Terms & Conditions


We try to keep our terms and conditions straightforward. We hope you will agree that what we set out here provides clear guidelines of what you can expect from us and what we, in return, expect from you.


Bookings & Cancellations

Bookings for sessions/blocks can be made by telephone or email. We require the name of the person making the booking along with the names and ages of the participants. Bookings forms will be emailed out. Payment in full by BACS transfer must be made 2 weeks prior to the booking start date. If you have not made paid within 2 weeks of your booking, your place could be cancelled and offered to someone else on our waiting list.

All booking invoices will be sent to you via the email address you have used to book with.

ROEC does not provide any credit facilities or services on account and no request for the same will be accepted. All bookings are accepted on the understanding that should matters outside of our control become apparent, I.E extreme weather conditions etc.., we reserve the right to vary, alter, adjust or ultimately cancel the reserved session, all possible steps will be made to inform the customer of any variation and where possible will endeavour to re-book at a time convenient to all parties. 
Either party may terminate this Agreement by giving to the other notice in writing no later than 2 weeks before the scheduled start date of the reserved sessions. In this case a full refund would be made available. Termination by you after the 2-week cut-off date, prior to your booking date commencing or during the booking would result in a cancellation charge of 100% of the remaining total booking. 

Should any sessions be cancelled by ROEC by reason of safety, normally due to high winds or adverse weather, then booked sessions will be re-allocated to forthcoming dates at the discretion of the ROEC management.

School Camps - Bookings & Cancellations 

Bookings for all school camps will be made through contacting ROEC to discuss your requirements for an overnight educational visit. We will require the lead member of staff to complete a booking form to confirm the date and potential number of attendees. Bespoke packages will be quoted on a school-by-school basis. At this point, all activities will be outlined, and a general overview planned between the school and ROEC. A non-refundable deposit will also be payable to secure your booking dates. This needs to be paid within 4 weeks of making a booking to confirm and secure the date you have agreed with ROEC. Once the numbers of children attending is confirmed, the remaining balance will need to be provided in full 4 weeks before the date of the camp booking. Failure to do this may result in losing your booking. We will also ask for appropriate information about the children attending, such as medical conditions, food intolerances, allergies. Each child attending will be asked to complete an individual booking form. This will be sent out to schools by ROEC. 

Either party may terminate this Agreement by giving the other notice in writing, no later than 8 weeks before the booked camp date. In this case, a partial refund would be made available, except the non-refundable deposit, if the school has cancelled the booking. Termination by the school within this 8 week cut-off period, prior to your booking date commencing or during the booking would result in a cancellation charge of 100% of the remaining total booking.

Booking forms (including Medical and Photography consent Forms)(non-schools)

These must be completed and returned at least 2 weeks before the commencement of any booking. We also require any changes to information submitted on our booking forms including medical changes to be shared with us, for the comfort and safety of all attendees. 

Medical: Accidents/Incidents/Medication 
In a perfect world there would be no accidents, however sometimes things do happen unexpectedly and action to remedy must be taken. In the event of any accident/incident the overall responsibility and decision-making process will be solely with the session Leader. All our staff are fully trained and qualified and as such will confidently handle any situation that may arise. However, should an incident/accident occur that is outside of the capabilities of our staff we reserve the right to act without further authority, in the best interests of the person(s) affected. This also includes the administration and application of First-Aid, removal by ambulance to Hospital or any other matters that may arise.

If you or your child requires medication, this must be brought to the session(s) for use in case of an emergency by the parent of the child or First-Aider or Medical Emergency personnel. 

If a child arrives for a session without their emergency medication, the session Leader reserves the right to refuse entry to the session (for the protection of both child and staff/volunteers). All our staff have a (2 day) Paediatric First-Aid certificate.

What Kit do you need to visit us at ROEC?

“There’s no such thing as bad weather, just poor kit”

Suitable clothing, for the environment and the weather are really important! 

The following has been prepared as a checklist to help you prepare your child for their ROEC experience.

Suitable clothing

  • Long sleeved T-Shirt or shirt
  • Fleecy top or jumper
  • Long trousers
  • Socks that stay up inside Wellington boots
  • Wellington boots or waterproof shoes/boots
  • Waterproof coat
  • Hat
  • Gloves

Unsuitable clothing

  • Short sleeved T-shirts (bare arms can get stung by nettles)
  • Shorts (bare kegs can be scratched and stung
  • Leggings (too thin to provide proper protection from brambles/nettles)
  • Sandals
  • Crocs or similar type footwear (soles do not provide adequate protection)

Safeguarding

We have policies and procedures related to safeguarding for both you and staff, which we can provide for you to read on request. If you have any questions relating to safeguarding in relation to a child or vulnerable adult, please contact us. We provide confidentiality in relation to information shared with us by you, except in circumstances where ‘disclosure’ makes it a legal obligation to share information with the appropriate professionals.

Insurance and Liability
All activities conducted under the name of Rutland Outdoor Education Ltd are protected and insured under specialist insurance policy. We are covered for both public and employer’s liability so you can be rest assured that all eventualities are covered. The liability of practical sessions does not cover the personal belongings of any individual taking part in any session reserved, therefore it must be fully understood that we are not responsible for the loss, damage or destruction of any personal goods however so caused. All activities undertaken at ROEC are done so completely at the individuals own risk.

Protecting your privacy

Any personal information, stored, relating to adults or children attending bookings will be deleted or destroyed after they have finished their attendance. Emails provided for booking purposes will not be automatically added to our mailing list, you will need to subscribe to our list to receive regular news and updates.

Whilst we respect privacy of individuals, we do take photographs and sometimes short video clips during the sessions which we like to use to help encourage others to come along. We always ask those who attend whether they are happy for photos/videos to be used for marketing purposes or shared onto our social media accounts such as Facebook.

Feedback and Concerns

We encourage you to give us feedback about your experience at any of our sessions (admin@roec.co.uk).  We actively encourage a two-way conversation regarding anything that has caused/is causing concern. Feedback can be given verbally, in person, by telephone, or in writing by email.

We aim to be as open, honest and as straightforward as possible with you in order to maintain a constructive two-way flow of communication.