Please read these Terms and Conditions carefully. They, along with any supporting documents we provide, form the basis of your contract with UK Youth and become legally binding once your booking is made. 

Introduction and Definitions 

1.1 ‘You’ / ‘Your’ Refers to the organisation or individual making a booking and named in the booking confirmation.  This includes all members of the party for whom the booking is made and anyone appearing to act on your behalf. 

1.2 ‘We’ / ‘Us’ Refers to UK Youth (Registered Charity No. 1110590), of Avon Tyrrell Outdoor Centre, Bransgore, Hampshire, BH23 8EE. 

We aim to provide a relaxed, accessible, and natural environment suitable for all groups and families.  To ensure maximum enjoyment for your group and all other guests, you are required to comply with all conditions in this contract. 

1.3 Contractual Conditions 

The conditions of this contract apply to your booking.  No variation to these conditions shall be binding unless agreed in writing by authorised representatives of UK Youth. 

For avoidance of doubt, the contract is between you and us, and any claim for non-payment of the booking value, or any part thereof, shall be brought against you. 

Bookings and Payments  

2.1 Organisation or Group Bookings 

Where your booking includes members from an organisation, institution, family, friends’ group, or similar, you must provide the following before we can confirm your booking: 

a. The name and type of organisation/institution. 
b. Details of the lead contact person for the duration of the booking. 
c. Any additional information we may reasonably require. 

2.2 Group Booking Forms 

For group bookings, you are required to complete in advance: 

• Rooming forms 
• Catering forms 
• Activity medical forms 

Amendments can be confirmed on arrival or submitted prior to your visit by the group leader or designated individual on arrival.  All forms must include the name(s) of the booking leader(s) who will accept overall responsibility for the whole party. 

2.3 Group leaders must: 

• Be over 21 years old 
• Accept responsibility for managing the group 
• Be present for the duration of the stay 

Additional information must be provided for guests with restricted mobility, special needs, and/or care requirements. 

2.4 Arrival and Departure Times  

The following times must be adhered to unless we expressly agree otherwise 

Arrival 

Departure 

Manor House 

Midday on Monday 

3pm on all other days 

4pm on Sundays 

10am on all other days 

Lodges 

3pm 

4pm on Sundays 

10am on all other days 

Camping 

1pm 

11am 

On the day of your departure, you are welcome to remain onsite until 4pm, however please ensure all accommodation and camping areas are vacated promptly at the designated time. 

Late check out may be possible, but only by prior agreement, and we reserve the right to apply proportionate charges to the cost of your booking. 

2.5 Price Adjustments 

We reserve the right to increase or decrease prices in line with changes to VAT or any other dues or fees, with written notice provided. 

2.6 VAT and Exemptions 

From 1 April 2019, we have been able to vary the VAT charged on your booking in alignment with certain VAT exemptions.  Where applicable, bookings will be quoted and invoiced under the correct VAT treatment.  Decisions are based on the information provided by you, and you must notify us immediately if you believe the wrong VAT treatment has been applied. 

2.7 Quoted Prices 

Unless stated otherwise, all quoted prices are net of VAT. VAT is payable by the customer at the prevailing rate, unless an exemption applies under VAT law. 

2.8 Amendments 

Any amendment to goods or services requested by you and agreed by us may result in a change to the original price. 

Cost changes will be confirmed to you, and once agreed, they form a binding part of the booking contract. 

2.9 Discounts 

Any discount applied to a quotation is specific to that quotation only and is not binding for future contracts. 

2.10 Additional Goods or Services 

You agree to pay for any extra goods or services requested by any guest or representative of your party at any time, including during your stay at Avon Tyrrell. 

2.11 Payment Methods 

Payment may be made by BACS, cash, cheque, credit or debit card, or Apple Pay. 

2.12 Payment Terms 

Except for bookings requiring full payment at the time of booking, all sums under the Contract are due 30 days after dispatch of the relevant invoice, including: 

• A deposit invoice prior to your visit 
• A final invoice following your visit 

3 Cancellations, Amendments and Force Majeure 

3.1 General Cancellation Information 

Bookings can be cancelled with no cancellation charge within 48 hours of the booking being made, except for bookings where the arrival date is within the next 48 hours. In these cases, if you choose to cancel, no refunds or credits will be given. 

