Adventure Activities Sussex Booking Terms and Conditions:

1. Upon booking, a contract is made between Adventure Activities Sussex (AAS) and the customer. The person making the booking accepts the contract on behalf of all members of the party and is responsible for making sure they adhere to our booking terms and conditions.
2. The following Booking Terms and Conditions apply to the booking of any Adventure Activities Sussex activity as set out in the booking confirmation.
3. These Booking Terms and Conditions contain important information concerning participation by you and all members of your party and accordingly, by booking, you acknowledge and agree that you shall ensure that all members of your party are aware of and accept these Booking Terms and Conditions. No variation to these Booking Terms and Conditions shall be binding unless agreed in writing by Adventure Activities Sussex.
4. Adventure Activities Sussex reserves the right to make changes to the activities where necessary to conform with any applicable safety or other statutory requirements or otherwise.
5. It is the customers responsibility to arrive on time for their scheduled activity.
Tide and time wait for no man, if you do not arrive on time we cannot guarantee participation.
6. All clients, observers and their guests are required to act responsibly and courteously at all times and to respect all AAS staff and other clients. Adventure Activities Sussex shall be entitled to prevent any person from undertaking or completing the activities in the event that it deems their behaviour unsuitable. No refund will be payable in such circumstances.
7. Adventure Activities Sussex will not be responsible for any damage to or loss of clothing or personal items resulting from participation in the activities.
8. These Booking Terms and Conditions incorporate Adventure Activities Sussex Acknowledgement of Risk & Activity requirements.
9. By booking you accept the inherent risks associated with adventurous activities, however you understand that the benefits of participation considerably outweigh the potential risks associated. Whilst we make every effort to minimise the risk of injury on our activities, we advise all participants to take out personal injury insurance.
10. Any customer under the age of 18 years must have the explicit permission of his/her parent or legal guardian before being able to take part in any activity offered by Adventure Activities Sussex. The parent or guardian need to be aware and accept the risks involved in adventure sports and satisfy themselves accordingly.

Booking Confirmation:
1. No booking shall be deemed to have been accepted unless done so in writing (which includes email) by Adventure Activities Sussex.
2. Session dates/times can only be cancelled or changed by the customer within 48 hours of making the booking, after this period has elapsed an admin fee (£5) will be payable (if bookings are made within 48hrs of activity time, no cancellations or changes can be made).
3. You must advise Adventure Activities Sussex within 48 hours of any mistake in your activities booking confirmation.
4. Adventure Activities Sussex shall take all reasonable steps to ensure that you and your party’s participation commences at the time booked and it shall be the responsibility of each client to ensure they arrive in sufficient time. Late arrivals may not be permitted to undertake the activities and no refunds or compensation will be payable in such circumstances.
5. If any participant or member of the clients group fails to attend or to participate for any reason, any monies paid are non-refundable.
6. If any participant changes their mind once safety equipment has been fitted and/or the activity has commenced or fails to complete the activity for any reason no refund will be available.
7. Any typographical, clerical or other error or omission in any booking confirmation or other documentation (including electronic documentation) issued by Adventure Activities Sussex shall be subject to correction without any liability on their part
8. All group leaders/organisers are responsible for ensuring that participants are aware of all terms and conditions.
9. It is the customers responsibility to check the booking details.
10. Customers hiring equipment are requested to return at the agreed time. Should equipment be returned late, Adventure Activities Sussex reserve the right to charge the appropriate fee for additional hire time.

