BOOKINGS

• Bookings to be made using our booking form following discussion and agreement with regards to your space hire requirements.
• Bookings to be made by an adult (18years+)
• Bookings require advance notice, please contact us to discuss your requirements and depending on the type of booking will depend on the amount of notice required to arrange.
• Under 18's to always be surpervised by adult/carer/parent/teacher/guardian while on site.
• We require both a booking form and payment to secure your booking. Your booking is not agreed until payment is made, and we will require payment upto 14days prior of your event date made in full.
• By filling out our booking form, we can then arrange to send an invoice for payment by bank transfer.
• The hirer/client is responsible for arranging payment and any other charges relating to the booking.
• The hirer shall not sub-let the booking(s) that has been agreed and if found to do so, the hirer will forfeit the remainder of the block of sessions and be liable for the full cost of the allocated sessions.
• For last minute bookings the Ocean Walker Academy may agree on special arrangements at its discretion.
• Ocean Walker Academy reserve the right to review pricing, and will provide 14 days notice of any changes.

CANCELLATIONS

• To cancel your booking, we require 14 days notice where a full refund will be arranged less any costs that may have been incurred to the business (eg. catering, staff, processing fees etc).
• To cancel please contact us in writing over email to: reception@oceanwalkeracademy.com confirming the date and activity you wish to cancel.
• Cancellation of a booking within the 14 day notice period is non-refundable.
• Where an agreed deposit payment has been made, the deposit is non-refundable.

RESCHEDULING

• If we need to move your booking to an alternative date (due to the weather or other reasons), then we will contact you with as much notice as possible.
• If you would like to change your booking date, please provide at least 14 days notice to avoid any fees/loss of any agreed deposit.

EQUIPMENT

• Please detail any equipment that you require as part of your space hire at the point of quotation.
• Details of equipment provided by Ocean Walker Academy will be detailed on your booking form.
• Please notify us of any specific equipment you bring to the venue of your own, must have upto date Pat Test (if electrical) and must be advised on your booking form.

Ocean Walker Academy Grounds
Use of the surrounding Ocean Walker Academy grounds is not permitted under any circumstance without prior booking consent in addition to the activity type you are booking.
Other activities may be taking place at the same time as your hire, at the venue (eg if you have hired the Wellbeing Barn, there may be activity on the lake at the same time).
If you require sole use of the venue for the duration of your hire please advise at the point of quotation.

Additional costs
Ocean Walker Academy reserves the right to charge (in addition to the Hire Fee and the Deposit) a fee for the following:

1. a)  The cleaning and, where necessary, the repair of the premises; and
2. b)  The provision of additional staff and/or services prior to and/or during the event, for example equipment and technical assistance in the case of room hire only events or lifeguards for lake events.

Health and safety
The Client agrees and accepts responsibility for abiding with Ocean Walker Academy’s Health and Safety policy and confirms that it will make all meeting attendees aware of the Ocean Walker Academy’s Health and Safety policy before an event starts.

Insurance

4.1 General

1. a)  The client shall be responsible for arranging their own insurance to cover any potential loss due to theft, damage, cancellation or postponement of the event (howsoever caused).
2. b)  Where the client is hiring electrical or other equipment from Ocean Walker Academy, the client will remain responsible for this equipment throughout the period of their use and/or occupation of the Ocean Walker Academy facilities and beyond this unless a handover of the equipment is initiated by the client, and between the client and a responsible member of the Ocean Walker Academy staff, prior to the clients departure from the premises.
3. c)  It is jointly agreed that Ocean Walker Academy has the right to remove and dispose of any goods or articles remaining on the premises upon the expiry of the period of the clients use and/or occupation of Ocean Walker Academy facilities without any liability whatsoever.

4.2 Public liability

1. a) The client will, during the period of hire of Ocean Walker Academy premises as detailed in any Space Hire Agreement document, indemnify of Ocean Walker Academy and make no claim upon of Ocean Walker Academy for any bodily injury, property damage and nuisance caused by an occurrence upon or about Ocean Walker Academy premises in respect of the said hire unless such claim, loss or damage is caused by the negligence of Ocean Walker Academy, it’s employees, agents or sub-contractors.
2. b)  Ocean Walker Academy strongly recommends that the hirer has Public Liability Insurance which should cover for a minimum of £10m (Ten million pounds sterling). Depending on the type of hire this may be a requirement of your booking.

