your stay due to the weather then you will be charged the full cost. Every effort will be made by the Centre to ensure that your stay is as comfortable as reasonably possible. In the event of severe weather it may be necessary to amend your activity programme, curtail your stay or for your group to return home.

The staff at the Hampshire Mountain Centre have local knowledge and experience of varying weather conditions so will be happy to advise you on your programme in relation to the weather or other matters.

Insurance

It is your responsibility to arrange appropriate insurance against cancellation, curtailment, personal accident, personal liability and theft. We strongly recommend this.

Hampshire County Council only accepts responsibility for loss, damage or injury resulting from negligence by Hampshire County Council its servants or agents. We must be notified of lost property within 2 weeks as any items found are disposed of after this period.

Animals

No animals are allowed within the Centres

Smoking

No smoking is allowed within the Centres

Costs, Errors, Omissions, VAT rates

Customers are advised that annually the Centre may increase cost on 1 April. We endeavour to keep published prices and other information up-to-date but reserve the right to alter them at any time. You will be advised of any price changes or other relevant changes when your booking is processed and will be given the opportunity then to cancel or make amendments if desired, without penalty.

Data Protection Act 1998

The information you have supplied will be used only to process the booking and for our mailing list. If you do not want to receive further brochures, please let us know by email or letter.

Acceptance of Booking Conditions

All bookings are accepted on condition that the customer agrees to abide by our booking conditions and confirms this acceptance on the booking form.

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