Terms & Conditions
We ask that participants arrive at least ten minutes before the start of the party/activity to ensure that it starts on time. We cannot guarantee being able to extend the length of the party/activity to account for late arrivals.
The minimum age of guests to our activity days is 5 years old.
The minimum age for over night camp is 7 years old.
The minimum age for family activity days is 5 years old as long as they are accompanied by an adult.
Children aged 12 + can attend our Jungle Survival Extreme 24 hour course.
For our Bushcraft Adventure Holidays the minimum age is 6 to 15 years old
Health and safety
Participants’ safety and welfare is of paramount importance to us. We have a comprehensive set of policies, procedures, risk assessments and other safety documentation, all of which are made available to schools and groups in preparation for their visit.
It is important to understand that there are inherent risks involved in the activities and that they have the potential to cause injury. We risk assess all activities and before commencing, we provide a health and safety briefing so that participants, children and supervising adults are aware of the rules and health and safety guidelines of activities.
Once received, it is their responsibility to adhere to these and to listen to the instructor/s.
Pathfinder Adventures instructors and assistants will not be liable to any person, parent or child now, or in the future for any loss, expense, damage or claim that they might have against them for any injury to a child or damage to their property as a result of them participating in the activities.
We take health and safety extremely seriously; it is an essential element to ensure that activities are carried out safely, to ensure that everyone is safe and having fun!
It is the responsibility of participants to ensure that they are wearing appropriate clothing and footwear for the activities. For participants under 18 years of age, it is the responsibility of the parent/guardian. Sensible footwear is a must, we also recommend old clothing as it is possible that clothing may get a little muddy.
Medical/ Dietary Requirements
Participants must inform us of any special medical conditions or dietary requirements that may effect them (or their child’s) well-being, mobility, or performance while participating in activities. Participants must carry essential personal medications, such as anti-allergy, asthma, or diabetic drugs. You will be provided a link to the booking form and consent form upon booking, this must be completed at least 7 days prior to the activity date.
For group booking, including parties, it is the responsibility of the Group Organiser/ Party host to inform us of any medical concerns, dietary requirements or allergies of the participants. Dietary/ medical information for all children attending our activities/ parties/ events must be collected by the host parent/guardian. Forms will be sent via a link to be completed online. Paper versions are available if required and should be completed and returned to us at Pathfinder Adventures CIC, Rockleigh House, Burton Road, Ashby De La Zouch or emailed to firstname.lastname@example.org
If we do not have this information clients may not be able to participate in the activities run by Pathfinder Adventures CIC
Consent forms and Parental/Guardian Consent
Consent forms are required from all participants, this will be sent to the party organiser upon confirmation of booking. Parental consent is required for all participants under 18 years of age. For children’s parties, parental responsibility for all children attending remain with the host parent/guardian. Information for parents are contained within the invitation. By accepting the invitation, parents accept that they have read and accept our parental declaration located on our website. Parents/guardians of party guests must read and accept the declaration prior to allowing their child to participate in the activities fun by Pathfinder Adventures CIC
Adults are welcome to remain for the duration of birthday parties and we ask that one adult is required to remain with the group. This is control of your parties behaviour but equally to ensure that all children get to take part, have fun and have a quality experience.
Prior to the activity, the instructor will monitor the weather forecast for the location. In extreme weather conditions, Pathfinder Adventures CIC reserve the right to cancel/ Postpone the course/ Activities if it is deemed the weather is likely to put clients in any potential danger. If this is the case, the party/ event will be rescheduled on a mutually convenient date if possible. If it is not possible to reschedule the party/ event then we will offer a 50% refund.
If you decide to cancel the event in poor weather after we have risk-assessed it as safe to go ahead, this will be treated as a cancellation and we will not be able to issue a refund. Please get in touch if you have any questions.
Appropriate clothing must be worn or carried by clients to prepare for all anticipated weather conditions.
Group Bookings & Corporate Bookings
On booking we require a 50% deposit or full balance, if the booking is within a 6-week period of your chosen booking date.
We require the 50% deposit to be paid 14 days from invoice to secure your chosen date and the full balance to be paid 6 weeks before arrival.
Party Booking enquiries and booking confirmation
We will hold provisional party dates/activity dates for up to 24 hours. This is to provide you an opportunity to check your availability.
Payment is required in full at the time of the booking.
If booking a party for longer than 3 month in the future a minimum deposit of deposit of 50% is required (Non refundable)
Party Balance payments
A minimum of 50% NON REFUNDABLE deposit must be made at the time of the booking to secure your date and time.
The party/ activity balance must be paid 14 days before the party/activity date. We will send you an email to remind you and with the details – amount due and how to make payment.
Please note: late payment may result in the cancellation of your booking.
Payments are made via our website for activity days, parties, events, holiday clubs, school bookings etc.
If booking large group bookings payment is required via bank transfer., We will email you our bank details as part of the booking confirmation.
If you cancel your booking the following cancellation fees apply. This is based on the full cost of the activity/party.
In all circumstances, the 50% deposit is non-refundable.
Over three months (>13 weeks) – 100% minus £15 administration fee
6 to 12 weeks to go – 50% - Minus £15 administration fee
Less than six weeks to go – 0%
Please note that we reserve the right to cancel bookings and issue you with a refund; unless the booking has been cancelled due to late payment.
