School Booking Terms & Conditions

The booking conditions as below apply to all school residential and activity day bookings with First Wave Adventures.

In the booking conditions, the Company, we, our, and us refers to Cornwall Adventure Limited and you, your, and your school refers to the School as named on the booking confirmation.

All prices detailed are exclusive of VAT.

1. Your Contract

(1a) Our acceptance of your initial payment forms a contract between Cornwall Adventure Limited and your school. A contract only exists after payment has been received by us and we have confirmed your booking by way of an email confirmation.

(1b) At the time of booking, you will be required to provide your school’s details and confirm that you have accepted the booking conditions on behalf of the group. We will ask you to list those teachers with authority to discuss the booking on your behalf.  We cannot discuss the booking or enter into communication with any unlisted representative of the school, parent, or 3rd party. In the event that the individual school staff member co-ordinating the booking is not actually taking part in the trip, the same booking conditions apply.

(1c) All booking notification and payment-related correspondence from us is sent via email.  Unless informed otherwise, it will be deemed by us that all emails have been received and understood. You will be responsible for any balance payment of the booking.

(1d) You are deemed to accept the booking conditions contained herewith. No other conditions will apply to this contract unless confirmed by us to you in writing.

2. Booking

(2a) Once availability has been confirmed by us and you are ready to proceed with a booking, we recommend that you make a provisional booking to ‘hold‘ your space. Provisional bookings are held for 28 days without obligation. Upon expiry of the 28 days, the space is released.

(2b) We will acknowledge your provisional booking by issuing an invoice for the deposit payment. Payment of a deposit will ‘reserve‘ your space. To reserve a space, you are required to make a non-refundable deposit payment of 20% of the total booking value.

(2c) If any booking details are incorrect in your deposit invoice, we ask that you advise us immediately. If you do not receive an invoice within 72 hours of booking, please notify us immediately.  We may not be able to accept responsibility for any errors concerning your booking after a period of 72 hours after booking.

(2d) After the deposit payment has been paid to reserve your school’s booking, the balance is payable 10 weeks prior to arrival. You will be sent a balance reminder email 12 weeks prior to arrival.

(2e) All bookings made within 10 weeks of the start of your stay will require the full balance to be paid at the time of booking.

(2f) Once the balance has been paid, your booking status becomes ‘confirmed‘.

(2g) All payments must be made by BACS. Our bank details are noted on all invoices. We are unable to accept credit card payments or cheques.

(2h) All rates and booked places are based on shared accommodation with full unit occupancy, subject to gender breakdowns.  All units are private, shared only with your group.

(2i) Whilst we endeavour to accommodate all special requests, we cannot issue any such guarantees.

(2j) Should you need accommodation/activities for persons with special requirements, please refer to our Accessibility Statement.

(2k) All bookings are made in good faith. In the unlikely event that your booked accommodation is made unavailable, we will endeavour to provide alternative accommodation.

(2l) The Teachers Stay Free offer is based on a confirmed activity package booking for 20 or more paid child places, with a ratio of 1 teacher per 8 paid child places. Should the confirmed group ratio be less than 1:8 (at the balance payment stage), free places will be removed from the booking accordingly.  Additional teacher places are priced at the reduced rate of £100 (2 nights)/£200 (4 nights).  Staff required to attend to fulfil 1:1 support provision, outside the ratio of 1:8, are provided with a free place.

(2m) If you have booked a School Residential, will be required to submit a completed Permission Form and Accommodation Allocation Form.  If you have booked a School Activity Day, you will be required to submit a completed Permission Form only.  All forms are requested at least 8 weeks prior to arrival.  It is your responsibility to relay all requested information, to include relevant medical and dietary information, to us by this time using our forms.  Use and submission of these forms form a contractual part of your booking with us.

(2n)  We reserve the right to accept a minimum size group booking.  You will be advised of this, if applicable, before booking with us.

(2o) We reserve the right to periodically review our rates.

3. Whilst Staying With Us

(3a) Your school residential activity programme at POEC starts at 2pm on the stated day of arrival. We ask you to arrive at the centre from 1pm to check into your accommodation and attend your Welcome Meeting. Should you wish to arrive at the centre before 1pm to unload and store your group’s luggage, you must obtain prior agreement in writing from POEC management. Unfortunately, we are unable to provide or accommodate any form of activity or entertainment at the centre before the advertised 2pm start time. For early arrivals, we can provide suggestions for off-centre, teacher-led provision. This may include access to our beach with complimentary use of beach equipment, reserved on a first come, first served basis. A disclaimer will be sought in order to confirm you accept full responsibility for your group during this time. Please note that we cannot accept any liability for stored luggage at our centre.

(3b) Your school residential experience at POEC finishes at 12pm on the stated day of departure. At 11.45am on the stated day of departure, you will be provided with a packed lunch which you are welcome to enjoy on centre grounds. We must ask that your group vacates the centre by 12.30pm. We kindly ask that you vacate your accommodation by 9am on the stated day of departure before taking part in the final day’s activities.  You are welcome to store your luggage with us in an undercover storage area. Please note that we cannot accept any liability for stored luggage at our centre.

(3c) Only those named in the booking may stay at POEC. In the interests of security and safeguarding, visitors are strictly prohibited from entering the centre.

