Churches
Booking Conditions
Booking Conditions for Churches
By booking with us at Oakwood you confirm that you have read, understood and agree to our booking conditions. If you have any queries or concerns about any of the points below please do not hesitate to contact us.
Residential Bookings
Booking Procedure
A residential booking may be made by telephone or email. We will then raise an invoice requesting a non-refundable deposit. The payment of the deposit confirms your acceptance of these conditions of booking. The booking will be held for 7 days pending receipt of the deposit. We will confirm the booking by phone or email once the deposit has been received. If we do not receive the deposit within that period we will have to cancel the booking. You will receive an email or a phone call to let you know that this has taken place.
Payment Terms
A 50% non-refundable deposit is required to secure the booking. If the booking is made more than six months in advance, the deposit can be split as follows:
• 30% due within 7 days to secure the booking
• 20% due 6 months before arrival
Payment for the remaining balance (50%), is due three months before arrival. If we do not receive this payment on time, Oakwood will treat the booking as cancelled, and cancellation fees will apply (see cancellation policy).
If a booking is made within three months of the arrival date, full payment is due within 7 days to secure the booking.
Cancellation Policy
Any CANCELLATION MUST BE MADE IN WRITING to Oakwood Youth Challenge, and is only effective on the date received. Cancellation of a booking for any facilities or services booked, including accommodation, meals or activities will be subject to the following charges:
a) Cancellation of a booking made within three months of a visit will be charged at 100% of the full original fee
b) Cancellation of a booking made between three to six months before a visit will be charged at 50% of the full
original fee
c) Cancellation of a booking made more than six months before the visit will result in the loss of initial deposit (30%).
In the event of your booking having to be cancelled by Oakwood, you will be offered either a full refund, or a similar booking on different dates.
In the event of cancellation, by either a group or individual, the deposit is non-refundable.
Rescheduling
Residential bookings may be rescheduled up to six months before the date of the booking, with the deposit being carried over to the new booking. Bookings can only be rescheduled once.
Bookings may not be re-scheduled within six months of the bookings. They would need to be cancelled, subject to the above-mentioned cancellation fees, and rebooked.
Damages
We ask that groups accept full responsibility (including payment) for any breakages/damage that result from inappropriate behaviour whilst at Oakwood. When booking, as part of your initial deposit we will require a £350 damage deposit which will be refunded to you a week after departure.
Changing your Group size
We recommend that you estimate as accurately as possible the size of your group as it impacts on pricing, dormitory allocation and activity session groups. Please see our pricing information for more details.
If the number in your group increases, we will do our very best to accommodate your requirements. A new invoice will be raised for additional numbers, with payment terms as detailed above.
No refunds can be made in respect of places booked but not used.
Arrival and Departure Times
Unless previously agreed with us, we ask that groups arrive no earlier than 5pm on their first day and leave no later than 2pm on their final day.
Activity Session Bookings
Booking Procedure
An activity booking may be made by telephone or email. We will then raise an invoice requesting a non-refundable deposit. The payment of the deposit confirms your acceptance of these conditions of booking. The booking will be held for 7 days pending receipt of the deposit. We will confirm the booking by phone or email once the deposit has been received. If we do not receive the deposit within that period we will have to cancel the booking. You will receive an email or a phone call to let you know that this has taken place.
Payment Terms
A 30% non-refundable deposit is required to secure the booking.
Payment for the remaining balance (70%), is due two months before arrival. If we do not receive this payment on time, Oakwood will treat the booking as cancelled, and full cancellation fees will apply.
If a booking is made within two months of the arrival date, full payment is due within 7 days to secure the booking.
Cancellation Policy
Any CANCELLATION MUST BE MADE IN WRITING to Oakwood Youth Challenge, and is only effective on the date received. Cancellation of a booking or reduction in numbers, will be subject to the following charges:
a) Cancellation of a booking or reduction in numbers made within two months of a visit will be charged at 100% of the full original fee
b) Cancellation of a booking made more than two months before the visit will be charged at 30% of the full original fee
In the event of your booking having to be cancelled by Oakwood, you will be offered either a full refund, or a similar booking on different dates.
In the event of cancellation for whatever reason, by either a group or individual, the deposit is non-refundable.
Rescheduling
Activity bookings may be rescheduled up to two months before the date of the session, with the deposit being carried over to the new booking. Bookings can only be rescheduled once.
Bookings may not be re-scheduled within two months of the session date. They would need to be cancelled, subject to the above-mentioned cancellation fees, and rebooked.
Damages
The group is responsible for the cost of repairs for any damage caused to the centres equipment and / or property caused by members of the group.
Changing your Group size
If the number decreases, you (as agent for the group) will be liable for the appropriate cancellation fee, as detailed below:
We recommend that you estimate as accurately as possible the size of your group as it impacts on pricing, instructor allocation and the type of activity session available. Please see our pricing information for more details.
If the number in your group increases, we will do our very best to accommodate your requirements, however we cannot guarantee that we will have instructors available. If Oakwood is able to accommodate an increase in group size, a new invoice will be raised for additional numbers, with payment terms as detailed above. This MUST be paid before the date of the session.
a) Cancellation of a booking or reduction in numbers made within two months of a visit will be charged at 100% of the full original fee
b) No fee will be charged for reduction in numbers made more than two months before a visit, so long as the numbers do not fall below minimum limits.
Arrival Times
We ask that groups arrive 15 minutes prior to the start time of their activity session.