Individual & small group bookings (8 or less people):
1. Full payment is due at the time of booking.
2. Subject to any terms agreed in writing between Adventure Activities Sussex and the client, our charges shall be calculated at our current rates.
3. Cancellation and changes by the customer:
a) Amendments to bookings may only be made up to 7 days prior to the activity date. After which no amendments can be made to bookings.
b) No charge shall be made for amendments within the 48hr window after booking.
c) Refunds may only be requested within 48 hours of the booking being made, and will be subject to the deduction of an admin fee. If bookings are made within 48hrs of the activity date no refunds can be requested.
d) Reductions in numbers can be made (subject to a £5 administration fee) to bookings up until 7 days prior to your activity date.
e) Should there be last minute additions to your booking we will always attempt to accommodate them (additional fees will apply), although increases cannot always be accepted at short notice due to staffing ratios and equipment availability.
f) Should you choose to cancel the booking less than 7 days prior to the activity date, you will be refunded by way of credit to your customer account of gift voucher, which will be valid for future use within one year.
4. Cancellation and changes by Adventure Activities Sussex:
a) Only Adventure Activities Sussex shall be entitled to postpone or amend a session for any reason once a booking has been made.
b) Adventure Activities Sussex shall take all reasonable steps to provide the activities agreed upon booking, however it must be remembered that we operate in a dynamic outdoor environment and we may be required to make amendments at short notice in order to ensure the safety and enjoyment of participants and staff.
c) In the event that we are required to postpone a session, and any bookings made for that session, due to unsuitable weather or sea conditions that would affect the safety and enjoyment of the session, we shall take all reasonable steps to notify clients as soon as possible.
d) In the rare instances that it may be necessary, Adventure Activities Sussex reserve the right to cancel any activity where weather conditions or sea state prevents safe participation or where insufficient bookings or participant cancellation make the activity unworkable.
e) In the rare instance that we may need to cancel your selected session we will always offer one of the following;
– An alternative activity (should the participant wish to take up the offer of a transfer, any difference in cost will be charged or credited accordingly).
– To rebook the session for an alternative date.
– A gift voucher for the cost of the activity, which is valid one year.
– Refund at the management’s discretion.

Group and Party bookings (Including Schools, Youth Groups, Corporate Groups & Course Bookings) (more than 8 people):
1. A non-refundable deposit of 25% of the total booking value is due at the time of booking, the balance is due no later than 14 days prior to the activity date.
a) Failure to pay the balance payment 14 days prior to the activity date will result in late payment charges and could result in your booking being cancelled – upon which no monies paid will be refunded.
2. Subject to any terms agreed in writing between Adventure Activities Sussex and the client, our charges shall be calculated at our current rates.
3. Should you be collecting participation fees from individuals we would recommend you do so in advance, as the party leader will be liable for full payment of any balance due.
4. Credit/debit card payments can be made via telephone & online, and invoices should be settled by BACS. Cheques should be made payable to ‘Adventure Activities Sussex’ and must be received by AAS no later than 14 days prior to the activity date.
5. Cancellation and changes made by the customer:
a) No charge shall be made for amendments within the 48hr window after booking.
b) Cancellation and refunds may only be requested within 48 hours of the booking being made.
c) Final numbers must be confirmed no later than 14 days prior to the event date. Once confirmed, there can be no refunds or cost reductions due to reducing participant numbers.
a) Once the participant numbers have been confirmed you may no longer cancel any activities.
b) Should there be last minute additional participants to the group you must notify us in writing at your earliest convenience, we will always attempt to accommodate your request (additional fees will apply), although increases cannot always be accepted at short notice due to staffing ratios and equipment availability.
c) Should the booking be cancelled beyond the 48hour booking window, any deposits paid are non-refundable.
6. Cancellation and changes by Adventure Activities Sussex:
a) Only Adventure Activities Sussex shall be entitled to amend a session for any reason once a booking has been confirmed.
b) Adventure Activities Sussex shall take all reasonable steps to provide the activities agreed upon booking, however it must be remembered that we operate in a dynamic outdoor environment and we may be required to make amendments at short notice in order to ensure the safety and enjoyment of participants and staff.
c) In the event that we are required to amend a booked activity, due to unsuitable weather or sea conditions that would affect the safety and enjoyment of the session, we shall take all reasonable steps to notify clients as soon as possible.
d) In the rare instance that we may have to cancel your selected activity/ies we will always provide an alternative activity/ies.