(3d) All vehicles are left at the owner’s risk. We cannot accept any responsibility for any damage caused to a vehicle parked in our car park.  You will be asked to register your vehicle at check-in.  No vehicles are allowed on site save the designated car park.

(3e) With prior agreement with a teacher from your school, our management reserve the right to enter any tent/camping pod at any time. Subject to the nature of the need to enter the accommodation, we may have to request that our staff member is accompanied by a teacher.

(3f) We must note that you use all accommodation and centre facilities at your own risk. The Company cannot accept liability for the loss or damage in respect of your personal possessions.  We recommend that no valuable items are taken on a school residential and suggest the centre is made a ‘screen-free zone’ for your children, so to leave mobile phones and devices at home to enjoy their residential and connect with friends.

(3g)  We do not supply bedding or towels. All teachers and children will need to bring their own sleeping bag, pillow and towels. A complete Kit List will be made available prior to arrival.

(3h) In the unlikely event of damage being sustained with your booked accommodation/within the centre, we will meet with you to discuss the settlement of any costs incurred.  We would ask that any breakages are reported to us at the very earliest opportunity.  An accommodation inspection will be carried out by us after check-out.

(3i)  Whilst the main message will be to have fun, a Code of Conduct will also be addressed as part of your Welcome Meeting.

(3j)  For all bookings, you agree to act in loco parentis at all times.  Teachers are required to accompany their group and manage behaviour on all activities and at all times whilst in residence at the centre.  We reserve the right to delay/postpone the commencement of an activity until a teacher is in attendance.

(3k) You will be issued with a timetable prior to arrival, with full details confirmed as part of your Welcome Meeting.  This will include all meal times and activity times.  For the smooth running of our timetables, we must respectfully ask you to ensure you are on time for all booked meals and activities.  We reserve the right to postpone a meal/activity should your group be late.

(3l) Porthpean OEC operates a screen-free policy for all under 18s visiting the centre.  We ask that all mobile devices (including iPads/tablets) are left at home.  We reserve the right to request that a mobile device be handed over to an instructor if it is known to be in the possession of an under 18 year old.

(3m) Porthpean OEC operates a smoke-free policy.  Smoking and vaping is strictly prohibited anywhere on centre grounds.

4. If You Change or Cancel Your Booking

(4a) Should you be forced to change the dates of your booking, we ask that you contact us at the earliest convenience to discuss.

(4b) All notification of changes to your booking must come from you in writing from a listed email account (as per 1b).  We must be notified of any change to contact details or change to group member names at your earliest opportunity.

(4c) In the event of an individual cancellation more than 10 weeks prior to arrival (before the balance has been paid), we would be grateful if you could update us accordingly. This is especially important at the 12 week balance reminder stage, as we issue your balance invoice (which will be based on the numbers supplied to us at the initial booking stage). When you are forced to change numbers, your booking will be reconfigured and the final balance invoice will be adjusted accordingly and reissued.   For cancellations made less than 10 weeks prior to arrival once the balance has been paid, we will be unable to amend the booking to refund individual cancellations.  The date of cancellation is the day of receipt of written advice.  If any cancellation brings the number of children below the minimum number required to qualify for the Teachers Stay Free offer or any other special price/offer, then the trip price will be adjusted accordingly.   All monies paid to us are non-refundable in the event of a cancellation.

(4d) Should you decide to leave before the booked departure date for any reason, no refund will be available for the remaining night(s).

5. Is There Any Way My Booking Can Be Terminated?

(5a)  We ask for the final balance invoice to be settled 10 weeks prior to your arrival.  In the event that the payment becomes 14 days overdue, this will be a breach of the contract between us, entitling us to treat the booking as cancelled by you.  We will of course communicate with you throughout and work to find a solution. It is important to note that all monies paid to us are non-refundable in the event of a cancellation. Payment schedules and booking cancellations clauses of this nature must be in place to protect our business. In the event of a booking cancellation, you will receive an email from us to confirm the cancellation of the contract.

6. Complaint Procedure

(6a) We always aim to provide you with the best experience possible. However, in the unlikely event that a problem should arise we kindly ask that you inform us immediately. By following this procedure you will enable us to deal with the situation effectively and promptly. We regret that it is unlikely we can accept liability for any complaints after your departure.  It is therefore paramount that issues are raised immediately, or at the latest, by the end of the day.

(6b) We cannot be held responsible for the loss of enjoyment or additional expenses caused by circumstances amounting to force majeure such as industrial dispute, actual or threatened terrorist activity, act of God, governmental action, adverse weather or natural disaster.  Guest safety will not be compromised with unsafe weather conditions.  The Company shall not be held liable in the event that partner services are not available due to circumstances beyond its control.  We will always aim to offer alternative activities in the instance of advertised activities being made unavailable.

7. Data Protection & Photography

(7a) We will retain the information which you provide at the time of booking. This information will not be passed on to any 3rd parties, other than when required by law.

(7b) We occasionally take pictures/video for promotional purposes, including online and printed material. If any member of your group wishes NOT to appear in any such photography/video we must be notified in advance.  You will be issued with a Photographic Consent Form prior to arrival.

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Should an inaccuracy be displayed on our website or within our marketing material, the terms as stated in these booking conditions will prevail.