​1. 21 Club is referred to in this document as ‘21C’. A ‘Booking’ refers to a request by a family group or parent/carer and child to book a camping trip of 21C. A booking may also include activities undertaken with our partner suppliers organised by 21C. The ‘Group Leader’ refers to the individual with whom 21C deals with in relation to a booking. 21C will regard the Group Leader as having final responsibility for all matters relating to a booking, including payment of fees. ‘The 21C Manager’ refers to the Activity Manager of any of our events.

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2. An 21C booking can be reserved for no more than 14 days by phone or e-mail. The booking form and relevant deposit must be received within this period for the booking to be confirmed. A receipt confirming the booking will be sent to the Group Leader. If a booking form and full payment is not received within 14 days your booking will be regarded as cancelled.​

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3. Payments may be made by credit or debit cards. Receipts will be issued for all payments in respect of bookings. 

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5. Any additions to numbers on the day of the booking will incur an invoice which will be issued to the Group Leader before the end of your booking. Settlement of this balance is due before the end of the Event.

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6. Cancellations must be made in writing to 21C. The acknowledgement sent by 21C will state the effective date of the cancellation. In the event of a cancellation, the following charges will apply:

• 40 – 29 days before commencement date – 50% of total cost

• 14 – 1 days before commencement date – 100% total cost

• On or after the commencement date – 100% total cost

The percentages listed above refer to the total cost of the booking. 

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7. Unless specified in the relevant event literature, any surplus funds generated by an event shall be retained by 21C as general funds for use in delivering its events.

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8. 21C reserves the right to cancel, alter, or delay any event, expedition, camp, course, accommodation or activity where forced to do so by circumstances beyond our control, including but not limited to serious illness, severe weather or any other circumstances which would subject 21C or any of its volunteers, employees or any of its participants to danger.

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9. 21C reserves the right to send away from an event, expedition, camp or activity, any person who in their judgement is found to be unmanageable or a danger to the safety or enjoyment of others. In this event no refund will be given. Any additional costs and responsibility involved in removing the participant will be borne by the group.

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10. Participants must be physically fit to take part in camps and activities run by 21C and free from any illness or conditions that may render the camp or activity hazardous. Certain activities are only suitable for specific age groups and these age restrictions must be adhered to. 21C accepts no responsibility when groups/individuals fail to adhere to these rules.

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11. It is the responsibility of the Group Leader to familiarise themselves with the ‘Roles and Responsibilities’’ documents for groups at 21C Activity Centres. Some activities are potentially dangerous if not skilfully managed. Safety must therefore be paramount and all participants must accept that the decision of the activity instructor is final and must at all times be accepted by the participants. 21C will accept no liability for problems arising from failure to accept and/or respond to the authority and instructions of the instructor or event organisers.

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12. Any and all photographs, videos, or other recorded media taken of an event by 21C may be used for marketing or advertising purposes without any payment or compensation being offered and without any request being made to the featured parties. Should any participant in a 21C booking be subject to any specific restrictions around the capture of their image, this should be made clear to the 21C Manager by the Group Leader.

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13. No Liability is accepted for:

• Loss of or damage to any personal property belonging to or travelling with the members of any group. For example; watches, jewellery, cameras or clothing.

• Losses or additional expenses due to delays or changes in travel services, sickness, weather, strikes, riots, war, quarantine or any other cause.

• Personal injury or death of any participants however caused unless by proven negligence of 21C.

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14. It is the responsibility of the Group Leader to ensure that all areas (including buildings, campsites and equipment) used by their group are left in a clean and tidy condition at the end of a booking.

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15. In the event of any damages caused by participants to property or equipment in use by 21C, except by fair wear and tear, the group will be charged the full replacement cost. Any damages must be reported to a member of 21C staff/event organisers immediately.

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16. All information given in any literature produced by or on behalf of 21C is correct at the time of going to press. It is given in good faith and is intended as a guide to events, expeditions, accommodation, camping and activity facilities available and may be altered without notice to suit differing seasonal or other conditions.

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17. If you have any complaint arises during a booking, please notify the Event Organisers or Activity Centre Team. 21C will do our utmost to find a speedy and satisfactory solution. In the event that the Group Leader is not satisfied with the solution please complain in writing to The Event Organiser or Activity Centre Manager within 14 days of the end of the booking.