Off-Site Hire/ Events:
1. A non-refundable deposit of 25% of the total booking value is due at the time of booking, the balance is due no later than 14 days prior to the activity date.
a) Failure to pay the balance payment 14 days prior to the activity date will result in late payment charges and could result in your booking being cancelled – upon which no monies paid will be refunded.
2. A minimum booking fee will apply to all Adventure Activities Sussex Off-Site / Event bookings.
3. Cancellation and changes made by the customer:
a) No charge shall be made for amendments within the 48hr window after booking.
b) Cancellation and refunds may only be requested within 48 hours of the booking being made.
c) Final numbers must be confirmed no later than 14 days prior to the event date. Once confirmed, there can be no refunds or cost reductions due to reducing participant numbers.
d) Once the hire/event have been confirmed you may no longer cancel any activities.
e) Should there be last minute additional participants to the group you must notify us in writing at your earliest convenience, we will always attempt to accommodate you request (additional fees will apply), although increases cannot always be accepted at short notice due to staffing ratios and equipment availability.
f) Should the booking be cancelled beyond the 48hour booking window, any deposits paid are non-refundable.
4. Cancellation and changes by Adventure Activities Sussex:
a) Only Adventure Activities Sussex shall be entitled to amend a booking for any reason once a booking has been confirmed.
b) Adventure Activities Sussex shall take all reasonable steps to provide the activities agreed upon booking, however it must be remembered that we operate in a dynamic outdoor environment and we may be required to make amendments at short notice in order to ensure the safety and enjoyment of participants and staff.
c) In the event that we are required to amend a booked activity, due to unsuitable weather or sea conditions that would affect the safety and enjoyment of the session, we shall take all reasonable steps to notify clients as soon as possible.
d) In the rare instance that we may have to cancel your selected activity/ies we will always offer an alternative activity/ies.

Personal Property and Liabilities:
1. Adventure Activities Sussex shall not be responsible for the loss off or damage to any personal property or person arising from the booking or participation in the activities. It is suggested that all our clients property be secured by the client in an appropriate location. If a client request Adventure Activities Sussex look after any property then AAS cannot guarantee it’s security and no responsibility will be taken for loss or damage. Property belonging to the customer is at all times the responsibility of the customer.
2. Adventure Activities Sussex does not have it’s own private car parks at any of its locations. Customers leave their vehicles at their own risk and it is their responsibility to adhere to parking regulations and pay any charges where applicable in public car parks.
3. No responsibility can be taken by Adventure Activities Sussex for travel or accommodation costs incurred by clients where a session is postponed at late notice.
4. Adventure Activities Sussex reserve the right to refuse participation to clients if we believe them to be under the influence of alcohol and/or drugs. No refund will be provided in this instance.

Acknowledgement of Risk:
1 Participation in adventurous activities involves some inherent risks and whilst Adventure Activities Sussex, their staff and agents are appropriately qualified, experienced and licensed by relevant bodies and constantly work to limit the risk of these activities, participants must acknowledge these risks and take steps to act in their own best interests.
2 Whilst we make every effort to minimise the risk of injury on our activities, we advise all participants to take out personal injury insurance.
3 All bookings are on the basis that the customer will, at all times, observe the safety regulations and follow the safety instructions of Adventure Activities Sussex and it’s staff.
4 Any customer under the age of 18 years must have the explicit permission of his/her parent or legal guardian before being able to take part in any activity offered by Adventure Activities Sussex. The parent or guardian need to be aware and accept the risks involved in adventure sports and satisfy themselves accordingly.
5 All participants are required to sign (physically or by digital signature) a consent form indicating that they understand and accept that there are inherent risks and that they have disclosed any medical conditions that may, in any way, have any bearing on their ability to take part in adventure activities.

General Recreation Clients and Children’s Parties:
All participants or, if under 18 years, a parent/guardian, will be required to agree (by physical or digital signature) to Adventure Activities Sussex’s Acknowledgement of Risk stating that he/she is aware of the activity requirements and associated risks.
a) Schools & Youth groups: The Organiser must have Adventure Activities Acknowledgement of Risk signed by a parent/guardian for each child under 18 years stating that they are aware of the activity requirements and to confirm visiting teaching staff, leaders, parents and carers retain overall responsibility for all children in their care.
b) Corporate Groups & Off-Site hire: The Organiser will be required to sign the Adventure Activities Sussex Acknowledgement of Risk stating that he/she are aware of the activity requirements.

