Booking Terms & Conditions
Participation Statement
Whilst safety is paramount in all our activities, climbing, zip lining and its allied activities contain an element of inherent risk. All participants are deemed to understand and accept as a condition of their booking the following participation statement from the British Mountaineering Council:
‘Climbing, abseiling, fan-descending, zip line and gravity trail are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions’.
1. General Issues
a. These Booking Terms and Conditions apply to all bookings for activities within or associated with The Woodland Adventure Zone (“the Activities”).
b. By making a booking with us, you agree to be bound by our General Terms and Conditions.
c. These Booking Terms and Conditions contain important information concerning participation by you and members of you party (the “Participants”), and accordingly, you acknowledge and agree that you shall ensure that all members of your party are aware of and accept these Booking Terms and Conditions.
d. No variation to these Booking Terms and Conditions shall be binding unless agreed in writing by The Woodland Adventure Zone.
e. Any typographical clerical or other error or omission in any booking confirmation or other documentation issued by The Woodland Adventure Zone (including any electronic documentation) shall be subject to correction without any liability on the part of The Woodland Adventure Zone.
f. The Woodland Adventure Zone reserves the right to make changes to the Activities whether to conform with any applicable safety or other statutory requirements or otherwise.
g. All sessions must be pre-booked in advance.
2. Participants
a. All Participants are deemed to understand and accept that the Activities may impose a risk of personal injury or death. The Participants are responsible for their own actions.
b. All Participants will be required to sign and agree to our Woodland Adventure Zone disclaimer. Parents / guardians will be required to sign this for those aged under 16 years.
c. Anyone under the age of 18 must be accompanied by an adult at all times.
d. For all harnessed activities, the minimum participant age is 7 years old, and the maximum weight limit for these activities is 120kgs. (18.8 stone)
3. Booking Confirmation
a. All booking dates are subject to availability and your booking is only deemed as valid once you have received acceptance in writing by The Woodland Adventure Zone (this includes our email confirmation of booking).
b. If there are any mistakes within The Woodland Adventure Zone’s Booking Confirmation, you must notify us immediately. The Woodland Adventure Zone cannot be held responsible for any errors or omissions made by yourself, any member of your party or third party relating to your booking.
c. You will be required to undertake a safety briefing and complete our disclaimer before participating in any of the Activities.
d. The Woodland Adventure Zone reserves the right to prohibit late arrivals from participation in any of the Activities and no refunds, compensation or alternative dates will be offered in such circumstances. It is the Participants’ responsibility to make sure that they arrive at The Woodland Adventure Zone at the presented time.
4. Booking for Schools and Groups
a. Group bookings will need to be made directly through The Woodland Adventure Zone’s Activities Team (the “Activities Team”).
b. To book, simply contact the Activities Team who will discuss your requirements and check availability. Call the Activities team on 01623 499100 or email contact@woodlandadventurezone.com. This applies to parties, corporate days out and inclusive groups.
c. Schools and Groups are required to bring an appropriate number of staff to monitor and support behaviour fully. The Woodland Adventure Zone staff will support visitors through the Activities but appropriate staffing must be in place with the booking party to manage observers and non-participants. Where groups are taking part in multiple activities on the day, each group must be supervised by at least one adult at all times.
d. For Schools and Group bookings we require a 25% deposit to secure your date and full payment 10 working days before your event. Failure to pay a deposit will result in the cancellation of your booking.
e. If your selected date is within 10 working days of booking, then full payment will be required.
5. Access through Charitable Funding
a. The Woodland Adventure Zone receives an element of charitable funding to provide some free of charge access to groups. To check eligibility and book, simply contact the Activities Team who will discuss your requirements and check availability. Call the Activities Team on 01623 499100
or email contact@woodlandadventurezone.com.
b. Charitable funding is made available at the absolute discretion of The Woodland Adventure Zone.
c. There is a limited amount of charitable funding available therefore if charitable group bookings are cancelled within 48 hours an administrative fee of £50 will apply.
