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Terms & Conditions

Terms & Conditions

Everything you need to know before you book

The terms and conditions as below apply to all bookings with First Wave Adventures (‘FWA’).

The booking conditions as below apply to all residential bookings and all activity day bookings with FWA.  In the booking conditions, the Company, we, our, and us refers to First Wave Adventures Limited, and you, your, and your school refers to the School/Group as named on the booking confirmation.

For all advertised rates and associated prices, VAT does not apply.

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

1. Your Contract

(1a) Our acceptance of your initial payment forms a contract between First Wave Adventures Limited and your school/group. 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/group’s details and confirm that you have accepted the booking conditions on behalf of the group. We will ask you to list those teachers/group leaders 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/group, parent, or 3rd party. In the event that the individual school staff member/group representative 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.

(1e) Bookings made through agents or 3rd party websites may be subject to their own terms and conditions and payment policy. Our contract will be held with the agent and all communication will be made through them.

2. Booking

(2a) Once availability has been confirmed by us we can put an option on your chosen dates to ‘hold‘ your place.  At this time, we will issue a system-generated quotation.  To proceed, you will be required to accept your online quote.  Quotes are typically valid for 7 days without obligation.  Your expiry date will be noted on your quote.  Upon expiry of your quote, you will be unable to accept the quote and the held place will be released.

(2b) Once you accept your online quote, an invoice for the booking deposit will be generated.  We ask for payment to be made within 14 days of the date of your booking deposit invoice.  Payment of a booking deposit will ‘reserve‘ your place with FWA. To reserve a place, you are required to make a non-refundable and non-transferable deposit payment.  The unit deposit amount will depend on your length/type of booking:

  • School Activity Day: £20 per child place
  • 1-night/2-night School Residential: £50 per child place
  • 3-night/4-night School Residential: £100 per child place

Please note that failure to settle the booking deposit invoice by the date as detailed on your invoice may result in the cancellation and release of your held place.

(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.  A booking cannot be accepted unless you are able to pay by BACS.

(2h) All rates are based on shared accommodation on full room occupancy. All rooms are private, shared only with your group. Staff rooms are allocated based on two sharing. We can offer single supplements for guests over the age of 18 at an additional cost (subject to availability).

(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.  Some partner hotels may not offer a passenger lift/unable to offer disabled/accessible rooms.

(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 allows your first 2 teaching staff to stay without charge.  Subsequent free teaching staff places are subject to a strict ratio-based policy.  Taking account of the 2 existing places, we offer free teaching staff places on the ratio of 1 teacher per 10 paid child places.  i.e. with a group of 30 children and 4 teaching staff, one staff place would be chargeable.  Should the confirmed group ratio be less than 1:10 (at the balance payment stage), free places will be removed from the booking accordingly.  Additional teacher places are charged at the reduced rate of £75 per night.  Staff required to attend to fulfil 1:1 support provision, outside the ratio of 1:10, will also be charged at the reduced rate of £75 per night.  We are unable to offer any exceptions with respect of free places.

(2m) If you have booked a residential, will be required to submit a completed a Pre-Arrival Form and a completed Accommodation Allocation Form.  If you have booked an activity day, you will be required to submit a completed Pre-Arrival 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.  We reserve the right to refuse your booking until the forms have been completed.

(2n)  We operate a minimum group number booking policy.  For all activity day bookings, groups will be charged for a minimum of 12 places at full cost.  For all residential bookings, groups will be charged for a minimum of 20 places at full cost.  If your confirmed group numbers fall below our group number booking policy from your initial booking, you will be invoiced for our minimum booking places as above.

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

(2p) When booking a residential, for any child who is unable to stay overnight for certain medical or SEN reasons (only), you can add a Medical/SEN package at the reduced rate of £75 per night.  The Medical/SEN package offers the standard group arrival time on Day 1 of 1pm, with collection at 5pm.  Day 2 (plus other full days) is 9.30am-5pm.  Day 3/Departure Day is 09.30am-12.30pm.  Full details are available on request.  The Medical/SEN package must be booked as a separate booking to your main group booking.  Please note no other options are available and no reduction from the standard residential rate is offered for children without a specific and relevant medical/special educational need.  You will be asked to confirm in writing the need for the discounted package at the time of booking.

(2q)  All school bookings at First Wave Adventures are available for children and teaching staff (inc. support staff) only.   We cannot allow parents or non-school staff to visit the centre.

(2r) Please be advised that you will be required to bring a cheque as a form of security bond against any damage to accommodation/activity provider property. We ask for a cheque made payable to First Wave Adventures for the set amount of £200.00 per group, irrespective of the size of group. The cheque will be requested at check-in and retained throughout your stay.

