Terms and conditions
1. Formation of contract
A binding contract between ‘Canvas Camps’ and the client(s) is formed when all of the following have occurred:
- ‘Canvas Camps’ receives a correctly completed booking form together with the required payment or deposit.
- The payment or deposit has cleared into the ‘Canvas Camps’ bank account.
- ‘Canvas Camps’ confirms the booking in writing.
‘Canvas Camps’ reserves the right to refuse any booking. If a booking is refused, no contract will be formed and any payment made will be refunded in full.
This agreement constitutes the entire contract between ‘Canvas Camps’ and the client(s). No third party has any rights to enforce any part of this contract.
These Terms and Conditions may only be amended with the written agreement of ‘Canvas Camps’ at the time of booking.
‘Canvas Camps’ reserves the right to amend these Terms and Conditions at any time.
2. Booking and payments
Booking your course
- Our team will confirm your requirements.
- Subject to availability, course dates will be provisionally held once the booking form is signed and the required deposit is paid.
- Upon confirmation of the reservation, we will provide a course brief, risk assessment, and insurance documentation.
Payment schedule
Reservations in the Current Academic Year
A deposit of £10 per person plus VAT is required when submitting the booking form.
Reservations More Than 12 Months in Advance
A retaining deposit of £300 plus VAT is required when submitting the booking form.
Further payments
- 25% of the total course cost is due 8 months before the trip date
- 25% of the total course cost is due 6 months before the trip date
- The remaining balance is due 8 weeks before the trip date
If the trip is booked less than 8 months before departure, 25% of the total cost must be paid within 6 weeks of paying the deposit.
Any alternative payment plans must be agreed in writing by ‘Canvas Camps’.
3. Late payments
‘Canvas Camps’ reserves the right to:
- Cancel the trip if invoices are not paid by the due date without notice.
- Retain payments made and apply the cancellation policy if the full balance has not been paid before the travel date.
Staff participation
- Staff may attend free of charge at a ratio of 1 staff member per 10 students.
- Staff providing 1:1 support for SEN students are free in addition to the 1:10 ratio.
- Additional staff will be charged 20% of the per-student price.
4. Amendments to bookings
‘Canvas Camps’ understands that final participant numbers may not be known at the time of booking and will attempt to accommodate changes where possible. However, changes cannot be guaranteed.
- All change requests must be made in writing (email or post).
- Telephone requests must be followed by written confirmation.
No amendments reducing participant numbers below the minimum course number of 30 will be accepted.
If a booking was originally agreed for fewer than 30 students, that agreed number becomes the minimum number for the booking.
If a school proceeds with fewer than 30 students, ‘Canvas Camps’ will charge for the minimum of 30 students. If the client does not wish to pay this minimum charge, the cancellation policy will apply.
No amendments will be accepted within 14 days of the course start date.
‘Canvas Camps’ reserves the right to apply amendment fees according to the following schedule:
| Months Before Travel | Payment Due | Cancellation / Number Reduction Fee |
|---|---|---|
| More than 8 months | £10 + VAT deposit per person | £20 per student reduction below minimum |
| 8 months | 25% interim payment | £20 per student reduction below minimum |
| 7 months | — | 25% |
| 6 months | 25% interim payment | 25% |
| 5 months | — | 25% |
| 4 months | — | 25% |
| 3 months | — | 25% |
| 2 months | Final balance due | 75% |
| 1 month or less | — | 100% |
If the client does not agree to the applicable fees, ‘Canvas Camps’ reserves the right to cancel the trip and apply the cancellation policy.
Attendance Information
An Attendance Planning Document containing student details, dietary requirements, and medical information must be submitted at least 4 weeks before the trip.
If this information is submitted later, ‘Canvas Camps’ reserves the right to charge for any additional catering costs incurred.
5. Cancellation by the client
If the client cancels the booking, the following charges apply:
- £300 date-holding fee — non-refundable at all times
- 32–12 weeks before the course: 25% of the total cost
- 12–4 weeks before the course: 75% of the total cost
- Less than 4 weeks before the course: 100% of the total cost
6. Prices
‘Canvas Camps’ aims to maintain the prices agreed at booking. However, prices may change if operating costs increase due to circumstances beyond reasonable control (such as labour, transport, or material costs).
If prices change:
- The client will be notified as soon as reasonably possible.
- Any additional payment will follow the same payment schedule as the original price.
If the total price increases by 15% or more, the client may cancel the booking and receive a full refund of payments made.
7. Course date changes
If the client wishes to change the course dates and availability allows, an administration fee of £50 will apply, in addition to any difference in course price for the new dates.
8. Variation of a course
Courses run by ‘Canvas Camps’ take place outdoors and may be affected by natural factors such as weather conditions.
While every effort will be made to deliver the planned programme, ‘Canvas Camps’ reserves the right to modify or adapt activities where necessary for safety, operational, or environmental reasons.
The client acknowledges that such changes may occur and agrees that ‘Canvas Camps’ cannot be held responsible for losses arising from these adjustments.
9. Conduct during courses
Clients must follow all reasonable instructions given by the leaders of ‘Canvas Camps’.
Parents, teachers, and supervising adults remain responsible for ensuring children in their care behave appropriately.
‘Canvas Camps’ reserves the right, at its sole discretion, to remove any participant from a course without refund if their behaviour is unsafe or disruptive. This may include:
- Disorderly or abusive behaviour
- Intoxication
- Failure to supervise children
- Lack of suitable clothing or equipment
- Being unable or unfit to participate
Any reasonable costs incurred in removing a participant will be payable by the client.
10. Liability
Courses take place outdoors and involve inherent risks.
‘Canvas Camps’ takes reasonable steps to minimise risks and provide appropriate safety guidance. However, participants acknowledge that injuries may occur without negligence by ‘Canvas Camps’.
‘Canvas Camps’ accepts liability only for personal injury caused by proven negligence.
‘Canvas Camps’ is not responsible for other losses including (but not limited to):
- Loss of money
- Loss or damage to personal belongings
- Travel delays
- Cancellation losses not caused by negligence
11. Complaints
If a client has a complaint during a course, they must notify a representative of ‘Canvas Camps’ as soon as possible so the issue can be addressed.
If the matter is not resolved during the course, a written complaint must be submitted within 28 days of the course ending.
Complaints submitted after 28 days may not be considered unless required by law.
12. Travel documents
Where applicable, it is the client’s responsibility to ensure that all participants have the necessary travel documents and insurance.
13. Consent forms
Participants must complete and return the required consent form before attending the course. The form will be issued once the final payment has been made.
14. Skills learned during courses
Courses are led by experienced instructors but are not intended to certify participants as instructors.
‘Canvas Camps’ accepts no liability for any loss or damage suffered by third parties who rely on skills learned during a course.
15. Data protection
‘Canvas Camps’ processes personal data in accordance with its Data Protection Policy, which is available on the company website.
16. Confidentiality and non-solicitation
Both parties agree to keep confidential any sensitive information obtained during the course of the relationship, except where disclosure is required by law.
For 12 months following the final course date, neither party may solicit or employ staff from the other party without prior written consent, except through general public recruitment advertising.
If a client hires a member of staff during this period, ‘Canvas Camps’ may charge a recruitment fee equal to:
- 50% of the employee’s annual salary, or
- 50% of the total course fees paid by the client during the previous calendar year,
whichever is higher.
17. Governing law
This contract and any disputes arising from it are governed by the laws of England and Wales.
Both parties agree that disputes will be resolved exclusively in the courts of England and Wales.
18. Changes to these terms
‘Canvas Camps’ reserves the right to update or modify these Terms and Conditions at any time without prior notice.