6. Health and Safety
a. The Woodland Adventure Zone must be made fully aware of any medical problem, condition, disability, injuries or medication of a Participant prior to booking, If any of these medical issues change, arise or are suffered, between booking and the commencement of the Activities, The Woodland Adventure Zone must be notified immediately.
b. The Woodland Adventure Zone reserves the right to refuse or cancel a booking on medical grounds if it is considered to be detrimental to the safety and smooth running of the session. If cancelled, the cancellation charges (clause 10) will apply.
c. The Activities are physically demanding and require a degree of agility, strength and stamina. If there is any doubt as to the level of fitness required for a particular activity, please contact The Activities Team prior to booking. We would advise that you also consult a medical practitioner if you have any doubts in relation to your health.
d. Due to physical nature of the Activities, The Woodland Adventure Zone recommend that pregnant women should not take part. Pregnant women who still wish to undertake the Activities will be required to sign a disclaimer that they are aware of the risks to them and to their unborn child and that participation in the Activities is at their own risk.
7. Equipment
a. The Participant will at all times be responsible for the safekeeping and proper use of any property or equipment for use in the Activities issued by The Woodland Adventure Zone (“Equipment”).
b. The Woodland Adventure Zone reserves the right to charge for any property and / or Equipment lost, damaged or misused by a Participant on a course.
8. Clothing
a. It shall be the responsibility of all participants to ensure that they are dressed appropriately and The Woodland Adventure Zone advises participants to wear clothing appropriate for the weather conditions and which they do not mind getting damaged, it is also not advised to wear a skirt or dress while taking part in any of the activities.
b. Participants may not under any circumstance partake in the Activities in open-toed shoes, if you need further guidance please contact the Activities Team.
c. Long hair must be tied back at all times.
d. Waists must be covered and piercings and jewellery removed.
e. The Woodland Adventure Zone will not be responsible for any damage to or loss of clothing or other personal items of persons resulting from participating in the Activities.
9. Conduct
a. Whilst at Portland College and The Woodland Adventure Zone, any behaviour or actions that our staff deem as inappropriate or against our Health and Safety requirements will result in the immediate expulsion from the premises.
b. The Woodland Adventure Zone reserves the right to refuse entry to anyone who is deemed to be under the influence of alcohol or drugs.
c. All participants are required to act responsibly and courteously at all times and to respect other participants. The Woodland Adventure Zone shall be entitled to prevent any person from undertaking or completing the Activities in the event it deems the behaviour of any participant unsuitable.
d. Participants must be dressed appropriately (see clause 8) and The Woodland Adventure Zone reserves the right to refuse admittance to the Activities to any participant who is not appropriately dressed.
e. No refunds or compensation will be payable by The Woodland Adventure Zone in the event that any participant is not permitted to, or decides not to, undertake or complete the Activities for the reasons set out in this clause 9.
f. No Participants will be covered by any duty of care or the professional insurance of The Woodland Adventure Zone or any of its staff in the event that any participant is not permitted to, or decides not to undertake or complete the Activities for the reasons set out in this clause.
10. Cancellation Policy
a. In the event you wish to cancel, you must confirm in writing to contact@woodlandadventurezone.com as soon as possible.
b. The following cancellation charges apply:
i. 28 days or more you will lose 25% of your payment;
ii. 14-28 days, you will lose 50% of the payment;
iii. 7-13 days, you will lose 75% of the payment; and
iv. Less than 7 days, you will lose 100% of the payment.
c. You will be invoiced for any difference outstanding between the deposit and the payment.
d. The Woodland Adventure Zone shall be entitled to cancel your booking at any time.
e. In the event that The Woodland Adventure Zone decides to cancel your booking, it shall use reasonable endeavours to notify you as soon as possible and offer an alternative date. If The Woodland Adventure Zone is unable to provide a suitable date we will offer you a full refund for the value of your booking. Refunds may take up to 30 days to be processed.
f. The Woodland Adventure Zone reserves the right to update prices periodically, this will not affect pre-booked sessions. New prices will be reflected within the booking system.
