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Booking Conditions Bespoke Programmes on site


  • 1 FEES
  • 1.1 Any quotations drawn up on a per head basis by Activate Outdoors Limited (henceforth referred to as the New Forest Outdoor Centre or NFODC), will prescribe a minimum number of attendees. NFODC will not give any refund if numbers fall below this minimum and will charge the specified per head fee for any additional persons attending.
  • 1.2 For any confirmed team building session or course, a deposit invoice for 50% of the total cost (excluding bar bills and additional attendees) will be raised by NFODC. Payment of this deposit invoice within 14 days of the deposit invoice date, or before the event, whichever is sooner, will secure the booking for the client.
  • 1.3 If no deposit is received from the client within the 14 day period specified on the deposit invoice, prior to the event date, NFODC reserves the right to cancel the course or session and offer the date to another party.
  • 1.4 The balance of the event fee including bar bills and additional attendees, is payable by the client within 14 days following the session or course, in response to a balance invoice from NFODC.
  • 1.5 If no payment is received from the client within the 14 day period specified on the balance invoice, NFODC will start procedures to recover the debt.


  • 2 CANCELLATIONS/POSTPONEMENTS
  • 2.1 NDODC reserves the right to cancel a session/course if conditions prevent the safe running of the session/course, if an alternative venue cannot be found. In this event clients will be offered the following options: Either a full refund of fees or the same session/course on a different date.
  • 2.2 Client cancellation: all client cancellations must be in writing. If the cancellation is between 12 (twelve) and 4 (four) weeks before the start of the course/session, the 50% deposit will be retained by NDODC. If it is less than 4 (four) weeks before the start of the course/session the client will be liable to pay NFODC the full 100% course/session fee.
  • 2.3 If a client wishes to change the date of a confirmed event, course or session, within twelve weeks of the event date, the client will be liable for an additional 25% of the total event cost, on top of the full event cost, in order to reimburse the staffing, catering, administration and other overheads associated with moving the date.
  • 2.4 If a client wishes to change the location or programme content of a confirmed event, course or session, NFODC reserves the right to charge the client for any costs incurred in order to implement the changes.
  • 2.5 NFODC reminds clients that any bookings involving venue hire and/or accommodation and/or food expenses are liable to cancellation or postponement fees. Please see section 4 for details.

  • 3 PERSONAL & INSURANCE
  • 3.1 NFODC holds £5 million civil liability insurance.
  • 3.2 NFODC recommends that you take out insurance cover for your own personal belongings and accepts no liability for lost/damaged personal belongings.
  • 3.3 NFODC reminds clients that our courses tend to contain an element of physical activity and that any physical activity can be strenuous. We suggest that any person who has a medical condition that may be aggravated by participating in a physical activity seeks professional medical advice before doing so and then participates at their own risk.
  • 3.4 NFODC aim to operate to the highest health and safety levels, however, we remind participants that running programmes in the outdoors presents an element of risk and we accept no liability for any injury or accident that may occur outside the categories of instructor negligence or structural failure of facilities constructed by NFODC.


  • 4 ACCOMMODATION, FOOD & VENUE EXPENSES
  • 4.1 If NFODC are arranging non-New Forest Outdoor Centre accommodation and/or venue hire and/or food expenses, a separate set of invoices will be raised by NFODC. These invoices will include an NFODC administration charge.
  • 4.2 A deposit invoice for accommodation and/or venue hire and/or food expenses is payable by the client to NFODC to hold the booking. The client is advised that if this payment is not made, they risk losing the accommodation/venue/food.
  • 4.3 A balance invoice for accommodation and/or venue hire and/or food expenses is payable by the client to NFODC within 7 days prior to the session or course, in response to a balance invoice from NFODC. If this payment is not received by NFODC within the specified timescale, NFODC will start procedures to recover the debt.
  • 4.4 The client is advised that most hotels/bed and breakfast facilities, venues and eating places retain deposits on cancellation and some demand full payment for the reserved number of delegates even if the full number do not turn up for the event.
  • 4.5 NFODC reserves the right to exercise the terms and conditions set down by the relevant hotels/bed and breakfast facilities, venues and eating places in circumstances such as per condition 4.4.
  • 4.6 NFODC wishes to point out that the rates quoted for accommodation, venues and eating places do not include bar bills, use of the telephone, room service or any other personal costs incurred and NFODC accepts no responsibility for paying such additional bills.