School, Group & Invoiced Booking Terms & Conditions

1. About us

Legal entity: Adventure Northumberland Ltd
Trading names: Adventure Northumberland, Peak Adventures
Company number: 08346511
Registered & trading address:
The Hut, Windyside Hill,
Craster, Alnwick,
England, NE66 3SS
Email: hello@adventurenorthumberland.co.uk
Telephone: 01665 517911

2. Scope of services

• We provide guided and instructional outdoor activities including coasteering, sea kayaking, climbing, abseiling, mountain walking and outdoor skills.
• We provide activities only and do not sell or arrange accommodation, travel or package holidays.
• These terms apply where a booking is confirmed by quotation, email, invoice or other written agreement rather than through a standard online pay-in-full checkout.

3. Provisional bookings

• Dates may be held on a provisional basis for 14 days unless otherwise agreed in writing.
• A provisional booking does not guarantee availability beyond that period.
• If the required deposit is not received within the provisional hold period, we reserve the right to release the dates for resale without further notice.

4. Deposit

• A non-refundable deposit of £500 is required to secure the booking unless otherwise agreed in writing.
• The deposit must be paid within 14 days of issue of the booking confirmation or invoice.
• The deposit is non-refundable.
• The deposit will be deducted from the final invoice.

5. Final numbers, balance invoice & payment

• Final participant numbers must be confirmed 28 days prior to the first delivery date.
• The balance invoice will be issued 28 days prior to the first delivery date using those confirmed numbers.
• Those confirmed numbers will form the minimum chargeable group size.
• The balance must be paid in full within 14 days of the invoice date unless otherwise agreed in writing.

6. Changes to numbers or booking details

• Before the final numbers deadline, reasonable changes may be requested and will be accommodated where possible.
• After final numbers have been confirmed and the balance invoice issued, reductions in participant numbers are not permitted except at our discretion.
• Increases in participant numbers may be accommodated subject to availability, staffing, ratios and operational limits, and will be charged accordingly.
• Changes to dates, timings, venues or activity content requested by the client may not be possible and may incur additional charges.

7. Cancellations & refunds

• The £500 deposit is non-refundable.
• If the booking is cancelled after final numbers have been confirmed and the balance invoice has been issued, the full balance remains payable.
• Where we agree to accept a reduction, amendment or postponement, this will be entirely at our discretion and must be confirmed in writing.
• If we cancel an activity, you will be offered an alternative date, credit or refund as appropriate.
• We are not responsible for third-party costs such as travel, accommodation or other external arrangements.

8. Non-payment

• If payment is not received within 14 days of the invoice date, we reserve the right to cancel the booking, release the dates for resale, and retain the deposit.
• Late payment may also affect our ability to honour the booking, reserve staffing, or maintain availability.
• Any exception to these payment terms must be agreed by us in writing in advance.

9. Weather, conditions & safety decisions

Outdoor activities are subject to variable conditions including weather, sea state, tides, terrain, water levels and group capability. Guides may change venues, routes, timings or activity plans in the interest of safety.

Safety-based changes do not automatically entitle participants or organisers to a refund.

10. Participant responsibilities & inherent risk

• Participants and group leaders must follow all safety instructions and guidance from staff.
• Unsafe or disruptive behaviour may result in removal from the activity without refund.
• The booking organiser is responsible for ensuring participants receive relevant pre-activity information.
• Participants must arrive suitably equipped and prepared for the activity booked.
• Alcohol or drug use prior to participation is not permitted.

11. Consent forms & waivers

• All participants must complete any required consent, medical or information forms before taking part.
• Forms may be digital or paper-based and both formats have equal validity.
• The booking organiser may be responsible for ensuring forms are completed accurately and on time.
• Failure to complete required documentation may result in refusal to participate without refund.

12. Health & medical

• Participants must be medically and physically fit to take part.
• Relevant medical conditions, injuries, allergies or medication must be disclosed in advance.
• Participants are responsible for bringing and administering their own medication unless otherwise agreed.
• The booking organiser is responsible for passing on relevant information where appropriate.

13. Equipment

• Provided equipment must be used correctly and returned as instructed.
• Loss or deliberate damage may be charged to the booking organiser or responsible participant as appropriate.

14. Children & safeguarding

• Minimum ages vary by activity and will be stated in activity information or booking documentation.
• Under-18s require appropriate parental or guardian consent.
• For school or youth group bookings, the organiser is responsible for ensuring appropriate supervision ratios unless otherwise agreed.
• Safeguarding procedures are in place and available on request.

15. Incidental local transport

Local transport, for example by company minibus, may be provided solely to facilitate access to activity locations. This transport is incidental to the activity and is not sold as a transport service.

• Passengers must follow driver and guide instructions.
• Seatbelts must be worn where fitted.

16. Late arrival / non-attendance

• Late arrival may result in exclusion for safety or operational reasons.
• No refund is due for late arrival, missed sessions or non-attendance.

17. Photos & media

• Photos or video may be taken during activities for training or marketing purposes.
• Please tell your guide in advance if any participant should not appear in media.
• The booking organiser is responsible for communicating any relevant restrictions where appropriate.

18. Liability

• We do not exclude liability for death or personal injury caused by negligence.
• We are not liable for indirect or consequential losses.
• We are not responsible for events outside our reasonable control.
• We are not responsible for third-party costs or losses incurred by the organiser or participants unless caused by our negligence.

19. Personal property

• Participants are responsible for their own belongings.
• We are not liable for loss or damage unless caused by our negligence.

20. Complaints

Please raise issues with your guide or lead instructor where possible on the day. Formal complaints should be emailed to hello@adventurenorthumberland.co.uk.

21. Privacy

Personal data is processed in accordance with UK data protection law. Please see our Privacy Policy for further details.

22. Governing law

These Terms & Conditions are governed by the laws of England and Wales. Courts of England and Wales have exclusive jurisdiction.