11. Liabilities
a. The Woodland Adventure Zone shall not be responsible for the loss, or damage, of or to any property or to any person arising from the booking of or participating in the Activities.
b. Parking facilities are available at the site, and any vehicles are left at the owners’ risk and subject to any conditions and the payment of any fees as may be required by the provider of such facilities at the site location.
c. The Woodland Adventure Zone advises that you do not bring valuables with you but smaller personal items, such as watches, phones, wallets and keys can be held at your risk by The Woodland Adventure Zone in a lockable cabinet.
d. Except as otherwise provided in these Booking Terms and Conditions any liability of The Woodland Adventure Zone shall be limited to the refund of any charges paid to The Woodland Adventure Zone.
e. Nothing contained in these Booking Terms and Conditions is intended to nor shall limit the liability of The Woodland Adventure Zone in respect of death or personal injury caused by the negligence of The Woodland Adventure Zone or of its employees, agents or contractors.
12. Miscellaneous
a. Complaints: Participants should report any problems or complaints whilst partaking in the Activities to the course lead or thereafter immediately so that the course lead can seek to remedy it. If not resolved to your satisfaction, please write to The Woodland Adventure Zone within 2 weeks of the course date by email to contact@woodlandadventuezone.com or by letter to The Woodland Adventure Zone office. Please include your full name, date of your session and details of the problem or complaint.
b. Data Protection: You acknowledge and agree that the personal data you provide us with in booking your place at The Woodland Adventure Zone will be used to administer your place at The Woodland Adventure Zone and may be shared with The Woodland Adventure Zone staff, suppliers, agents or sub-contractors, as necessary for the purpose of providing the Activities. Please see the Woodland Adventure Zone’s Privacy and Cookie Policy for further details on how it collects, uses and safeguards client’s personal information.
c. Entire Agreement: This agreement and the documents referred to in it constitute the entire agreement between you and The Woodland Adventure Zone. You acknowledge that you have not relied on any statement, promise or representation made or given by or on our behalf which is not set out in the agreement.
d. Authority: Each party warrants to the other that is has the right, power and authority to enter into this agreement and to perform it in accordance with its terms.
e. Assignment: The Woodland Adventure Zone may, at any time, transfer, sub-contract or deal in any other manner with The Woodland Adventure Zone’s rights and obligations under this agreement to another person.
f. No waiver: If The Woodland Adventure Zone fails to insist that you perform and of your obligations under this agreement, of if The Woodland Adventure Zone do not enforce rights against you, or there is a delay in doing so, that will not mean that The Woodland Adventure Zone have waived rights against you. A waiver of any right is only effective if it is in writing. A waiver of any right shall prevent The Woodland Adventure Zone from enforcing that or any other rights against you if you breach such right again on a separate occasion.
g. Severance: Each of the terms of this agreement operates separately. If any court or competent authority decides that any of them are unlawful or enforceable, the remaining terms will remain full force and effect.
h. Events outside our control: The Woodland Adventure Zone will not be liable or responsible for a failure to perform, or delay in performance of, any of The Woodland Adventure Zone’s obligations under this agreement that is caused by any act or event beyond The Woodland Adventure Zone’s reasonable control.
i. Law and Jurisdiction: These Booking Terms and Conditions and all bookings and arrangements made with The Woodland Adventure Zone will be subject to English law (including in relation to any non-contractual disputes or claims). The Courts of England and Wales shall have exclusive jurisdiction.
Company Details
The Woodland Adventure Zone created in 2019 as a subsidiary of Portland College Ltd (incorporated in England and Wales under company number 00408340 whose registered office address is Nottingham Road, Mansfield, Nottingham NG18 4TJ)
Telephone: 01623 499100