Hiking Kids UK CIC: Camping Event Terms & Conditions
1. Booking and Payments
1.1 Deposit: To secure a pitch, a non-refundable deposit is required.
1.2 Confirmation: A booking is not confirmed, and your space is not guaranteed, until the deposit has been cleared.
1.3 Installments: Specific due dates will be listed in the event description.
1.4 Late Payment: If a payment is missed, one reminder will be issued. If the balance remains unpaid after 14 days, the Company reserves the right to cancel your booking and retain all monies paid.
1.5 Alternative Payment Plans: If you require an alternative payment plan, please discuss this directly with the Event Leader. We will endeavour, where possible, to outline an affordable plan subject to the same conditions as above. Please note this may not always be possible due to campsite payment deadlines.
2. Exclusive Attendance & Private Hire
2.1 Private Field Use: Hiking Kids UK CIC often hires private fields or exclusive-use areas within a site.
2.2 Activity Access: Attendance at group-organised activities (including but not limited to movie nights, sports days, discos, group games, and guided walks) is exclusive to those who have booked through the CIC. We are unable to accept attendance from individuals who have booked directly with the campsite.
3. Cancellations and Refunds
3.1 Campsite-Led Cancellations: We are bound by the site’s Adverse Weather and Flooding policies. Refunds can only be issued if the site provides a cash refund to the CIC.
3.2 Rescheduling: If the site offers rescheduled dates, these will be passed to members. If you cannot attend, we will attempt to replace your spot, but a refund is not guaranteed.
3.3 CIC-Led Cancellations: If the CIC cancels an event due to internal capacity or capability, members will be refunded in full.
3.4 Customer Cancellations: If you can not longer attend an event, we will attempt to replace your spot from our waiting list, but a refund is not guaranteed until a replacement is found, minus a £5 admin fee.
4. Liability Waiver
4.1 Risk Acknowledgment: Participation in outdoor activities and camping involves inherent risks. By booking, you acknowledge these risks and agree that Hiking Kids UK CIC (and its Directors) accepts no liability for personal injury, illness, or loss/damage to personal property (including vehicles and camping equipment) while on-site or during activities.
4.2 Personal Insurance: Members are encouraged to maintain their own insurance for camping equipment and personal accidents.
5. Family Values and Expected Behaviour
5.1 Conduct Standards: We promote a culture of kindness and respect.
Children: Must remain under direct supervision at all times on walking events and in any higher risk areas. Specific care must be taken around fire pits, water, roads, wood burners, and tent pegs. No throwing of rocks or hazardous items. If children are playing on the Campsite you must check in regularly to ensure both their safety and others. If you have a concern about a child’s behaviour in the group or their safety we encourage members to notify their parent in the first instance. If not available or appropriate then to the Event Leader so as concerns can be dealt with promptly.
Adults: This is a family-friendly environment. No illegal drugs. Alcohol is permitted, but parents must remain in a state capable of providing full care for their dependants.
5.2 Breaches of Conduct: Failure to follow expected behaviours may result in an informal warning. In severe cases, or for repeated breaches, the Company reserves the right to remove individuals from the event and/or the wider community group without a refund.
6. Silent Disco Equipment
6.1 Hire Terms: Equipment is provided free of charge but remains the property of the CIC.
6.2 Liability: Parents are responsible for the return of headsets in good working condition. A replacement fee of £25 per set is payable within 28 days for any damage or loss.
7. Safeguarding and Photography
7.1 Policy Adherence: All attendees agree to abide by the Hiking Kids UK CIC Safeguarding Policy.
7.2 Photo Consent: By attending, you agree that photos may be taken for community and promotional use. If you wish to opt-out, you must notify the Event Leader upon arrival and ensure your child is not present in large group photographs.