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

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

1. Booking

1.1 Bookings can be made via our website, or alternatively you can telephone the Centre who will send out the necessary paperwork. Once the booking form has been submitted you will receive confirmation, either by e-mail or post, as to whether or not it is accepted (we advise customers to telephone and check availability before completing a booking form). A booking form is required with each booking.

1.2 The leader / person with pastoral responsibility named on the booking form must be aged over 18 years, hold the relevant qualifications and stay on-site with the group throughout their visit.

1.3 Hampshire County Council Schools/Youth Groups must submit a completed Off-site Activities Approval Form prior to their visit.

1.4 For non-Hampshire County Council Schools, equivalent authorisation from the Headteacher / Board of Governors or LEA is required.

1.5 For non-Hampshire County Council groups equivalent authorisation from your Governing Body / Head of Establishment is required.

1.6 A copy of our Generic Site Risk Assessment (Hazard Information Sheet) is available to download from our website, or upon request from our office. Group 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.

1.7 On arrival at the Centre, the Group Leader must report to reception, submit all medical forms and a copy of their intended programme and provide emergency contact numbers. The Centre must keep copies of medical forms for their records and will charge, at the prevailing rate per copy, should these not be provided.

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.

2. Payment

2.1 Bunkhouse Groups: A non refundable deposit of 50% of the accommodation cost (or £200, whichever is the greater) is required at the time of booking.

2.2 All other groups (Camping, Duke of Edinburgh, Activity Only, Site Use): A non refundable deposit of £200 is required with each booking. Where the total cost of the visit is predicted to be less than £200, a £50 deposit will be required. No deposit is required from D of E camping groups, but full booking conditions still apply. An invoice for your deposit will be sent to your invoice address unless you request otherwise.

2.3 All bookings received within 14 days of the visit will need to be paid in full at the time of the booking. If payment is not received the Centre reserves the right to cancel the booking.

2.4 At the end of your stay Group Leaders need to sign their booking form to confirm their stay. An invoice will be sent within 7 working days. Duke of Edinburgh groups can alternatively pay by cash or cheque (made payable to Hampshire County Council) upon arrival.

2.5 Group Leaders are responsible for payment of all charges, including loss or damage to site equipment and any malicious damage caused during the stay.

2.6 Missing items will automatically be charged for on your invoice and a credit will be sent if the items are returned.

3. Cancellation by Centre

3.1 The Centre reserves the right to cancel your booking due to adverse weather conditions or factors out of 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.

4. Cancellation by Customer

4.1 All cancellations must be made in writing to the Centre (fax or e-mail is acceptable).

4.2 A change of date or significant change to booking constitutes cancellation.

4.3 Please note the Centre operates the following cancellation procedure

4.31 Bunkhouse Groups

Cancellation 60 days or more prior to confirmed booking = Loss of deposit.
Cancellation 59 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.

4.32 All Other Groups (Camping, Duke of Edinburgh, Activity Only, Site Use)

Cancellation 60 days or more prior to confirmed booking = Loss of deposit.
Cancellation 59 to 30 days prior to confirmed booking = You will be charged 50% of the cost of your proposed visit (or your deposit if greater), based on the information supplied on your booking form.
Cancellation 29 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.

5. Physical Fitness/Safety

5.1 All the activities are physically demanding and may involve bending, lifting, balancing, jumping, 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 being undertaken.

5.2 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.

5.3 Everyone taking part in water sports activities should be able to swim 50 metres in light clothing & those Mountain Biking must be able to competently ride a bike.

5.4 All groups must comply with the safety regulations, operating procedures and instructions of Centre Staff.

5.5 We require medical information for all participants taking part in Centre led activities. 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. An appropriate charge will be made should the Centre need to take copies for our records.

5.6 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.

5.7 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.

5.8 Visitors shall not use any accommodation / premises in a way that may cause damage to the premises or any other real or personal property, or in a way that may cause personal injury to any person.

5.9 Any electrical equipment brought on site and used there shall be safe and in good working order, and used in a safe manor compliant with any health and safety requirements of Hampshire County Council which relate to the premises.

6 Weather

6.1 Camping is an activity open to the elements. 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.

6.2 Every effort will be made by the Centre to ensure that your stay is as comfortable as reasonably possible. There are procedures in place should the weather impact on your stay. 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.

6.3 The staff at Tile Barn Outdoor 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.

7. Insurance

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

7.2 Hampshire County Council accepts no liability in relation to loss, damage or injury suffered by participants in the course of activities, except where such loss, damage or injury arose as a direct result of Hampshire County Council, its servants or agents negligence.

7.3 Personal property is left on site at owners’ risk.

7.4 We must be notified of lost property within 2 weeks as any items found are disposed of after this period.

8. Animals

8.1 No animals are allowed within the Centre.

9. Smoking

9.1 The Tile Barn site and buildings are all non-smoking. It is against the law to smoke in any public building.

10 Errors, Omissions, VAT Rates

10.1 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.

10.2 VAT will be charged at the prevailing rate at the time of your visit.

11. Data Protection Act 1998

11.1 The information you have supplied will be used only to process this booking and for our Centre mailing list. If you do not want to receive further information about our products and services, by email or post, please advise us in writing.

12. Waiver

12.1 The failure of the Centre to insist upon strict performance of any provision of the Contract, or the failure of the Centred to exercise, or any delay in exercising, any right or remedy shall not constitute a waiver of that right or remedy and shall not cause a diminution of the obligations established by the Contract.

12.2 No waiver shall be effective unless it is expressly stated to be a waiver and communicated in writing.

12.3 A waiver of any right or remedy arising from a breach of the Contract shall not constitute a waiver of any right or remedy arising from any other or subsequent breach of the Contract.

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.

Go to Residential booking form or Non Residential booking form