3.2 For general bookings the below cancellation terms apply 

Time before Arrival 

Cancellation Fee 

More than 12 weeks 

No charge 

Within 12 weeks 

50% 

Within 8 weeks 

75% 

Within 4 weeks 

100% 

3.3 Scope of Cancellation Fees 

Where a booking is cancelled in its entirety, the percentages above apply to the total booking cost. 

Where cancellation relates to selected resources or aspects of a booking, the percentages apply only to those specific elements. 

3.4 Non-Refundable Bookings 

Bookings requiring full payment at the time of booking (e.g., Go Adventure, Bike Hire, and Events) are non-refundable and non-transferable, unless otherwise stated. 

3.5 Third-Party Bookings 

For bookings made via third parties (e.g., Pitchup.com, Booking.com, Campsites.co.uk), our standard cancellation policy applies. 

Any commission fees charged by third parties are non-refundable unless otherwise stated. 

3.6 Changes Within 2 Weeks of Arrival 

Any alterations requested and accepted by us from 2 weeks prior to the booking start date may incur additional charges to cover non-recoverable internal and/or third-party costs (e.g., purchase of supplies, activity consultants, freelance instructors). 

3.7 No Refunds for Unused Accommodation or Facilities 

No refund will be made for accommodation or facilities not used, or if accommodation is vacated before the departure date, for any reason. 

In particular, you acknowledge that we reserve the right to terminate your booking and require you to leave the site if your group’s behaviour or activities: 

• Infringe on the enjoyment or safety of others, 
• Put our reputation as a safe venue at risk, or 
• Breach any terms of this Contract. 

3.8 Health-Related Cancellations 

If any member of your party has, or has recently had, an infectious or contagious medical condition and we consider it necessary to protect the health of others. We have the right to: 

• Cancel your booking, 
• Restrict participation in certain activities, or 
• Terminate your booking and require immediate departure, 

You must inform us immediately if any such condition develops within 4 weeks prior to your arrival or during your stay. 

3.9 Exceptional Circumstances & Credits 

No refund will be made due to personal circumstances outside the control of the Charity. 

In exceptional circumstances, an alternative date or activity may be offered. 

Credit notes, unless explicitly stated otherwise: 

• Can only be used against accommodation or activity costs, 
• Must be used within an agreed timeframe (provided in writing), after which they expire. 
• Credits cannot be transferred once booked, unless the re-booking is cancelled by us. 

3.10 Force Majeure 

We will not be liable for any delay, failure to perform, alterations, or cancellations due to any cause beyond our reasonable control, including but not limited to: 

• Strikes, lock-outs, or labour disputes 
• Acts of God, war, riot, civil commotion, or terrorism 
• Malicious damage or threats to safety 
• Compliance with any law, governmental order, rule, regulation, or direction 
• Accident, environmental contamination, pandemic, or infectious disease outbreak 
• Breakdown of plant or machinery, fire, flood, or storm 
• Difficulty or increased expense in obtaining workmen, materials, goods, or raw materials in connection with the performance of this agreement 

3.11 Unexpected Closures 

When you book to visit Avon Tyrrell, your payments are held securely until your visit, in accordance with these Terms & Conditions. Should we be forced to close unexpectedly, we will: 

• Refund bookings in full, or 
• Offer a credit or allow the booking to be moved to a later date. 

Where possible, we request you consider supporting our charity, UK Youth, by accepting a credit or rescheduling your booking. 

3.12 Illness During Your Stay 

Should you fall unwell during your visit, you will be liable for the full cost of your accommodation for the entire duration of your stay, not just the days originally booked. 

No partial refunds will be given if you leave early. 

We also reserve the right to require you to vacate the premises at the designated end of your booking, regardless of personal circumstances. 

3.13 School and Organised Group Visits 

For organised school visits or similar bookings, the following rules apply for packages and per-person bookings: 

• If an individual or small number of students are unable to attend due to an infectious disease (with evidence), we will discount these places from the final booking value, up to a maximum of 10% of the group, less any non-recoverable costs incurred. 
• If the entire booking must be cancelled, you will remain liable for cancellation charges as per the standard cancellation policy. We strongly recommend that organised groups take out appropriate insurance to cover potential losses. 
• In the event of a government-enforced lockdown, we will either refund your booking in full or provide a credit for the value of the booking.