Terms and Conditions

Last updated 3rd April 2018.

Provisional Bookings

We can hold a booking provisionally for 14 days (2 weeks). During this time, we require a deposit and booking form. After 14 days, if we have not received them then your booking will be removed and dates will be available for other groups. Any bookings made within 28 days of arrival will need to be paid in full.


All bookings require a booking form and a deposit (all deposits are stated on the booking form). All deposits are non-refundable and cannot be transferred to another booking.

Deposits are not accepted for Courses, Birthday Parties and Holiday Club. Only full payment will be accepted.

Booking Form

Numbers charged (unless written notice is given) will be based on the numbers stated on the booking form. By signing the booking form, you agree to the terms and conditions.


No booking is valid unless Eaton Vale has received both the booking form and the correct deposit amount (as stated from the booking form). We will send you a confirmation of your booking by e-mail.


If for any reason you need to cancel your booking then our cancellation policy applies to all bookings. All cancellations are subject to an administration fee of £25. Please let us know if you think you may need to cancel as we may be able to offer help or advice that enables the visit to proceed. If however a cancellation is required then the amount due to Eaton Vale is based on the following:

  • 0-28 days (4 weeks) of the arrival date – Full fee charged
  • 29-56 days (8 weeks) of the arrival date – 50% of the full fee charged
  • 57-84 days (12 weeks) of the arrival date – 25% of the full fee charged


Should you need to make any changes to your original booking, you must notify Eaton Vale as soon as possible. If any costs are incurred as a result of your alteration (such as charges by our suppliers) then these will be charged to your final invoice. All alterations are subject to a time limit of 42 days (6 weeks) of arrival date, after this limit the full fee is based on the numbers stated on the booking form.

Final Payments

We require full payment based on the following:

  • Education Group: full payment is required 14 days (2 weeks) in advance of your arrival
  • Youth Group: full payment is required on arrival
  • Birthday Group: full payment is required 14 days (2 weeks) in advance of your arrival
  • Corporate Group: full payment is required 14 days (2 weeks) in advance of your arrival

Final payment is based on your booked numbers and extra people can be added (subject to availability, we reserve the right to amend invoices if your final numbers are more than the booked numbers).

Adverse Weather

If during your sessions we experience adverse weather conditions (defined as winds above 20mph, heavy rain, flooding, lightning storm over the centre or slippery conditions caused by snow and/or ice) then we may need to cancel your session.

We will assess the suitability of your session on the day. If your session is not able to go ahead, we will aim to offer an alternative session. If an alternative cannot be found, the session will need to be cancelled.

In the very unlikely event that a cancellation does occur, then we will ask you to reschedule the session, you will be charged 30% of the final fees to cover our costs.

Personal Property

Eaton Vale cannot take any responsibility for personal property (including baggage). For those staying in Iceni House and the Tented Village lockers are available.

Damage to Eaton Vale’s Property

Eaton Vale will charge for any damage made to our property and/or equipment during your visit. An appropriate fee to cover parts and labour will be added to your booking fee.

Scouting Passports

Campsite bookings are accepted for those using the Scouting Passport scheme and will be accepted for site 6 only. A responsible adult with a Nights Away permit must be contactable at all times during the booking. Eaton Vale staff cannot take responsibility for any young people during the booking including being in loco parentis in the case of any emergency treatment. There is no minimum for camping in the case of a Scouting Passport being used.

Activity Group Sizes

Group numbers are based on the given numbers stated on your booking form, and our maximum group size at Eaton Vale is 16. Only senior members of Eaton Vale have the right to increase these to 20 if the need arises (such as staff illness, amendments to the booking or other reasons outside our control). Under normal conditions, group sizes will not exceed the maximum of 16.

Activity Timings

Eaton Vale runs set activity times throughout the day and which are not able to be changed due to operational and staffing reasons. If you are not on time for your activity, we are unable to amend the timings. The current activity timings can be found in the current Price List. Eaton Vale has the right to change activity timings – if changes do happen then we will advise you as is reasonable possible.

Self-Led Sessions

You will be asked to sign a copy of the Self Led Disclaimer and asked to produce your certificates (if applicable), these will be kept on file until they expire. Any relevant qualification must be in date and a copy must be held on file.

Electricity Plugs

If you bring a device that requires plugging in to an electrical socket, it must have a valid PAT certificate clearly visible on the cable. This includes mobile phone chargers, tablet chargers, laptops, projectors, etc. Eaton Vale offers PAT certificates for a small fee. Eaton Vale staff have the right to remove any electrical equipment that does not display a valid PAT certificate.

Internet Access

Wi-Fi is available around the Iceni House, including the toilet block, and is free of charge. All activity is monitored and inappropriate content is filtered. Any inappropriate usage of this free network will be reported to group leaders, and any devices will be banned.


As part of our marketing, we may from time to time take photos within the centre. If you have a member of your group who does NOT want to appear in a photo then please let us know before you arrive. Our photography policy states that photo permissions are assumed until stated otherwise.


Smoking is only permitted on site in the designated smoking area, which is located in the car park entrance. Anyone who is found smoking anywhere else on site, including in accommodation and around the activity areas, will be asked to leave immediately.


In line with the Scouting policy, when responsible for young people, adults must not drink alcohol. Adults must not consume alcohol when they are directly responsible for young people at Eaton Vale and must not permit young people (aged under 18 years) to consume alcohol anywhere on site.

Private parties wishing to consume alcohol will only be allowed on site if they have booked Eaton Vale exclusively. An exclusive use fee is charged per day.

Any groups found to breach this policy will be asked to leave site immediately, and will be reported to any appropriate bodies.

Duty Staff

When any booking includes overnight accommodation, a duty staff member will be available in case of emergencies. You will be told how to contact the duty staff member upon arrival. The duty staff member should only be contacted in extreme emergencies. Any other incidents can be reported in the morning when the office is open.


For all courses and events, please see the individual booking form for details regarding deposits and payment times.