Safety and Activity requirements:
1 All clients will receive a safety briefing and instruction from a staff member prior to the beginning of an activity, these must be adhered to at all times.
2 Due to the nature of adventurous activities all participants should be reasonably fit and healthy. The activities may be physically and mentally demanding and require varying degrees of agility, strength and stamina. If participants have medical concerns they are advised to consult their own Doctor in advance. All Clients/participants must certify that they do not have a medical condition which might be made worse by participating in an activity with Adventure Activities Sussex or which might increase the chance of me being involved in an accident or incident, resulting in injury to themselves or others including but not limited to; heart condition, epilepsy, back, shoulder, neck or joint problems. Participants with such conditions may participate at their own risk.
3 Some activities may have specific requirements (i.e. Swimming ability, age, weight restrictions) anyone who does not meet these requirements will not be allowed to participate in the chosen activity and it is the bookers responsibility to ensure that all members of your party meet these requirements when booking.
4 Adventure Activities Sussex reserves the right to refuse admittance to the activities or to prevent any person from undertaking or completing the activities in the event that it deems they are not capable to proceed or may be putting the safety of others at risk. This includes anyone who does not comply with the safety rules or advice, who misuses Adventure Activities Sussex equipment and safety systems or who is deemed under the influence of alcohol or drugs. No refunds or compensation will be payable in such circumstances.
5 All participants must be confirmed capable to proceed to the next level of any activity by an Adventure Activities Sussex Instructor and the Instructor’s decision on the day is final.

6 All Clients are required to wear any necessary safety equipment provided by Adventure Activities Sussex and fitted by an instructor in order to participate. Removal or failure to correctly wear the given safety equipment may result in exclusion from the activity.
7 Due to the physical nature of the activities, Adventure Activities Sussex recommends that pregnant women seek medical advice prior to taking part in activities and do so at their own risk.
8 Adventure Activities Sussex will always make adjustments as is within our control to enable clients with disabilities to take part in activities. Please get in contact with us prior to booking/your activity in order to discuss how we can look to accommodate your disability.
9 No refunds or compensation will be payable should the Client/participant decide not to participate or complete any of the activities for any reason.

Photography:
1 Adventure Activities Sussex may often take photos on our activities. These photos may be used for both online and offline advertising purposes by Adventure Activities Sussex. Photos taken during activities will be available to tag, like and download from AAS Facebook site.
2 If you have any concerns or do not wish to be included in any photos please make it clear to your activity leader before activity commencement.

Issues & Complaints:
Adventure Activities Sussex prides itself on the quality of its service. If you feel that the quality of your experience did not match the expectations, or where problems on the activity may have been encountered. We ask you to undertake the following:
– You must call in to a booking office, or speak to an activity guide immediately following an activity or course.
– You must be able to articulate and provide detail as to why you believe there is cause for complaint. We ask you to put this in writing and either mail to:
Customer Services, Adventure Activities Sussex, Quarry Farm, Bodiam, East Sussex TN32 5RA. Or email us at: bookings@adventureactivitiessussex.co.uk
– All communication will be reviewed by the Operations Manager, where the situation will be investigated thoroughly.
– Refunds may be offered at managements discretions only and after full investigation. Any refunds made will only be from the cost payable to Adventure Activities Sussex, no other expenses or compensation will be recoverable.

Errors, omissions or amendments:
Adventure Activities Sussex endeavour to keep to all published prices and other information up to date but reserve the right to alter them at any time. You will be advised of any price amendments or other relevant changes made after the booking is processed and will be given the opportunity then to cancel or make amendments as necessary.

These terms and conditions are correct at the time of writing.
Date of publication: June 2018