Whitlingham Outdoor Education Centre

Terms & Conditions

Acceptance of Booking Conditions
Bookings are only accepted on the basis that the customer agrees to abide by our terms and conditions and having also read our statement of assumed risk, confirms this by signing the booking form.

Bookings for individuals
Bookings for individual courses can only be made by completing and signing our booking form. These are available with our brochures or online at www.whitlinghamoec.co.uk

Before completing your form we strongly advise you check availability of your course first by calling the centre on 01603 632307.

Once received, your booking will be processed and confirmation, including joining instructions and course details, will be sent before the course start date.

We are currently reviewing our systems to enable booking online.

Bookings for Groups

Groups wishing to book should contact the centre directly to discuss requirements.

Once details have been agreed, provisional bookings will be held for 10 working days once it is entered onto our system and a booking letter is sent out.

To confirm the booking, check the details on the provisional booking form, then sign and date one copy and return it via post or fax. On receipt of this signed form we will confirm the booking on our system and send confirmation to you together with relevant group information details.

To decline the booking please notify us via post, email or fax within 10 working days of receiving the booking letter.

To amend a booking please advise us at least 21 days prior to the start date. An administration charge will usually be made for any amendments advised with less than 21 days notice

Statement of Assumed Risk

Outdoor and adventurous activities often involve learning new skills in unfamiliar environments. Both participants and persons with parental responsibility must accept an element of risk. Activities may result in bumps and scrapes.

To minimise these risks we have evolved a ‘safe system of work’
We only employ fully qualified staff
We provide appropriate personal safety equipment for all participants
We provide appropriate equipment for all activities
We work to National Governing Body guidelines in respect of instructor to student ratios and are AALA, BCU, and RYA approved.
We have a robust risk management system in place
We reserve the right to cancel or modify any activity if we believe there to be adverse risk.

Cancellations

Whitlingham Outdoor Education Centre reserves the right to:
Cancel a course in the event of insufficient demand. Should this occur you will normally be notified not less than 5 working days prior to the course start date.

Cancel or postpone a course due to prevailing or forecast weather conditions, or other factors beyond our control. We will endeavour to provide mutually acceptable alternative date(s), but if unable to do so, we will make a pro-rata refund.

Cancellations by individual participant

Once a booking is confirmed on our system any subsequent amendments or cancellations must be received in writing (post, email or fax) at least 21 days prior to the date of the activity. Cancellations made within this time will be charged a 10% administration charge.

Less than 21 days notice of a cancellation will result in no refund of the total fee.

Cancellations by Groups

Cancellations to confirmed bookings must be received by us in writing (post, email, fax) and will incur a cancellation fee:

More than 8 weeks prior to start date — 10% of total fee

Between 6 to 8 weeks prior to start date — 25% of total fee

Less than 6 weeks prior to start date — no refund of total fee

Payment

An invoice will be sent to you directly from Norfolk County Council prior to the commencement of the course. (If you do not receive your invoice before course commencement please contact the centre on 01603 632307).

Schools and organisations associated with Norfolk County Council should supply their cost codes to enabling journaling.

Insurance and loss of property

It is your responsibility to arrange appropriate insurance against cancellation, curtailment, personal accident, personal liability and theft. We strongly recommend this. Norfolk County Council only accepts liability for loss, damage or injury resulting from negligence by the County Council, its servants or agents. We must be notified of lost property within 1 week, as any items found are disposed of after this period.

Data Protection Act 1998

The information you supply to us will only be used to process the booking and for our mailing list. If you do not want to receive further brochures, please tick the box at the end of the booking form.

Physical Fitness
You should ensure that you have an adequate level of fitness for the activities undertaken. If you have any concerns about this please discuss it with our instructors.

Swimming ability
All participants taking part in water activities at the centre are equipped with a buoyancy aid, therefore an inability to swim will not exclude you from taking part. However we do ask that you have a certain level of water confidence, relative to the activity. If you have any concerns about this please discuss it with our instructors.

Safety statement
Safety is paramount in all outdoor and adventurous activities, and we ensure our safety management systems are our top priority. We have robust risk and safety management systems in place, which are evidenced in a number of ways.

We follow strict Health and Safety guidelines as set out by Norfolk County Council and National Governing Bodies. Our procedures and activities are continuously monitored and updated to ensure they provide a safe, fun, learning environment.

AALA Licence
Whitlingham Outdoor Education Centre is licensed by the Adventurous Activities Licensing Authority (AALA) for delivering activities to young people. This means that we have been inspected by AALA, and our risk analysis and management systems were found to be satisfactory. We have regular inspections and have a range of technical advisers. For further details of this licence please contact AALA direct on 029 2075 5715 or visit their website at www.aala.org. Reference: R0870

Centre Approvals
The centre is both an RYA Training Centre and a BCU Approved Centre. We meet all National Governing Body requirements and undergo annual inspections.

Staff Competence
All staff are qualified to National Governing Body and/or local authority level, where appropriate. All have a valid first aid certificate and undergo an induction programme. All activities and staff are monitored and evaluated on a daily basis.

Risk Management
All activities are assessed for risks and reviewed regularly. These are inspected as part of our Adventure Activities Licence.

Activity Equipment
Specialist equipment is provided and fit for purpose. All equipment is checked regularly and inspected as part of our centre approval and Adventure Activities Licence.

Child Protection Policy
Our policy is consistent with current good practise and forms part of our recruitment process. All staff are cleared through the Criminal Records Bureau disclosure procedure.

Insurance
Norfolk County Council insure all activities we provide covering public liability and personal accident to £50m

Jewellery and long hair
Rings, chains, earrings etc must be removed or taped over whilst participating in activities which could result in them being snagged. We also ask that long hair is tied back.

Medical and Dietary Declarations
If you have a medical condition or illness, you must confirm this to us by completing the relevant section of the booking form. We strongly recommend anyone with a medical condition e.g. epilepsy, heart condition, pregnancy etc. also to check with their doctor and the centre before making a booking.

You must also confirm on the booking form any physical disability, special needs or dietary requirements of which we should be aware.

Under 16 Participants
We can not accept handover from parents earlier than course start time and expect collection to be promptly at course finish time.

In adverse weather conditions it may be necessary to substitute alternative activities for some sessions.

Accreditation
Whitlingham OEC STAFF can only award accreditation to participants who have completed the whole syllabus successfully. This may not be possible due to a variety of reasons e.g. weather conditions, absences, experience required, therefore all our accredited courses are ‘working towards accreditation’ but are not guaranteed.

Conduct
• instructions given by Whitlingham staff must be followed, including at break times, when a member of staff other than the instructor may be providing the pastoral supervision. All participants are expected to behave in a responsible manner.

• or conduct that may compromise safety will result in the participant being excluded from a session or from the rest of the course. Those with parental responsibility will be contacted at the earliest opportunity to discuss the situation and may be required to remove the young person from site. The Duty Manager’s decision will be final, no refund will be made.

Photographs
We occasionally take photos of participants for publicity, including on our own website, if you do not wish to be photographed, please tick the box at the end of the booking form.

Errors, Omissions and VAT
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. VAT applies on sporting lets (apart from 10 or more sessions) and non educational services.