4.3 Employer’s liability

1. a)  The client will, during the period of hire of Ocean Walker Academy premises as detailed in any Space Hire Agreement document, indemnify the Ocean Walker Academy and make no claim upon the Ocean Walker Academy for any bodily injury sustained by an employee of the client caused by an occurrence upon or about the Ocean Walker Academy premises in respect of the said hire unless such claim, loss or damage is caused by the negligence of the Ocean Walker Academy, it’s employees, agents or sub-contractors.
2. b)  The Ocean Walker Academy strongly recommends that the hirer has Employers’ Liability Insurance which should cover for a minimum of £10m (Ten million pounds sterling).

Client’s/ Ocean Walker Academy warranties, undertakings and obligations

1. a)  It is agreed that no food or beverages may be brought onto the premises by the client, its visitors or staff, or other persons for consumption upon the premises unless prior agreement has been given in writing by Ocean Walker Academy at the time of booking.
2. b)  The client may only use the name and picture of the Ocean Walker Academy in any associated literature indicating where the event is or where it was.  The name must not be used in any manner which suggests that the event is an official Ocean Walker Academy event, or which implies the Ocean Walker Academy’s support or approval for the hirer. The Ocean Walker Academy name and logo can only be published by the client if it is used in promotional material for joint events between the Ocean Walker Academy and the client and if the Ocean Walker Academy has given written permission to the client to do so.
3. c)  All trade/sponsors will need to be approved by Ocean Walker Academy and may incur an additional charge.

Cancellation/alteration/termination

1. a)  The Ocean Walker Academy reserves the right to cancel any booking without notice, where no signed contract and room bookings agreement form accepting terms and conditions of business exists or where deposit payments are not made within timeframes outlined in the contract.
2. b)  The Ocean Walker Academy reserves the right to cancel any contract should unforeseen circumstances prevent the use of the premises. In which case a refund will be arranged in full or alternative date offered.
3. c)  The client agrees to confirm, in writing, final required numbers of delegates, guests and staff attending, at least ten working days prior to the event. The client will be charged for this number of attendees/or minimum hire fee if final numbers have decreased.
4. d)  Where there are any changes to the arrangements and figures agreed in writing between the Ocean Walker Academy and the client, the Ocean Walker Academy will make every reasonable effort to fulfil the requirements, but no guarantee can be given. The client must receive written confirmation from the Ocean Walker Academy accepting these changes.  A supplementary invoice will be raised to cover any changes.
5. f)  All cancellations must be in writing and acknowledgement by the Ocean Walker Academy must be received. The following charges will be promptly paid by the client at the Ocean Walker Academy’s first demand.
6. g)  For cancellations made in writing and received:

• 14 days or more notice – full refund*
• Less than 14 days notice – no refund

*deductions may apply for fees/costs incurred to Ocean Walker Academy.

Please note: Where Ocean Walker Academy  agree to accept a deposit payment to secure a booking, this deposit is non-refundable in the event you cancel, no matter the amount of notice provided.

GENERAL

Where a booking involves children participating in activities 16 years and under the hirer should ensure constant supervision during their time on site and provide adequate ratio of adult to children during this time. Prior consent must be granted with regards to children being allowed to use the facilities. A DBS certificate or Safeguarding certificate may be requested depending on the type of booking/activity.

Hirers must report any accident, injury or damage immediately to the Ocean Walker Academy Manager.

No structural or other alterations shall be made to the fabric of the site, buildings, fixtures or fittings.

We do not allow own food and drink to be brought onto site. If you require lunch/refreshments this should be arranged as part of your booking in advance.

Cars should be parked in the car parking area provided, but are at the sole risk of the owner.

Spectators/non-participants are not allowed onsite or in the car park.

The carpark is for the sole us of those who have booked a session at the venue. Anyone found loitering or using the car park who have not booked a session will be asked to leave. The carpark is not a waiting area – and as such at no point should children or animals be left in cars during your time with us.

Alcohol and/or illegal drugs are not permitted and must not be brought to the premises. The hirer and user shall not be under the influence of alcohol or illegal drugs at the time of the hire.

We are a strictly no smoking/vaping site, which extends to the car park area. Anyone caught smoking will be asked to leave the site.

Strictly no picnics on lakeside to avoid accidental dropping of litter or food in or around the lake.

Filming/Photography – allowed at Ocean Walker Academy

• for commercial or promotional purposes of hire will be agreed at the time of booking
• for personal use

Filming/Photography – not allowed at Ocean Walker Academy

• for commercial purposes (unless agreed in the hire agreement)
• drone footage/photography (unless agreed in the hire agreement)
• of the house/home/private area of the property under any circumstance.