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Booking Terms

1. Services

Description of services. The services may vary slightly from their descriptions.

Services may be unavailable. Where services are temporarily unavailable for any reason, this will be indicated on our website.

Booking requirements. Bookings at our Activity Centres can only be made if you are 18 years or older. If you want to make a booking and you are younger than 18 years old, please ask your parent or guardian to make the booking on your behalf.

How we will accept your booking. We accept your booking when we email you to accept it, at which point a contract will come into existence between you and us.

If we cannot accept your booking. If we are unable to accept your booking, we will inform you of this and will not charge you for the booking. For example, this might be because the date is no longer available due to a conflicting booking or resource availability.

Our right to make changes to the services. If required for relevant health and safety purposes, or to make improvements in the activity, we may make minor changes to the offer.  If we intend to make more significant changes we will inform you in advance and, if these changes are not acceptable, you will have a right to request a full refund (provided you notify us before the date of arrival).

What will happen if you do not provide us with required information. In order to provide the services, we will need certain information from you, for example a list of the attendees, additional needs or dietary requirement.  If you do not, within a reasonable time of us asking for it, provide us with this information or if you provide us with incomplete or incorrect information, we may cancel your booking and refund any payments made.

2. Prices and payment

The price displayed on our website. The prices displayed on our Website include VAT and are displayed in Pounds Sterling.  We take all reasonable care to ensure that the price of the service advised to you is correct. However please see the paragraph below for what happens if we discover an error in the price of the service you book.

What happens if we got the price wrong. We will normally check prices before accepting your booking so that, where the service’s correct price at your order date is less than our stated price at your order date, we will charge the lower amount. If the correct price at your order date is higher than the price stated to you, we will ask you if it is okay before we accept your order.  If we accept and process your order where a pricing error is obvious and unmistakable and could reasonably have been recognised by you as a mispricing, we may end the contract, and refund you any sums you have paid.

How you must pay. We accept all major credit and debit cards from Visa, MasterCard. We do not accept American Express. Your card will be debited when we confirm that we have accepted your order, so please ensure the expiration date is not too soon after you place your order.

Deposit. If the booking is made more than six (6) weeks in advance, a 20% deposit of the full charge (excluding VAT) is required. This is payable within 30 days of the booking being made through our website. Full payment is due six (6) weeks prior to the booking, unless otherwise agreed in writing with us.

Payment in full. If there are six (6) weeks or less to the date of the booking, full payment will be required, payable within 30 days of the booking being made on the website.

If you think a payment is wrong please contact us promptly to let us know.

3. Booking dates

When we will provide the service. During the order process we will let you know when we will provide the services to you. You will receive an email confirming the date of the booking.

We are not responsible for delays outside our control. If the service is delayed by an event outside our control then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided we do this we will not be liable for delays caused by the event, but if there is a risk of substantial delay you may contact us to end the contract and receive a refund for any bookings affected.

4. Cancellations and refunds

If you wish to cancel. You may contact us at any time to cancel your booking. However, in some circumstances, we may charge you certain sums for doing so, as described below. If you would like to cancel a booking in accordance with these terms, you must contact us using the details below, providing us with details of your order to allow us to identify your booking.

To cancel email activitycentres@girlguiding.org.uk or contact the centre you booked with:

Blackland Farm: 01342 810 493 or blackland@girlguiding.org.uk
Foxlease: 02380 282 638 or foxlease@girlguiding.org.uk
ICANDO: 020 7592 1818 or icando@girlguiding.org.uk
Waddow Hall: 01200 423186 or waddow@girlguiding.org.uk

If you cancel a booking without a good reason. If you are not cancelling the booking for one of the reasons set out in the paragraph below, the contract between us will end immediately but we will charge you the following amounts as compensation (depending upon the date of the booking and the cancellation date):

Length of time activity Compensation
90+ days Deposit
60 – 90 days 50% of the total price for the activity (less the deposit paid), payable within 14 days of the cancellation date
Fewer than 60 days 100% of the total price (less the deposit paid) payable within 14 days of the cancellation date

If you cancel a booking with good reason. If you cancel the booking for any of the reasons set out below, we will refund you in full (including any deposit paid). The relevant reasons are:

  • we have told you about an upcoming change to a service and you do not agree to the change;
  • we have told you about an error in the price of a service or the description of the service and you do not wish to proceed with the booking;
  • we need to suspend or delay the booking for reasons outside of our control;
  • if we have done something wrong which means you wish to cancel the booking.

5. Our rights to end the contract and liability

We may end the contract if you break it. We may end the contract and cancel your booking if:

  • You do not make any payment to us when it is due and you still have not made payment to us within 10 days of us reminding you that payment is due;
  • You do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to provide the services, for example, the names of the attendees;

Compensation. If we cancel the contract for any of the above reasons, we will charge you the following amounts as compensation:

Length of time activity Compensation
90+ days Deposit
60 – 90 days 50% of the total price for the activity (including the deposit paid)
Fewer than 60 days 100% of the total price (including the deposit paid) for the activity

We are responsible to you for foreseeable loss or damage you suffer that is caused by our breach of these terms or our negligence. Loss or damage is foreseeable if it is obvious it will happen or if, at the time the contract was made, both we and you knew it might happen.

We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for:

  • death or personal injury caused by our negligence;
  • fraud or fraudulent misrepresentation; or
  • any breach of your statutory rights, including the rights to receive services as described and supplied with reasonable skill and care.

We are not responsible for business losses. We only supply activities for domestic and private use. If you use the activities for any commercial, business or re-sale purposes we will have no liability to you for any loss of profit, loss of business, business interruption or loss of business opportunity.

Summary of your key legal rights

This is a summary of your key legal rights.  These are subject to certain exceptions.  For detailed information please visit the Citizens Advice website www.adviceguide.org.uk or call 03454 04 05 06.

The Consumer Rights Act 2015 says:

  • you can ask us to repeat or fix a service if it’s not carried out with reasonable care and skill, or get some money back if we can’t fix it;
  • if you haven’t agreed a price beforehand, what you’re asked to pay must be reasonable;
  • if you haven’t agreed a time beforehand, it must be carried out within a reasonable time.