Terms and Conditions

We want as many people as possible to join us to have amazing adventures, but we can’t escape the fact there is some small print needed to guide how we structure our work. We strongly recommend you read all the terms ahead of your Adventure with us. 

1. Disclosure of Risk

As part of your booking, you agree to reading and understanding the following Participant Declaration and Disclosure of Risk

Participant Declaration and Risk Disclosure

“I understand that participating in outdoor activities involves inherent risks that cannot be completely eliminated. These may include slips, trips, falls, physical exertion, injuries, exposure to weather, water-based hazards, risks associated with natural environments and in rare circumstances, death. I acknowledge that staff will take all reasonable steps to provide a safe and supportive experience, including qualified supervision, safety briefings, and appropriate risk-management procedures. Where appropriate remote supervision may be used to further enhance the learning experience.

Participants will follow all instructions, use equipment as directed and behave responsibly to ensure the safety of themselves and others. I confirm that all relevant medical, physical or wellbeing information that may affect participation has been disclosed.

By booking a course, I accept the inherent risks of outdoor activities and consent to participation in the program, understanding that some level of risk is an essential part of the experience.

Activities include: Kayaking, Canoeing, Dinghy Sailing, Gorge Walking, Scrambling, Ropes Course, Climbing, Hill Walking, Mountain Biking, Orienteering and Environmental studies. Further information can be found online at www.blarivadach.org.uk  Activities are conducted within the Adventurous Activities Licensing Authority Regulations local safety management policy and Glasgow City Councils Policy of Safety Management.”

2. Consent Forms and Declarations

• To take part in any of the activities all participants will be required to complete a consent or declaration form. For DofE Gold Residential weeks this information is collected online. For all other courses every participant must complete one of the following:
  • If you are Under 18 years of age you must complete and return the following form with assistance from a parent/guardian or carer: U18 Consent Form
  • If you are Over 18 years of age please complete and return the following form. Adult Declaration Form
• For Glasgow School Groups, the group leader must provide medical and dietary, information for all participants at least 4 weeksbefore arrival. These are submitted on the templates supplied at time of booking.
• For all other groups: the group leader must provide medical, dietary, and emergency-contact information for all participants at least 4 weeksbefore arrival. These are submitted on the templates supplied at time of booking.
• The service must be informed of any special needs or medical conditions that may affect activity participation.

 

3. Booking or changing your course

Things change and you can of course cancel your booking at anytime, but there are cut off dates and conditions you should be aware of.

• Bookings can be made up to 2 years in advance.
• Bookings are not confirmed until full payment is received.
• Full payment for a booking will be required a minimum of 8 weeks prior to the first day of the course.
• Bookings can be changed or cancelled by either party until full payment is received or up to 8 weeks prior to the first day of the course.

 

4. Cancellations & Amendments

• All cancellations must be submitted through the booking system – responding to your email confirmation for the booking.
• Standard cancellation fees:
  • More than 8 weeks before arrival: No Charge
  • Less than 8 weeks before arrival: 100% of total fees
• The Centre reserves the right to cancel or modify bookings in cases of severe weather, staff shortages, or safety concerns. In such cases, an alternative date or full refund will be offered.

 

5. Group Leader Responsibilities

Group Leaders undertake to ensure that:

• All leaders of the group are appropriately experienced and qualified to lead the party and are made fully aware of their pastoral responsibilities to the group for the duration of the visit.
• All course participants and parents / carers have had written notification of the nature of the type of course and the activities being undertaken. This will require sharing information with participants, parents and carers on the nature of the activities being undertaken and ensuring that participants and parents /carers understand the Participant Declaration and Risk Disclosure
• All participants / parents and carers are fully aware of the need to comply with any fair and justifiable request made by a member of staff, on the grounds of safety or comfort of other users. 
• Group leaders and organisers must satisfy themselves with the suitability of the Centre’s physical environment and the extent and limitations of its programmes of activities, especially for pupils with additional support needs, before requesting a booking.
• Group leaders have overall responsibility for supervision and behaviour of their participants during their visit.
• We encourage group leaders to take part in the activities along side their young people. However, it is not essential that every activity group has a leader with them. Our instructors will inform the group leader if they feel they need support.
• Instructors are responsible for delivering the programme, meeting course outcomes and for the welfare and personal development needs of participants in their group. When out on activity, group leaders, teachers or support staff must allow the instructor to lead the group.
• Our P7 residential visits are not standalone experiences. Prior to your visit you will receive a workbook for completion in class for all those taking part in the visit. The workbook and instructions for teachers / group leaders will be sent out when your booking is confirmed. The classroom work takes around 2 hours in total and prepares participants, teachers and parents / carers for the experience.

 

6. Individual & Participant Responsibilities

• For individual bookings, the individual agrees to the Terms and Conditions of the booking on behalf of the individual. This includes understanding and accepting the Participant Declaration and Risk Disclosure in section 1.
• Participants must follow all safety instructions provided by Centre staff.
• The Centre may remove any participant whose behaviour is unsafe, disruptive, or inappropriate; no refund will be given for such removals.
• Any damage caused to property may result in additional charges.
• Valuables and mobile phones should not be taken on activity. We cannot provide a safe location for valuable items to be stored and so we encourage participants not to bring mobile phones or valuables with them. Schools courses for P7 and below should not allow mobile phones to be taken on the trip.
• Personal equipment such as medication, glasses, or valuables remain the responsibility of the participant or the group leader.

