Carlisle Diocese Youth Centre, Keswick

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. 

Groups using the Centre must abide by the Conditions of Booking (see below)

Bookings normally run from

  • 2pm on Monday to 10am on Friday
  • Friday 3pm 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

From 2016 we have revised our Booking Policy as follows:

Minimum terms: Mid-week & Weekends a minimum of 2 nights, Bank Holidays (weekends plus Christmas & New Year) a minimum of 3 nights.

Last minute Bookings (less than 14 days) these minimum terms are relaxed, and minimum numbers are reduced (14 in School House, 7 in Chapel House)

 

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 Safeguarding People policy for children and vulnerable adults. 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. 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, currently 10 people using the annexe, 18 people using the main building and 28 for the hire of the whole centre.

 5. 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.

 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.

It is recommended that groups take out travel/cancellation insurance to cover late cancellations or inability to travel due to bad weather. If the Centre is judged inaccessible by the Warden, then a refund will be offered for those nights where access is considered impossible or inadvisable.

 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. The final payment in full, or by prior agreement at least the minimum charge, is due two weeks prior to arrival, unless otherwise agreed with the Chaplain. Any outstanding balance, plus the cost of any damage to equipment, buildings or fittings must be settled before departure, except with prior agreement with the Chaplain.

10. 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.

Please leave centre bedding (mattress covers and pillow cases) in place.

 11. Dogs are welcome by prior agreement and with the payment of the due charge. A maximum of 2 dogs is permitted in each building, and they are not allowed in the upper floor of School House (the main building). Owners are responsible for their control and cleaning up after them – please be aware that some users of the buildings may have allergic reactions to pets, so cleanliness is vital.

 

Booking Priorities

Priority is given (in order) to:

  • Young people's groups from areas of Cumbria suffering from rural or urban deprivation
  • Young people's groups from all other areas of Cumbria
  • Young people's groups from other areas suffering from rural or urban deprivation
  • Young people's groups from all other areas
  • Groups with a mix of young people and adults

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.  Please contact the chaplain for further information

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.