Please note: These terms and conditions are currently under review by Dudley Academies Trust and may be revised as appropriate.
Terms and Conditions for private bookings for schools, children’s centres, nursery groups and organisations working with children and young people:
Sycamore Adventure offers sole access to groups working with children and young people aged 0 –19. All private bookings will include:
- Sole access to the indoor and outdoor play facilities for up to 60 children.
- A dedicated playwork qualified member of staff
- Full access to the centre’s toys, equipment and resources
- One specific structured activity per half day booking. This includes go karting, forest schools, den building, story telling, arts and crafts or group games.
The following charges are attached to bookings of the centre:
- Half day booking (9.30am – 12pm / 12.30pm – 3.15pm): £205 + VAT
- Full day booking (9.30am – 3.15pm): £410 + VAT
Package deals are available which help to cut costs for schools, groups or organisations who wish to visit multiple times within the year. - Bronze Package:
- Silver Package:
- Gold Package:
- Platinum Package:
Terms and conditions:
Bookings
1. All bookings must be made via the website or by completion of the appropriate Booking Form.
2. Dudley schools should pay for bookings using Revolution.
3. Sycamore Adventure reserves the right to refuse any application at its discretion and without stating its reason for doing so.
4. Bookings will not be considered from persons under 18 years of age or if made otherwise than upon the official booking forms and methods.
5. All bookings made will receive confirmation within 7 days of the booking being made.
Payment
5. Once bookings have been confirmed, the person / organisation completing the booking form shall be deemed to be the hirer and, as such, the person / organisation responsible to Sycamore Adventure for the payment of the booking and for observance of the following regulations.
Conditions and Regulations.
6. Payment for bookings at Sycamore Adventure can be made either via journal transfers or via invoice. This option will be selected when you are making your booking.
7. Payment for your visit will be obtained following your booking date taking place (unless you have selected the package deal option for block bookings, which require payment up-front).
Journal transfers will be obtained at the end of each calendar month. Invoices will be sent out following your booking date and payment must be received within 30 days of receipt of invoice.
8. Package deals for block bookings at the centre will require payment prior to the first booking date taking place.
9. Bookings can be made at any point via the website or arranged through conversation with centre staff. For customers booking package deals, we would request that you block book sessions as soon as is practical to avoid disappointment. Ultimately, services should make bookings at the end of each term for the following term, earlier for Summer bookings.
Use of Premises
10. All bookings held at Sycamore Adventure will require the hirer to adhere to the capacity levels as stipulated above for each event.
11. In the event that the hirer exceeds the capacity levels, Sycamore Adventure reserves the right to cancel the event immediately, in the event that the hirer breaches the term of hire.
12. All bookings held at Sycamore Adventure will require suitable levels of adult supervision. The play staff member provided will not be responsible for the supervision or behaviour of children and young people who attend the centre.
13. Unless due to the negligence of Sycamore Adventure or breach of statutory duty by the Centre, the hirer shall be responsible for their visitors / invitees during the booking including their safety and well-being whilst attending.
14. Sycamore Adventure can provide parking for up to 60 cars within walking distance of the centre. Under no circumstances will Sycamore Adventure accept any responsibility for loss of, or damage to, any car or other vehicle which in connection with the function is brought or left within the precincts of Sycamore Adventure.
15. Smoking and the consumption of alcoholic beverages is not permitted on any part of the Sycamore Adventure.
16. Food and other beverages can be brought into the centre by hirers with the consent from Sycamore Adventure.
Equal Opportunities
17. We expect all bookings made at the Centre to model Sycamore Adventure’s positive inclusion policy. The aim of the policy is to ensure that no individual or organisation receives less favourable treatment on grounds of sex, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, social class, responsibility for dependants, age, trade union or political activities, religious beliefs, spent offences or is disadvantaged by any conditions or requirements which cannot be shown to be justified. Bookings will not be taken from organisations that support extreme views and beliefs which contradict our policy.
18. Sycamore Adventure may re-schedule your booking where events beyond our control mean the booking cannot take place on the selected date. In such circumstances every effort will be made to accommodate the booking on an alternative date of your choice. In such circumstances, we will try to give 14 days written notice of any cancellation but this may not always be possible, in which case we will give you as much notice as possible. Where we are unable to offer a suitable alternative date for your booking, there will be no charge made to the hirer. In said circumstance for hirers who have purchased a package deal, a calculated percentage of your total package cost will be repaid to the hirer.
19. If the hirer wishes to cancel or re-schedule a booking the hirer must give Sycamore Adventure 14 days notice in writing, prior to the event. If the Hirer does not give 14 days written notice of cancellation, Sycamore Adventure will be required to cover the cost of lost income. A third of your total booking fee will be obtained, (unless you have purchased a package deal, in which case this session will be reduced from your total allocation).
20. Where cancellations are made with less than 14 days notice provided prior to your event booking date by hirers who have purchased a package deal for block bookings at the centre, this day will be reduced from your total allocation of sessions at Sycamore Adventure.
Hirer’s Equipment
21. Hirer’s own or contracted electrical equipment cannot be used within the centre unless evidence of recent PAT testing can be provided. This includes the equipment of any entertainers the hirer may use.
22. Sycamore Adventure cannot accept responsibility for any equipment provide by, for, or on behalf of the hirer, left unattended prior to, during, or after the event.
23. Where those making a booking wish to bring their own entertainers, evidence of suitable safeguarding checks (e.g. DBS checks) will be required by centre staff.
24. The Hirer shall take all reasonable precautions to ensure that no damage occurs to the property of Sycamore Adventure during the event.
25. In the event of any damage occurring, Sycamore Adventure reserves the right to render the hirer liable for the replacement or repair of any damaged property.
26. The Hirer is not permitted to affix, hang or otherwise any items on the furniture or walls of the centre by using nails, screws, drawing pins or any other means, unless agreed by Sycamore Adventure.
Conduct
27. The hirer shall ensure that the event is conducted in an orderly fashion without causing a nuisance and in full compliance with any health and safety policy of Sycamore Adventure and with all applicable laws and regulations.
28 Sycamore Adventure have the right and ability to eject any persons from the centre during events, where nuisance or breach of the conditions is concerned.
Key Holder Bookings
- Key holder bookings should be made using the key holder booking form provided on our website.
- Key holder bookings can only take place outside of Sycamore Adventures session, school or party booking hours (ie. Bank holidays)
- Key holders are required to adhere to all applicable rules above
- Key holders will be required to provide all relevant documentation according to the booking form, including but not limited to; public liability insurance, safeguarding documents, DBS clearance.
- Key holders are required to meet with a member of staff to undertake training for opening and closing the centre, use of equipment and being familiar with all risk assessments and procedures associated with use of Sycamore Adventure
- Key holders are required to clean, tidy and remove all of their rubbish at the end of their booking.
Public sessions
- Public sessions are staffed by a number of Sycamore staff, however adult supervision is essential at all times as Sycamore staff do not provide any form of child care
- Guardians are required to remain with their children and young people at all times throughout their visit to the centre.
- No smoking or vaping is allowed on-site at Sycamore Adventure
- Alcohol is not permitted on-site
- Own food is not permitted on-site at Sycamore Adventure unless prior clearance with Sycamore staff.