Learning Visit Terms and Conditions

Lunch Space and Weather:

It is essential that students are wearing appropriate footwear and clothing for the conditions. Weather conditions can change rapidly and it can get quite muddy and wet in places. There is NO indoor space to eat packed lunches and we have no lunch box storage space. Packed lunches cannot be eaten in the Visitor Centre. Public toilets are located in the Remembrance Centre.

Students Behaviour:

This remains the responsibility of group leaders at all times including lunchtime. Students should be given a structure and focus for the day and be aware of what is required of them. They should be reminded of their responsibilities towards other visitors’ enjoyment of the Arboretum and the sensitivity of the subject matter. You are responsible for providing sufficient adult helpers to satisfy local education authority ratios. 

Accompanying adults will be expected to take an active part in the visit. Accompanying adults should be aware of these expectations and have a copy of the timetable. Your assigned guides will not take head counts and, as we are an outdoor site, you are advised to do this on a regular basis.  It is recommended that a familiarisation visit to the Arboretum is conducted to discuss the plan for the day and assess the site conditions as this can change throughout the year. Please contact the Learning Team to arrange this. If behaviour is particularly problematic, it may be necessary for our guides to intervene directly to avoid any risk of injury, disturbance or damage to people or property. In the event of disruptive behaviour, the group will be asked to leave the Arboretum.

Accessibility:

Please let us know in advance if there are any accessibility requirements for your group; otherwise you should tell your guide on the day if there are any issues or medical conditions that we need to be made aware of. 

Timetables:

Our activities run in sessions of 45 minutes beginning at 0900, so your day could begin at 10:00, 10:30, 10:45, 11:00 etc.  Please plan to arrive a little before your first session is due to start to allow for disembarking, splitting into groups etc. We may have many groups booked in on the same day so if we adjust your programme it could have a knock on effect.  If you know you are going to be late please telephone 01283 245133 as soon as possible and we will try to accommodate you. Please be aware that due to volunteer guides availability, whilst we will endeavour to deliver the timetable given at confirmation, the timetable is subject to change until the activities begin on the day of your visit.

Photos, Video and Audio:

Photography is welcomed at the Arboretum for personal use only. Students and young people are encouraged to take photos to remind them of their trip. No visitors, however, should record images for commercial gain, unless permission has been previously given.

Payment:

Once your visit has been confirmed, you will be invoiced for any charges. You are required to pay 27 days in advance of your visit date, or within 2 days (48 hours) of confirmation being sent if your booking is made within 27 days of your visit date. Failure to do so will result in cancellation of any sessions booked with us. Refunds can only be given if booking is cancelled before the confirmation is sent. Our preferred method of payment is BACS.

Bookings cancelled within two working days of the visit confirmation being issued, or more than four weeks (28 days) prior to the visit date, will not be charged a cancellation fee. Bookings cancelled between four and two weeks (27 days to 14 days) prior to visit will be charged a 50% cancellation fee (50% of the overall cost of the booking).

Bookings cancelled within two weeks of the visit will be charged a 100% cancellation fee (100% of the overall cost of the booking). For multiple bookings over several days, the cancellation period will apply from the first visit date.

These terms apply in all cancellation circumstances; including but not limited to, problems with transport bookings, traffic incidents and Ofsted inspections. Outdoor activities may be restricted due to weather, maintenance work, events and dedications. 

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