Booking Conditions
Booking Procedure
To book, either telephone the Centre of your choice, or complete and submit a booking enquiry form on our website. Once suitable dates have been agreed, a provisional booking will be made for you. We will write to you with details of your booking, including dates, provisional numbers and when to send your deposits. When we receive your full deposits, your booking will be confirmed. If the numbers in your group then increase, we will do our very best to accommodate them, and additional full deposits will then be due. However, if numbers decrease, you (as agent for the group) will be liable for an appropriate cancellation fee. Full payment for your holiday is required 6 weeks before you arrive at the Centre. If we do not receive payment by this time, Abernethy Trust will have the discretion to treat the booking as cancelled, and full cancellation fees will apply.
Financial Security
Please note that advance payments are held in a secure Abernethy Trust Clients account, automatically awaiting transfer into the Trust’s operating account after your visit.
Cancellation Policy
In the event of cancellation for whatever reason, by either a group or individual, the deposit is non-refundable. Where cancellation occurs within 84 days of your arrival, the following charges apply:
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Cancellation occurs
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Percentage of full fee due
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Within 84 days (12 weeks)
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60%
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Within 56 days (8 weeks)
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80%
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Within 42 days (6 weeks)
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100%
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Cancellations must be made in writing by letter or e-mail – we will continue to hold your reservation until this written cancellation is received. Please note that if you have not had confirmation of receipt of letter or e-mail within 7 days you should call the Centre to ensure they have received your cancellation request.
In the event of your course or holiday having to be cancelled by the Abernethy Trust, you will be offered either a full refund, or a similar course on different dates.
Insurance
Our Centres are covered for public liability insurance. We recommend that guests consider taking out appropriate insurance to safeguard against risks such as theft, accident, or the cost of cancelling a holiday (including cancelling for medical reasons). We suggest the Freetime policy from Access Insurers.
Pricing
We reserve the right to increase or decrease published prices at any time. The price of your holiday or course will be confirmed when your booking is confirmed.
Your responsibility
It is the responsibility of the group leader, parent, guardian or any individual with primary duty of care to inform the Centre of any special needs, disabilities, behavioural or social problems that any group member currently has or has recently experienced. This is to protect the well-being of the individual concerned, as well as other guests. In the unfortunate circumstances of a child disrupting a holiday through behavioural or social difficulties which affect other guest’s enjoyment, we reserve the right to exclude that individual at any point during the holiday. No refund will be given and collection will be the responsibility of the group leader or person with primary duty of care.
Changing your booking details
We reserve the right to charge a £15.00 administration fee for any changes made to your booking after it has been confirmed. This includes changes in dates, booking name or contact details.
Risk
We have taken all reasonable steps to provide you with a level of care and assurances of safety appropriate to the nature of the activities we offer. However you should be aware that certain inherent risks remain which are integral to adventurous activities and which cannot be eliminated without destroying their unique character. The risk is generally confined to a similar level that a child in normal active play may experience, or an adult involved in normal active recreation.
Programme Changes
We reserve the right to alter activity programmes without prior notice if the weather conditions or other circumstances deem it appropriate. We always aim to provide an exciting and enjoyable activity programme.
House Rules
Our Centres aim to impose a minimum of rules. However, the rules we do have are there for the safety and comfort of all guests and staff, and we would ask that you and your group members abide by them. Please note that all Centres operate a no smoking and no alcohol policy. Full details of house rules will be given on arrival at the Centre. Group leaders must take responsibility for the discipline of their group, and assist the Operations Director in the smooth-running of the Centre by addressing any disciplinary problems as they occur.
Personal property
The Abernethy Trust cannot be held liable for loss or damage of personal property, unless it can be proven that it is due to our negligence. Please note that the majority of guest bedrooms do not have locks, but secure storage of valuables can be provided at Reception. If you discover you have lost personal possessions when you return home, please contact the Centre immediately. If found, we will be pleased to return the property to you by post. The cost of postage, plus a small handling and packaging fee will be due by return.
Photography
Photographs of guests taken during their visit to one of our Centres may be used in future publicity, including printed material and websites. Individuals will not be identified.
Complaints
In the unlikely event that you have a complaint about any part of your holiday while you are with us, please inform the Operations Director at the Centre as soon as possible, so that steps can be taken to rectify the problem.