(2s) In the event of any damage sustained with your booked accommodation/activity centre, we will charge the applicable amount of loss sustained by the provider, including business interruption losses, against the security bond. In the event that the cost of damage exceeds the amount of £200.00, we will contact you to request immediate settlement of the costs incurred. Should further problems be encountered, the provider have the option to pursue the matter through the civil courts. You remain responsible for all rooms booked under your name. All damage charges are checked and authorised by us. We reserve the right to impose a cleaning charge against the security bond for excess cleaning duties required in a guest room. A similar charge will apply against a guest whose actions have resulted in excess cleaning to a corridor/public area.

(2t) We cannot take any responsibility for claims with respect of 3rd party activity providers. Certain activity providers may insist you sign an insurance indemnity and waiver form; therefore you participate at your own risk. You may be asked to complete activity disclaimers prior to arrival. It is your responsibility to relay all relevant medical/behavioural information to the activity provider staff at the start of each activity.

3. Whilst Staying With Us

(3a) Your residential experience commences at 12.30pm on the stated day of arrival.  We ask you to arrive at your booked accommodation at this time to unload your luggage.  We will then accompany you to attend your Welcome Meeting before your activities start at 2pm.  Unfortunately, we are unable to provide a luggage drop-off or accommodate any form of activity or entertainment at the centre before the booked time. For early arrivals, we can provide suggestions for off-centre, teacher-led provision.  Please note that we cannot accept any liability for stored luggage.

(3b) Your school residential experience with FWA finishes at 1pm on the stated day of departure.  At 12pm on the stated day of departure, you will be provided with a packed lunch which you are welcome to enjoy at our beach. We must ask that your group has vacated the centre by 1pm. We kindly ask that you vacate your accommodation by 10am on the stated day of departure before taking part in the final day’s activities.  You are welcome to store your luggage with us. Please note that we cannot accept any liability for stored luggage.

(3c) Only those named in the booking may stay with FWA. In the interests of security and safeguarding, visitors are strictly prohibited from entering your booked accommodation.

(3d) Whilst some partner accommodation providers may offer car parking, spaces are limited. Alternative parking will be available nearby in both residential areas and public car parks. We cannot guarantee parking spaces and do not accept the provision of parking facilities as a contractual part of any booking. Parking with our partner accommodation providers is free. All vehicles are left at the owners risk. We/our partners cannot accept any responsibility for any damage caused to a vehicle parked in their car park. All persons leaving a vehicle in a partner accommodation providers car park will need to register it at check-in. All unregistered vehicles found may be issued with a parking ticket. Any such service is carried out by a 3rd party and we/our partners will have no control over its operation

(3e) With prior agreement with a teacher/group leader, our management reserve the right to enter any booked room 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 as the centre is a ‘screen-free zone’ for children, we ask that mobile phones and devices at left at home to allow everyone enjoy the great outdoors and connect with friends.

(3g)  We do not supply beach towels or room towels.  All teachers/group leaders and children will need to bring their own 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/group leaders 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 confirmed timetable on arrival 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 scheduled meals and activities.  We reserve the right to postpone a meal/activity should your group be late. Please note that all timetables displayed in advance of your stay act as a sample timetable only, functioning as a guide to the activities you will experience as part of your booking.  We are unable to provide confirmed activities before your arrival.

(3l) We operate 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) We operate a smoke-free policy at the centre.

(3n) We are unable to welcome dogs at the centre (including school dogs/therapy dogs), other than assistance dogs.

(3m) Coach/taxi travel may form part of your booking. By law, all British coaches transporting young people under 16 years of age are required to be fitted with lap belts. All coaches contracted by us will conform to this requirement.  Accompanying teaching staff/group leaders are responsible for ensuring that the lap belts are worn at all times during coach travel.

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 child place 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.   Please note that as all deposits paid are non-refundable and non-transferable, the £50 per child place deposit will be retained and will not be used against the balance.  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 group 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).

(4e) We recommend taking out group travel insurance to cover you in the event of booking cancellations.  Please note that cancellation charges may be reclaimed, via insurance, provided that the cancellation occurs within the terms of the policy e.g. injury, illness, or parental redundancy, etc.

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 balance payment becomes 7 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.  It is important to note that all monies paid to us are non-refundable and non-transferable 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.

(5b)  We reserve the right to cancel a booking at our discretion if there is an observed concern or fear over the behaviour of group organisers or members of a group which could impact safety or enjoyment of others.

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 as part of your Pre-Arrival form.

8. travel bonding

(8a) First Wave Adventures Limited is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel, Package Tours Regulations” all passengers booking with First Wave Adventures Ltd are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of First Wave Adventures Limited. This insurance has been arranged by The Travel Vault in conjunction with Towergate Travel through Zurich Insurance PLC. ClaimsIn the unlikely event of Insolvency, you must Inform Towergate Travel immediately on +44 (0) 1932 334140 or by email at tcs@towergate.co.uk . Please ensure you retain the booking confirmation form as evidence of cover and value. Policy exclusions: This policy will not cover any monies paid for Travel Insurance .