Legal
Terms & Conditions
Last updated: June 2026
Bookings
- All bookings are made via our booking partner, BookWhen. By booking, you agree to these terms.
- Full payment is required at the time of booking unless otherwise agreed in writing.
- Places are confirmed once payment is received.
Cancellations & Refunds
As a small business, we pre-book staff and resources based on confirmed numbers. To keep our sessions sustainable while remaining fair to our families, we operate the following policy. If you need to cancel, please notify Hannah as soon as possible via hannah@basecamplearning.co.uk or 07979 526883.
- More than 14 days’ notice: full refund (minus a £5 admin fee) or a full credit toward a future session.
- 7–14 days’ notice: 50% refund or a full credit toward a future session.
- Less than 7 days’ notice: no refunds or credits can be issued, as we are unable to fill the space at short notice.
- Substitutions: if your child cannot attend, you are welcome to “gift” or sell your space to a friend. Please just notify us of the new child’s name and emergency contact details before the session starts.
Sickness & Holidays
We are unable to offer refunds or “make-up” sessions for individual absences due to illness, family holidays, or other personal commitments.
Cancellations by Base Camp
- General cancellations: if we have to cancel a session due to staff illness or low numbers, you will receive a full refund or the option to move your booking to a new date.
- Extreme weather: we play in the rain! However, if the Met Office issues a Red or Amber warning for high winds (usually 40mph+) or lightning, we may cancel for safety. In this instance, we will offer a rescheduled date.
Cooling-Off Period
In accordance with UK consumer law, bookings made online are subject to a 14-day “cooling-off” period. If you book and change your mind within 14 days, you are entitled to a full refund — provided the session date is not within that 14-day window.
Health, Safety & Behaviour
- Participants must follow all safety instructions given by Base Camp staff.
- Parents/guardians are responsible for ensuring we are informed of any medical conditions, allergies, or SEND requirements at the time of booking.
- Children under 8 must be accompanied by an adult.
- We reserve the right to refuse entry or ask any participant to leave if their behaviour poses a risk to themselves or others. No refund will be given in this case.
Weather
Our activities run in all weather conditions – rain brings out some amazing sights in nature! Please dress appropriately. We only cancel for safety in cases of extreme weather; see “Cancellations by Base Camp” above for what happens in that event.
Photography
We may take photographs during sessions for use on our website, social media, and promotional materials. If you do not wish to be photographed, or for your child to be photographed, please let us know before the session begins.
Liability
Base Camp holds public liability insurance. While we take every precaution to ensure the safety of participants, outdoor activities carry inherent risks. Base Camp accepts no liability for loss, damage, or injury except where caused by our negligence.
School Bookings
- School bookings are subject to a separate agreement and may have different cancellation terms.
- The school is responsible for ensuring adequate supervision ratios are maintained alongside Base Camp staff.
- Risk assessments are available on request prior to the visit.
Changes to These Terms
We may update these terms from time to time. The latest version will always be available on this page.
Contact Us
If you have any questions about these terms, please contact us at hannah@basecamplearning.co.uk.