The above cancellation policy does not apply to Birthday parties that have been booked under the Half Price Birthday offer during January of each year!. Any parties that are cancelled after January are not refundable!
Cancellation of Clubs
In the event that we have to cancel a club due to unforeseen circumstances we will ensure that messages are sent out to all parents via the text messaging system. (please ensure your details are up to date)
If we cancel a club we will refund you for the value of that session - currently for evening clubs this is £6 per child. For weekend clubs that are 2 hours it is £7 per child.
Unfortunately we cannot issue a refund via the Direct Debit system due to this being a third party provider. and as we do not keep any of your bank details on file, you will be asked to either give us your bank details so that we may BACS the refund to you, alternatively a refund will be made by Cheque.
All refunds will be processed within 14 days.
These registration forms are a vital record of your child's information. We require these completed preferably before your child starts with us. If you haven't done so already please register your child (s) details online by following the link below:
We are required to keep this information to keep your child safe and to comply with our safeguarding children and insurance policies.
Club Membership Fees
Young Pathfinders clubs are based on a membership system. Once you have completed the four week settling period, payments are then required in monthly in advance by Direct Debit. The way our direct debit system works is the annual charge of a child is calculated and divided into 12 equal monthly instalments. These payments continue through the half terms and summer holidays.
Payments will be taken monthly even if you miss a session.
We require 2 weeks notice in advance of any planned absences, so that we can hold a place for your child for future sessions (Session fees are not charged for planned absences?
The cost per session will be depending on which club you attend and can be £6.00 for evening clubs or £7.00 for weekend clubs per child per session.
The first 4 weeks are pay per session, this is the settling in period. Thereafter the fees are payable monthly in advance payable by Direct Debit. The monthly payment is £24 pcm. or £25.50 pcm depending on which club you attend.
During the first few weeks you will receive an email from Gocardless requesting authorisation to set up a direct debit for your Young Pathfinders membership. Once authorised, your membership fees will begin on the following month in advance by direct debit.
Please ensure you set this up, as otherwise your child will not be allowed to attend the club.
One months notice is required when cancelling your membership.
The monthly fee is calculated by taking the total yearly cost of membership/ insurance and then dividing it into 12 monthly instalments. This means that you will continue to pay each month even during the half terms and holidays. This is because our direct debit system cannot account for different months where it may be 3, 4 or 5 week months, hence the reason it is calculated over 12 months.
Some months we may miss out on less fees paid, however we have found that this is the fairest method of payment, to ensure that fees are paid. If we were to run on a pay as you go basis, we would not be able to sustain the business and would not run at all.
Charges for un-returned items
There is a £20 charge per item for un-returned items to cover repurchase costs.
This is for bushcraft kit and resources used during the activities/parties – charges will not be made for accidental damage. We will inform you if an item has not been returned to see if it can be located. If not, we will invoice you for the item/s.
No fires are to be lit other than in designated fire places .
All litter is to be removed at the end of every activity and either taken from site or placed in
designated bin areas. This will be completed by our instructors. However, for overnight stays, all clients have a responsibility to keep their own areas clean and tidy. Young Pathfinders aim to promote a ‘leave no trace’ and ‘minimal impact’ attitude towards the environment to ensure it is protected for future generations to enjoy and for biodiversity to flourish.
When working in areas considered to be potentially hazardous, it is the individual's responsibility to keep the instructor informed of the nature of the hazards. Course Instructors, when working in such conditions, will ensure that all necessary precautions are taken. When working in areas where hazards are considered likely to arise, no one is permitted to work alone. A risk assessment must be completed before undertaking courses in any hazardous area.
Alcohol and Drugs
It is forbidden to consume alcohol or any illegal substance whilst on any Pathfinder Adventures CIC premises. All persons engaged in the activities have a responsibility to ensure that they are not, through the consumption of alcohol or a drug, in a state that may endanger themselves or any other person. Anyone believed to be under the influence of such a substance or believed to have broken this policy will be asked to leave the activity with immediate effect. A refund will not be provided.
We want to keep uniform minimal to keep costs down. The only item we require you to purchase is a Pathfinder Adventures T-Shirt and hooded top. These are available to purchase from us.
Optional gear is available to purchase including branded walking trousers, baseball caps, waterproof jackets. Please speak to a team member for more info.
Please also ensure that your child wears suitable trousers and shoes / boots, as most activities will be conducted outside and will involve a lot of running around and being active. In warmer weather, we advise that children wear sunscreen and a hat for protection against the sun.
We have a range of branded gear that you can purchase from us at any time from fire starters to survival kits to water bottles to rucksacks. These items are able to be purchased from us. Speak to a team member for more details or visit our online shop at www.pathfinderadventures.co.uk
Children should also bring a drink with them and a small snack (if required) as they will be encouraged to be physically active throughout the session.
If you have any questions about these terms and conditions, please contact us via email at email@example.com or by calling 07772 704735
Copyright Pathfinder Adventures CIC 2015, Registered in England and Wales, number 11911021 Address Rockleigh house, Burton Road, Ashby de la Zouch LE65 2LF