Please read, understand and accept the following conditions prior to signing your Reservation Form and booking your Course place.

1. CONTRACTUAL ARRANGEMENTS

Your Contract is with Newgale YMCA Outdoor Activity Centre, a subsidiary of YMCA Wales a registered charity (no. 512259), registered in England and Wales, whose registered office is Unit 17, J Shed, Kings Road, Swansea. SA1 8PL

The address for correspondence for all matters relating to this contract is: Centre Manager, Newgale YMCA Outdoor Activity Centre, Pen y Cwm, Haverfordwest, SA62 6LA.

2. BOOKINGS, FEES AND PAYMENT

Once you have discussed your requirements with our sales team, and subject to availability, we will hold the required number of places on your selected course for up to 14 days. To then secure these places on a provisional basis beyond the initial 14 day period we require a signed Reservation Form and the payment on a non-refundable holding deposit of 25% per course. This holding deposit will be deducted from your final account.

In order to proceed with your booking, and within 14 days of sending us your Reservation Form, you will need to advise us in writing (by post, email or fax), of the number of participants you wish to confirm on your course. During this time you may also liaise with our Sales Team to finalise details and prices for tailor-made programmes. In all cases further amendment to your group will still be possible after this time subject to paragraph 3, 'Amendment or Cancellation By You'.

We will then send you a contract and an invoice for your 25% non-refundable deposit. If you do not confirm the number of participants within the 14 day period we will assume that the maximum number indicated on your Reservation Form will apply and will invoice for the 25% deposit on this basis. Your deposit payment will be due within 28 days of the invoice and only when we have received your payment will your booking be confirmed.

Payment of the final balance for the total course fee is due not less than 8 weeks before the start date of your course. The final balance due will be calculated as the total course fees plus any other relevant charges less the holding and 25% deposits where these have been paid.

If either your deposit or final payment is more than two weeks overdue, this will be a breach of the contract between us, and the Charity reserves the right to treat your course as cancelled by you and may release your reservation. For all overdue payments we reserve the right to charge interest on the amount outstanding on a daily basis based on the Barclays Bank base rate plus 1%.

If you make your booking less than 8 weeks before the start date of your course, the full Course Fees are payable immediately at the time of the booking.

Supplementary charges which may occasionally occur during a course, such as additional staffing where not pre-advised at booking stage, loss of or damage to equipment or other property, will be invoiced separately and such charges are due and payable on receipt of the invoice.

3. AMENDMENT OR CANCELLATION BY YOU

a) Amendments:

Subject to availability, additions to your group may be possible up until the start date of your course, although we cannot guarantee this. However you must first confirm availability of additional space on your selected course with us by contacting our sales team. Once availability has been confirmed with us, we require written confirmation of the amendments from you within 7 working days or prior to the start date of your course if sooner. If any additions are made to your group within 8 weeks of the start date of your course we reserve the right to charge and administration fee of up to £20 per amendment. Any amendment fees arising as a result of additional participants will be added to your account and must be paid prior to the start date of your course.

b) Cancellation:

In the event of cancellation by you of a paying participant place more than 8 weeks before the start of the course the 25% deposit payment may be transferred to a substitute participant. If this is not possible and the participant place is cancelled then the 25% deposit will be forfeit and retained by us.

In the event of a cancellation by you of a paying participant place less than 8 weeks before the start of your course the 25% deposit may still be transferred to a substitute participant but we reserve the right to charge an administration fee of up to £20 per amendment. If a transfer is not possible then the cancellation will be subject to the following charges;

56 to 29 days before start of course, 50% of the total course fees

28 to 15 days before start of course, 75% of the total course fees

14 days or less before start of course, 100% of the total course fees

In all cases the date of effective cancellation is the day of receipt of your written advice (by post, email or fax) by our Sales Team.

Course fees and cancellation charges, if insured, may be claimed back from your insurer according to the terms of your policy.

c) Postponement:

In the event that you wish to postpone (rather than cancel) your course will be possible subject to availability and only if the new course dates and participant numbers are confirmed at the time of postponement. An amendment fee of £20 per paying participant will be charged in all cases. Where the new course has fewer participants than the original booking our normal cancellation charges will apply to the number of participants not attending the new course. Where additional participants are added to the new course no amendment will be payable. In all cases of postponement the start date of the new course must be no later than six months after the start date of the original course. Where requests for postponement periods exceeding six months are made, the course will be treated as cancelled and our normal cancellation charges applied. We will not however be able to accept requests for postponements less than eight weeks before your original start date.

4. FORCE MAJEURE

We will not be liable to pay any compensation if we are forced to cancel or change any aspect of the Course due to circumstances beyond our control which we or our suppliers could not have reasonably foreseen or forestalled. Such circumstances include, but are not restricted to war or threat of war, terrorist activity , riots or civil strife, industrial disputes, natural or nuclear disasters, fire, bad weather, closure of airports, ports or stations, cancellation or changes in schedules by air, land or sea carriers.

5. INSURANCE

Pen Y Cwm Outdoor Activity Centre provides basic Personal Accident cover to the sum of £5,000, as part of the Course Fee. This may be increased for a small additional premium. Details are available on request.

6. HEALTH

Course participants must expect to be involved in adventurous and sometimes strenuous activities. No previous training or experience is required but you must be of good general health. Those taking part in a Course should be willing to become involved in all aspects of the Course.

Medical declaration forms will be sent to you with your Joining Instructions. These must be completed and returned to us at least 2 weeks prior to the start of the course. All prior injuries or serious illnesses must be declared. Any illness or injury suffered after the completion of the medical form and before the start date must be notified to us immediately in writing.

We can take no responsibility in the event of any ailment or aggravation of ailment suffered either during or after the Course which arises from an undeclared injury or illness. Nobody who has been in contact with an infectious disease may take part in an Outdoor Activity course within the normal quarantine period.

Whilst taking part in a Course participants must comply with our safety and disciplinary regulations. We will take no responsibility for your safety if you wilfully contravene these regulations, and such behaviour may result in participants being sent home (see "Behaviour" below). Any specific queries concerning health or safety should be directed to the Centre Manager.

7. BEHAVIOUR

At the time of booking you are required to fully advise us of any illness, disability, social or behavioural problems that a participants has, or has recently experienced, which might affect the participant or any other participants during their course. We reserve the right to exclude any participants before or after course commencement, if we have not been fully advised, in the opinion of the Centre manager, or his/her behaviour is incompatible with other course participants. If this happens, you will be liable for all additional costs incurred or claims from third parties, and we will not be liable for any compensation.

8. BROCHURES

Any prices, statement, descriptions, illustrations, photographs, drawings or any other matter contained in our brochure or other literature are made in good faith but are not guaranteed to be accurate and are intended merely to represent a general picture of our products and services and shall not form any part of the Contract between us. We reserve the right to amend our products and services from time to time so that the description as set out in our brochures and other literature may not be identical with those set out in our proposal to you.

9. COMPLAINTS

We will try to resolve any problems as soon as you notify us of them. If you want to complain during the Course, please inform your Course Tutor or the Centre Manager. If the problem cannot be sorted out satisfactorily, please notify out office in Swansea in writing within 28 days of the completion of the Course, setting out the full details of the complaints. We will reply to you within 28 days of the receipt of your letter.

10. LIABILITY

We will accept liability for matters which arise as a direct result of our negligence and/or our breach of our contractual duty to exercise care in making arrangements for you including any acts of omission by our employees or agents.