TYF - School and Group Terms and Conditions 2019
Making a Booking
TYF will provide a draft programme outline and quote which will be amended where necessary to suit your school / college / groups needs based on expected numbers attending.

Once the programme and rough numbers of attendees and quote has been agreed on we will issue a deposit invoice for 30% of the expected costs of your trip. The final balance is due 2 months prior to your first day of activities with TYF. This payment is based on your final numbers which must be received 2 months and one week prior to your first day of activities.
Once a deposit invoice has been issued, your provisionally booked dates and programme will be held for 30 days, but please note that these dates and programme are not confirmed until payment of the deposit invoice has been received by TYF. This deposit is non-refundable.

If the planned activities will take place within 6 months of your booking date, you will be invoiced for the deposit and second invoice amounts at the time of booking.

If the planned activities will take place within 2 months and 1 week of your booking date, you will be required to provide accurate numbers at the time of booking, and will be invoiced in full.

The Client must let TYF know confirmed numbers attending 2 months and 1 week before activities commence

When making a booking for more than 2 months and 1 week ahead, TYF recognise that expected numbers of attendees can change, and allow for such changes to be made to attendee numbers of + or - 10% without any changes to the ‘per person’ rate where no further resources / services are required. TYF reserve the right to change the per person rate where further resources / services are required due to the change in numbers.

If confirmed numbers attending (as confirmed at two months and 1 week prior to activities) are more than 10% less than original expected numbers, TYF will charge a cancellation fee of 25% for each person no longer attending (outside of the 10% parameters of change allowed).

At two months prior to planned activities, TYF will issue a balance invoice based on confirmed numbers.

Full payment of the balance invoice is to due on receipt.
Registration Forms
Prior to undertaking any activities, all participants are required to fill in a registration form and declare any medical and dietary needs, and to sign a statement of risk and health. To save on paper we ask you to fill in this form online. A link to this online form is provided to you on your website. Registration forms must be completed 2 weeks prior to activity start date. All under 18’s must have their Registration Form signed by a parent or guardian before they can participate in any adventure activity. By signing on behalf of a minor, you agree to act ‘in loco parentis’.
Activities License / Insurance
We are Licensed by the Adventure Activities Licensing Authority License number: L12441 / R0649. We have Public Liability insurance up to £10 Million pounds.
These documents will be provided to you as part of the booking process, and on request at any time. Personal insurance is optional.

TYF Adventure guides are knowledgeable, experienced and will always prioritise customer safety. TYF will not accept liability for personal injury sustained by participants that happen as a result of participants not following the guides’ instructions.
Safety, Fitness and Property
TYF’s mission is to maximise positive experience, adventure and learning for all of our customers. If participants choose to ignore reasonable instructions, TYF’s Adventure guides have the right to exclude them from the whole or part of their session and cannot accept any responsibility for any liability, loss expenses or damages arising as a result.

Safety is our highest priority and we only take out adventurers who are fit and free from the influence of alcohol or illegal drugs prior and during their activity. If in our opinion the participant is not considered to be sufficiently well, fit or able to take part in their activity, we reserve the right to exclude them at any time before or during the activity, in which case TYF will not accept liability for any damages, loss or expenses.

Your Property
We can store phones, wallets or keys whilst you are with us and it helps us if you minimise the amount of belongings you bring with you. Items left in our care are left at the owner's own risk and personal items taken on sessions remain participant's’ responsibility.

TYF Property
In the same way that we will respect any of your property left in our care, we also expect you to take care of TYF property and agree to incur the cost of replacement or repair of any TYF equipment damaged as a result of your negligence or misconduct.
Personal Information
We have security measures in place to protect the personal booking information held by us. The contact details supplied by participants / parents / guardians will only be used to fulfil course administration and to communicate details of TYF and our associated companies’ products and services. The personal information supplied will only be used to allow our employees, agents, subcontractors and suppliers to provide the promised service to our normal high standards.
If you need to cancel:
For cancellations made less than 8 weeks prior to your course, the payments made may be transferred to a substitute participant. However, if a transfer is not possible, please write to us immediately giving full details.

The cancellation will be subject to the following charges:
56-29 days before your course: 60%
28-15 days before your course: 80%
14 days or less before your course: No Refund

The date of effective cancellation is calculated on the day of receipt of written advice. Please note that cancellation charges may be reclaimed, via insurance, provided that the cancellation occurs within the terms of the policy – e.g. necessary cancellation due to injury or illness of the party member or parent or parental redundancy, etc.

If we have to cancel:
We are in the business of teaching and adventure, which means that if the weather changes, we sometimes need to change our programme. In the event that the session you booked is unable to take place, we will offer an alternative adventure activity that is suitable for the conditions. If TYF decide that the conditions are unsuitable for any activity, we will arrange another suitable time or offer a credit note that you can use in the following twelve months.

The arrangements in your programme and quote are given in good faith. Occasionally we have to make changes and we reserve the right to do so at any time.
Further Information:
Schools and Groups Coordinator
TYF Adventure, 1 High Street, St Davids, Pembrokeshire, SA62 6SA
01437 721 611
To agree to these terms and conditions please complete the following details to be included as a digital signature.
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