Booking Terms and Conditions - Schools, Colleges and other educational groups

(v2 Updated September 2026).

 

 

Please read carefully.

By making a booking with OENW you are agreeing to the following Terms and Conditions:

 

Note: For educational groups, or groups of u18’s, then the designated trip leader is overall responsible for all group members and their actions.

 

 

Booking

A signed booking form is required to confirm your booking. Until we receive a signed booking form, then your booking is provisional only.

Once we have received your booking form, the booking is confirmed and payment is due.

 

If you need to make any changes to your original booking form after submitting, then we require at least 30 days’ notice. Any changes should be agreed with us in writing before the booking takes place. Where less than 30 days’ notice is given, you will be charged per the original booking form. 

 

Payment

For schools / colleges etc. we charge a Group Rate (rather than a per head rate). Typically, a group will be up to 10 participants, depending on the activity, e.g. (From Jan 2025):

        

o   <10 students: £340.00

o   11 - 20 students: £680.00

o   21 - 30 students: £1020.00 etc (example prices for illustrative purposes only. Some activities incur additional costs)

 

Please keep in mind that these are group rates, and the exact number of students you bring will affect the per head rate e.g. bringing 11, 21, 31 etc will be more expensive per head than bringing 20, 30, 40 etc. 

 

Once we have received your booking form, then you will be invoiced the agreed amount. Payment must be received in full before the activity takes place, and within 30 days of receiving the invoice.

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Cancellation Policy

If you cancel your booking the following charges will apply:

•        More than 30 days’ notice: no charge

•        Between 7 – 30 days’ notice: 50% of overall cost

•        Less than 7 days’ notice: 100% of overall cost

 

 

 

Change of activity:

It must be accepted that Outdoor and Adventurous activities can be influenced by the environmental and other conditions on the day.

If, on the day of your booking, the conditions make it inappropriate or unsafe to run your activity of choice, then an alternative activity will be provided. This will be discussed with you or your staff on the day.

 

In extreme situations where the conditions present a risk of harm to any participant then the instructor in charge of the activity has the overall authority to change / cancel the activity.

 

In the unlikely event that we cannot provide an alternative activity, and therefore must cancel your booking, you will be given a choice between a full refund, or rescheduling your booking to alternative dates.

 

Please note that in this event, OENW cannot be held responsible for any additional costs e.g. transport, accommodation

It is strongly recommended that you take out your own insurance to cover such an event

 

 

Accident and injury

OENW have a robust Health and Safety policy in place, and all activities are thoroughly risk assessed, however, minor bumps and bruises do occasionally occur.

It should be recognised by all participants that there is always some risk of accidents and injury associated with Outdoor and Adventurous activities, and that OENW will not be held liable for such.

 

 

During the activity

The instructor running the activity has a duty of care towards all participants. On all matters relating to the Health and Safety of participants, their instructions and decisions must be followed.

 

Behaviour

The instructor on the day (supported by OENW senior staff) has the authority to cancel any activity or remove one or more participants from the activity if their behaviour causes a risk of harm to themselves or others.

 

Photos

We will on occasion take photographs of our activities which may be used for marketing purposes. Please let us know by ticking the appropriate box on the booking form, if you would prefer us not to take / use photos.