Terms and Conditions

BOOKING TERMS & CONDITIONS BETWEEN YOU (THE CUSTOMER) AND OUTSPARK LTD

By agreeing to these terms, the Customer ensures that all adult leaders in its group have obtained DBS clearance and all other clearances necessary from the Customer’s organisation for working with children and young people. The person representing the Customer and making the booking must be at least 18 years old at the time of the booking. The Customer is responsible for ensuring that all its group leaders understand these terms and conditions. The Customer is responsible for all payments due to Outspark.

Confirmation, Payment Terms and Cancellation:

Non-Refundable Deposit and Booking Confirmation: The customer's booking is secured once the customer either confirms the booking through completing the online booking (Google) form provided by an Outspark member of staff (in the process accepting these terms and conditions), and/or the customer pays the non-refundable deposit of 25% of the full fee. The deposit invoice will typically be due within 30 days of issue, unless a separate agreement has been made. 

Payment and Final Balance: Balance invoices will be issued 60 days prior to the first day we provide a training event and/or expedition for your school. The balance invoice is typically due for payment at least 28 days before the start date. Cheques should be made payable to Outspark and sent to 7 Tower Road, Writtle, Chelmsford, Essex, CM1 3NR. For bank transfers, please use the following details: Account name: Outspark Ltd, Sort code: 40-17-08 Acc. No.: 02348675. Please use your school name as a reference. 

Changes to Numbers: For bookings where all or part of the cost is based on the number of groups or participants attending, if the customer wishes to reduce the number of people attending it should communicate that via email to Outspark. Any reductions in numbers must be communicated to alex@outspark.co.uk not later than 61 days before the first day of the booking. Outspark will then reduce the total cost of the booking accordingly, subject to the total cost not being lower than the amount originally paid or due as the deposit. 60 days before the first day of the booking the customer’s minimum group size is fixed and will be invoiced accordingly in full. The customer can communicate about an increase in numbers at any point and will be liable to pay the full amount for those additional people, subject to availability.

Whole event cancellation: If the customer wishes to cancel its entire booking, this must be communicated to alex@outspark.co.uk. If notice is received not later than 61 days before the first day of the booking, the deposit payment will still be due if not already paid. If notice is received 60 days or fewer before the first day of the booking, the full balance will be due.

If we change or cancel your booking: Whilst we will do our best to ensure that activities go ahead as advertised, we reserve the right to make any changes due to circumstances beyond our control. We will inform you of any such changes at the earliest opportunity. Our liability in all cases will be limited to a refund of any monies paid by you. We cannot accept responsibility for any cancellation due to ‘force majeure’ such as natural disasters, fire, war, terrorist activity, adverse weather conditions, dangerous or unstable conditions or similar events outside our control. The full fee would be payable in such cases and it may be necessary to make an additional charge for any elements of the programme that have to be rescheduled.

Participant information & Parental Consent:  

All participants including adult leaders are required to have filled in an Outspark Medical & Consent form, which includes an acknowledgement of risk and contact details in case of an emergency. This has been refined over several years to elicit full disclosure of long-term conditions which participants and parents’ often fail to mention, but which may be important in an emergency. It also includes an undertaking to respect the professional judgement of assessors in the unlikely event of a team being deferred. If new information about participants’ medical, dietary or psychological needs is received by the school after the online form is filled in, details must be emailed to alex@outspark.co.uk at least 7 days prior to any activity in the field with any updates as they come in.

Outspark and client responsibilities: 

The Customer is responsible for the behaviour of all members of the group. Offensive or illegal behaviour will not be tolerated and may result in the police being involved. Offensive or aggressive behaviour or language towards our staff is not acceptable. While accompanying school staff share pastoral responsibility for the group, overall responsibility for the health and safety of participants and the risk management of the outdoor activity rests with Outspark’s Leader. In particular, if the Leader decides that an activity has become unsafe, or that any participant should be withdrawn from the activity for whatever reason, that decision is final. Assessors of groups for DofE Award Expeditions make a professional judgment within the guidelines of the DofE Award and their decision is final. For additional information, please refer to Outspark’s ‘pastoral responsibilities’ document. 

Equipment:

Where kit is loaned to groups or participants as the whole or part of a service, it is expected that proper care will be taken of it, and Outspark reserves the right to charge the Customer the replacement cost for equipment lost, stolen or damaged as a result of the actions or negligence by the staff or students of the Customer, ordinary wear and tear excluded.

Acknowledgement of Risk: 

Your booking is based on your acceptance of the risk inherent in outdoor activities. Whilst we ensure that any activity is as safe as possible, all clients and participants must take sensible precautions to minimise any risk to themselves as much as possible. 

Insurance: 

We strongly recommend that you purchase adequate travel and cancellation insurance to cover you for your activity. You should note that many travel insurance policies exclude cover for certain sporting activities, so you should carefully check the terms of any proposed insurance policy to ensure that it meets your requirements. Outspark has Public liability insurance up to £10 million. The Customer undertakes that its group is insured against personal accidents, loss of baggage and belongings or cancellation.

Complaints: 

In the unlikely event of any problems or complaints, these should be brought to our attention at the earliest opportunity so that the matter can be resolved as soon as possible.

Privacy Policy: 

We respect your privacy and all personal information is stored in accordance with our privacy policy. We will not pass on personal information for any reason apart from organising your activity. Our comprehensive Privacy Policy document is available on request.