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18. For the comfort, health and safety of all concerned, smoking is forbidden in the proximity of persons under 18. Smoking will only be permitted by persons over 18 years of age.

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19. NO alcohol may be consumed during any activities. Alcohol may be consumed during leisure time as stated in the programme by persons over the age of 18 and only in line with the “21 Club checklist for adults”. Under NO circumstances will anyone under the influence of alcohol be permitted to participate in any activity organised by 21C.

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20. 21C is covered by all necessary insurances.

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Roles and Responsibilities

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To ensure that young people and adults alike have the best possible experience the Group Leader should ensure that all accompanying adults are aware of their roles and responsibilities prior to the start of your group’s booking.

 

The roles and responsibilities of the Group Leader/parent/career upon arrival and departure:

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1. To ensure that the young people in their group are appropriately supervised whilst in our car parks and arrival areas.

• We strongly advise that you nominate a leader from your group to meet participants at the car park/arrival area at the designated arrival/departure time.

• Please ensure that those collecting/dropping off young people are aware that 21C  has a no dogs policy on site. Assistance dogs are permitted, but should be clearly identified as such.

 

2. Vehicles are only permitted onto camping areas with the express permission of the 21C Manager and should be removed from these areas promptly once unloaded.

 

3. Please ensure that any buildings or gates are secured upon departure and that any keys are returned. Please do not share the codes that you are provided for doors or padlocks with any other group.

 

The general roles and responsibilities of Group Leaders/Parents/Carer:

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1. Group Leaders/Parents/Carers are responsible for the overall care and well-being of their children at all times.

 

2. Whilst our instructors are responsible for the safe delivery of the activity session, the Group Leaders/Parents/Carers are still ultimately responsible for their childrens welfare and behaviour.

• Please encourage children to be considerate and polite, to keep our sites tidy, to be punctual and to support and encourage each other.

 

3. Group Leaders/Parents/Carers are required to accompany each child during an activity, unless specified otherwise.

 

4. Group Leaders/Parents/Carers are to ensure that their children are behaving in an appropriate way, so that the activity can be both fun and safe for all involved. If a young person’s behaviour is continually preventing an activity from running well, the Group Leaders/Parents/Carer should take time to talk to the young person so that others are not disrupted.

 

5. For all activities, Group Leaders/Parents/Carers are required to supervise the non-active participants, allowing the instructor to focus on one-to-one coaching.

• During activities, please ensure the young people have the correct clothing and footwear and that they bring their asthma pumps or other relevant medication to each activity. Young people should be actively encouraged to attempt all activities.

 

6. Group Leaders/Parents/Carers have full responsibility for their groups/children during non-activity times; such as mealtimes, free-time and at bedtime.

• For those on catered packages, at mealtimes ask the young people to line up in an orderly manner, remember their manners when being served their meal, clear their plates, cups and utensils from the table and return them to the clearing station.

• It is the Group Leaders/Parents/Carers responsibility to ensure that those with specific dietary requirements make themselves known to 21C catering staff and that the young person adheres to those requirements.

• It is the responsibility of the Group Leaders/Parents/Carer to ensure any young person consuming food items from 21C adheres to any specific dietary requirements they may have.

• During free time, the young people must stay away from activity areas.

• Eating and drinking is not allowed in the main hut or in 21C tents.

 

7. To ensure that issues are efficiently resolved, we request that matters of a serious nature be communicated by Group Leaders to the Event Management Team as soon as practicable possible and in any event prior to departure.

 

8. Group Leaders/Parents/Carers are welcome to participate in the various activities, providing they have been present for the safety talk. This is a great opportunity for Group Leaders/Parents/Carers to enjoy the challenge of trying something new and for young people to see their Group Leaders/Parents/Carers in a completely new light!

 

The general roles and responsibilities of 21 Club instructors & staff:

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1. 21 Club instructors shall follow the relevant Activity Standards and Procedures to ensure that each activity is run safely.

 

2. Their main focus is to ensure that all members of the group can participate in each activity safely.

 

3. 21 Club instructors will work with leaders to re-enforce positive behaviour.

 

4. If the 21 Club instructor deems that safety could be compromised, they reserve the right to exclude individual young people and/or curtail the activity.

 

5. Whilst our instructors will offer support wherever possible, the pastoral well-being of visitors at all times is the primary responsibility of Group Leaders/Parents/Carers.