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 18. 

Bookings are taken by the Warden.

Bookings can be made from July for the following year on a first come first served basis. 

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 for 2 consecutive nights or more although one night may be available by negotiation with the warden on bookiing

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 using the main buiding  and 28 for hire ofbthe whole centre 

 5. Leaders of the group must inform the Warden 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 is due by the  arrival date. Evidence of full payment must be proided  at check in. eg BACS date and amount or copy of cheque submitted. The cost of any damage to equipment, buildings or fittings must be settled before departure, except with prior agreement with the Warden.

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

Bookings are allocated on a first come first served basis and are only confirmed when the deposit is paid. Every effort will be made to accommodate group requirements. Early booking is reccommended to avoid disappointment.

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 warden 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.