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Booking
Procedures For
the purpose of this policy, Young Person refers to a child or young adult not
over the age of 25. Bookings
are taken by the Warden. Provisional
bookings can be made up to 18 months in advance for Cumbrian groups and up to 12
months for other groups. Bookings
are only confirmed on receipt of the deposit which is due 6 months before the
date of the visit. Bookings
normally run from ·
Noon on Monday to Noon on Friday ·
Friday afternoon to Sunday afternoon ·
Other combinations of days are available
including full week bookings from Saturday to Saturday during the school summer
holidays. Midweek bookings of 2 or
3 nights will be considered only when there are vacancies which cannot be filled
by groups requiring the full 4 nights. ·
Where possible groups are encouraged to
extend their stay over Sunday night Groups
using the Centre must abide by the Conditions of Booking (see below) Conditions
of Booking 1. No party shall be accepted which is not under the leadership of an adequate number of competent adult leaders. Where mixed parties are in residence, both male and female leaders must be in charge. Careful consideration should be given to the ratios of leaders to children and the appropriate arrangements for the sleeping accommodation made 2. The Centre has adopted the Diocese of Carlisle’s policy on child protection. It is a condition of booking that groups either use their own policy or agree to abide by the Centre’s policy, a copy of which will be supplied on request. 3. A deposit is required to confirm the booking at the rates published on the booking form. The booking may be cancelled if payment requirements are not met. 4. Leaders of the group must inform the Chaplain as soon as possible if plans for the visit fall through, in order that he may endeavour to re-let the dates. 5. Charges are reviewed annually and published on our literature and web-site. Rates are quoted at a nightly charge per person. There is a minimum charge based on the minimum numbers staying at the Centre. The current minimum rates are based on 10 people using the annexe, 18 people using the main building and 28 for the hire of the whole centre. 6. Cancellation of the booking will incur the following charges: Over six months: An administrative charge of £10. Less than six months: the deposit, should the Centre be re-let the deposit will be refunded less the £10 administrative charge. Less than one month: the whole amount based on the minimum booking for the building(s) booked at the rate effective at the time. 7. It is a condition of booking that Third Party insurance cover is obtained to meet any possible liability arising from accidents to members or caused by members of the party. Groups may wish to consider personal accident cover for members of their party. 8. Leaders must agree to be responsible for the discipline and behaviour of their party at all times whether on or off the premises. The leaders are liable for all damage caused by their action or action of their party. 9.
Residents are expected to keep the centre clean during their stay
and to thoroughly clean the premises before departure.
Cleaning instructions are displayed in the Centre. 10.
The final bill including
the cost of any damage to equipment, buildings or fittings must be settled with
the Chaplain before departure, except with prior agreement with the Chaplain. Booking
Priorities Priority
is given (in order) to:
Youth
groups always take precedence over adult groups, except for, on occasions, youth
leader training. It is
clear that we must honour the commitment to young people first and foremost.
However there are times when there are vacancies not taken up by groups
of young people. In order that the
Centre is used to its capacity, therefore reducing overall costs for the young
people's groups, we will accept adult groups and commercial groups for bookings
during the off-peak season (October to March) and where the dates are not
required for young peoples groups as above. We
aim to provide accommodation that is affordable for all, however in the case of
severe hardship the Management Committee is able to grant bursaries to enable
young people to visit the centre if cost becomes a barrier to their visit. Monitoring
of the policy Quarterly
reports of bookings are presented by the Warden to the Management Committee who
monitor the implementation of this policy. Disputes
will be dealt with by the Management Committee.
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