Terms and conditions
Things you need to know before booking us.
TERMS AND CONDITIONS – SCHOOL VISITS
1. A school booking is deemed as confirmed once the Booking Confirmation email has been sent to the school by Backpack Adventure.
2. Once confirmed, the booking is established and the school agrees to meet these Terms and Conditions.
3. Once your booking is established, your invoice will be generated. You will not be able to make any change to the date booked from this point.
4. Your invoice will be sent at the time of booking.
5. Payment is required within 30 days of the date of the invoice. Details about Payment options can be found on your invoice.
6. Backpack Adventure does not issue refunds for any pupils absent on the day of your visit.
7. If more pupils attend than stated on your invoice, the session will be unable to take place but payment will still be taken.
8. The maximum group size for all sessions is 30 pupils, unless prior arrangement is agreed with Backpack Adventures.
9. A day session can be made up of different groups of 30 children, however no group may be larger than 30.
10. If urgent circumstances mean that you need to change the date of your booking, Backpack Adventure may at its discretion agree to an alternative date, if our capacity allows. Otherwise, cancellation charges will apply, as in paragraph 18 below.
11. All activity days are sold as pre-allocated, timed slots. Your slots will be confirmed by email on an attached timetable.
12. A minimum of 1 additional member of staff must accompany Backpack Adventure’s staff member during each activity. Where children require additional support, the school will organise appropriate staffing ratios and support.
13. We must be notified of children with additional needs at the time of booking, or if an additional need arises, before the day of the visit to allow us to adapt our plans if required.
14. Schools must adhere at all times to the Backpack Adventure Risk Assessments. These are provided on our website (click here).
15. It is the responsibility of the Group Leader to be absolutely familiar with all documents referred to in paragraph 14 and these Terms and Conditions before the day of the visit, and to ensure that all accompanying adults and children are fully briefed.
16. Teachers should conduct their own risk assessment alongside Backpack Adventure’s risk assessments in order to manage the risks of their own school’s setting. Useful information must be passed on to Backpack Adventure prior to the visit.
17. During our visit, we would like to collect photographs and video to use across our own promotions (including social media) and on our website. We will provide a letter to be sent to parents on behalf of Backpack Adventure detailing the above. We ask that you collect permission slips and identify children without permission on arrival.
18. Cancellation charges for visits will be applied as follows:
0 – 3 WEEKS: 100% i.e. the full price for the number of confirmed sessions as stated in the invoice.
3 – 6 WEEKS: 50% i.e. half of the full price for the number of confirmed sessions as stated in the invoice.
The notification period above counts backwards from 10am on the morning of the booked visit. The above charges will be invoiced.
19. Any cancellations that need to be made must be received in writing via the Backpack Adventure email address (hello@backpackadventure.co.uk)
20. We take no responsibility for unforeseen circumstances including transport delays, weather conditions, or teacher sickness within the school. Where a school is unable to take part in an activity day, the cancellation charges found in paragraph 18 above will be used.
21. If we are unable to fulfill the booked activity day, an alternative date will be provided or a full refund will be given.
22. Whilst our staff are emergency first aid trained, Backpack Adventure assumes no responsibility for administering first aid during a session. The booking school must provide a qualified first aid member of staff to deal with any first aid issues.
23. We encourage children to take part with the activity day fully. To assist with this, we recommend children wear appropriate clothing for both indoor and outdoor activity.
24. Backpack Adventure reserve the right to complete prior visits to schools to assess premesis suitability prior to confirming a booking.
25. Backpack Adventure activities are designed to take place outdoors. Whilst some activities can also take place indoors, this means we may complete our activity day outdoors – in all weather conditions. Cancellation due to weather will follow the cancellation procedure outlined in paragraphs 18-21 above.