Terms & conditions

Schools in the local authorities which own the centres – Blaenau Gwent, Torfaen, Monmouthshire and Newport – do get first priority for booking. These schools will need to return booking forms in May for visits in the following academic year.

Demand is high. If your school was not successfully allocated a visit in the last year you will be given priority.

We accept bookings from other uses from July onwards. Bookings are allocated on a first-come, first-served basis. It's always worth having a chat with us as we can be flexible on timings and activities and sometimes groups can get a booking after there has been a cancellation.

How much deposit will I need to send you?

Please do not send your deposit with your application. Our charges detail the nominal deposits required for each centre. Deposits are due for payment 10 weeks prior to the start of your visit. Cheques made payable to Monmouthshire C.C. are non returnable or transferable. If deposits do not reach us by the required date your booking will be re-allocated.

HOW DO I FINALISE THE DETAILS OF MY BOOKING?

You are welcome to contact the centre and discuss your programme. 10 weeks prior to your visit you will need to send to the centre, a completed reply slip detailing the final make-up of your party (final payment will be based on these numbers) and confirmation of the programme that you will be following.

WHEN SHALL I SEND THE FINAL BALANCE?

Please send the final balance not later than 6 weeks before the start of the course. We do not send reminders so please make a note of when balances are due. Cheques should be made payable to Monmouthshire C.C.

WHAT HAPPENS IF I NEED TO CANCEL?

If you should need to make a cancellation, please let us know as soon as possible. We ask you to confirm cancellations in writing to eliminate misunderstandings and errors. When a cancellation is received more than 10 weeks before the start of a course then there is no charge to the client and all monies are refunded.

If a cancellation is made after that time, then every effort is made to fill that place from the 'Reserve List'. If we can achieve this then all money other than the deposit is returned. However if we cannot fill the place and cancellation is made less than 6 weeks prior to the start of the course then full course fees (equivalent to the cost of a minimum number centre booking) are payable.

INSURANCE

The Gwent Outdoor Centres have third party liability cover of £15 million. You are advised to contact your own insurance broker should you wish to take out cover for personal accident or loss or damage to personal effects.

What you need to tell parents

We recommend to party leaders that parents of any client under 18 are made fully aware of the programme to be followed and informed of the qualifications and experience of staff who are to lead activities (see below).

The centres have adequate Public Liability Insurance. Personal Accident Insurance can be arranged through the party leader.

Clients will be asked to supply details of home and work telephone numbers of next of kin, the client's doctor and any relevant medical conditions.

We can offer advice and assistance if you wish to organise and deliver your own courses in environmental and field studies.

HOW ARE BOOKINGS ALLOCATED?

Schools in the owning authorities of Blaenau Gwent, Torfaen, Monmouthshire and Newport:

In May you will be asked to return your booking applications for the following academic year. Bookings are allocated in June. Demand is high and we are not always able to provide everyone with their first choice.

We may refer to last year's allocation to ensure that applicants who were not previously successful are given priority.

In the unlikely event that we are unable to offer you a booking, you will be placed on the reserve list and informed of available dates as they occur.

Other Users:

We begin to accept bookings from other users in July. Bookings are allocated on a first come first served basis.

What activities?

Safety first for all

At Gwent Outdoor Centres our experienced staff always put safety first. We are licensed by the Adventure Activities Licensing Authority (AALA), which is overseen by the Health and Safety Executive. The AALA was set up to ensure outdoor activity providers follow good safety management practices. These should allow young people to experience exciting and stimulating activities outdoors – without being exposed to avoidable risks.

We continually monitor and update our procedures to ensure the safety of the young people in our care.

Find out more

Important info