 

7. The following section applies to Group Bookings as part of Glasgow City Council only:

• Places for Blairvadach Residential Centre are allocated annually through an application process. We utilise all available space throughout the year including mid-week, weekends and holiday periods.  Further information on the allocation process can be found by clicking on this link: AllocationProcess Flowchart.
• Allocation of places at Blairvadach Residential Centre is based on the participant numbers requested.  You can change these numbers up to 8 weeks prior to the first booking date.
• The price for attending the facility will be based on the number of instructors you require for your group.  The appropriate ratio will be agreed with the group leader after considering any specific group needs.  However, for indicative guidance, Table 1 below provides the standard instructor: young person ratio we aim to work with. 
• Group ratios are in place for the safety of participants and quality of course. Due to safety and the way we run our courses, 8 is the absolute maximum in a group. If you have 9 young people, it will mean you’d need to book/pay for another instructor.
• Groups at the residential centre can have one free adult place for every 10 young people.
• The rate your school will be charged for the residential visit will be based on the number of instructors required to meet your groups requirements 8 weeks prior to the first day of the course.  Participant number changes before this time will not result in any charges. 
• The charge for your residential visit will be requested via internal transfer from your school budget 8 weeks before you arrive.  It is very important that your AFA is notified of this transfer information. 
• The prices for Glasgow Schools includes the full residential experience and return coach transport from your school to the centre.
• All group supervision and trip management should be facilitated as per Management Circular 48
• We have Duty Instructional night staff, who start work at 5:00pm each evening and work through until 9:00am the next morning. They assist with the general running of the centre during this time and deliver the evening programme. All staff are First Aid trained. All staff will be wearing uniform or wearing their ID badge for easy identification. Groups leaders must ensure that there is the appropriate level of pastoral care supplied by their organisation to assist the Duty Instructor. For Glasgow Schools this ratio is 1:10.

Table 1. Indicative Instructor: Young Person Ratio

Primary School	1 Instructor to 8 Young People
Secondary	1 Instructor to 6 Young People
ASL	Tailored

 

8. The following section applies to Group Bookings as part of Glasgow City Council at Pinkston Basin only:

• The Blairvadach provision at Pinkston Basin can cater for a maximum of 15 pupils per day. Therefore, if your school has over 15 participants we will spread the participants over multiple days to include all pupils.
• The provision includes transport to and from school. We will aim to pick up from the school around 0915 and return at 1445. If you need different start times or wish to use your own transport please let us know.   
• Your school will be required to send one responsible adult with the group of 15 young people. The presence of our Education Services instructor maintains the 1:10 ratio stipulated by MC48.
• Further information and resources to support and inform participants, parents and carers about the course, what to expect and what to pack videos can be found on our 
• All group supervision and trip management should be facilitated as per Management Circular 48
• Sessions conform to Management Circular 33 ”Safety in Educational Outdoor Activities”.
• The rate your school will be charged for the visit to Pinkston Basin will be based on the number of participants booked.  Participant number changes can be made up to 8 weeks prior to the first day of the course. 
• The charge for your Pinkston Basin booking will be requested via internal transfer from your school budget 8 weeks before you arrive.  It is very important that your AFA is notified of this transfer information. 
  
  

9. Payments

• For Glasgow Schools Payments will be made by direct budget transfers, invoices will not be issued. This transfer will be made 8 weeks prior to the booking.
• For all other payments, invoices will be issued for the total booked value 8 weeks prior to the first day of the course.
• Late or missing payments may result in the booking being cancelled.

 

10. Facilities and Equipment

• Bedrooms, equipment, and communal areas must be kept clean and tidy.
• No smoking or recreational drugs are permitted on site.
• No alcohol is permitted on site unless explicitly authorised for adult groups.
• We do not allow food and drink in the bedrooms.
• Whilst we know accidents happen we need to be mindful of the cost of our equipment and facilities and look after it for other participants to use. If anything is damaged or lost while in your care, we may issue an invoice to cover the cost. We review each situation individually and will contact you if charges apply.

 

11. Meals and dietary requirements

• Our planned menu can be found here
• Special dietary requirements must be provided at least 4 weeks prior the visit. If this is not supplied 4 weeks prior to your visit you may be asked to supply your own specialist food.

 

12. Activities & Safety

• All activities are led by qualified staff following recognised safety standards.
• Activity programmes may change due to weather, tides, or staff judgment to ensure safety.
• Blairvadach Outdoor Education Centre is registered and holds current licences with The Adventure Activities Licensing Authority (AALA). Adventure activities licensing ensures that activity providers follow good safety management practices.
• All our instructors when recruited, have to meet our minimum outdoor qualifications and appropriate experience requirement, which includes, Summer Mountain Leader Award, Rock Climbing Instructor and BC Kayak/Canoe Coaching or RYA Coach qualifications. More information on our Instructor recruitment process can be found here.
• All staff undergo regular Safeguarding Training and enhanced DBS checks before working with groups.
• We aspire to provide genuinely adventurous activities which have an element of real risk. We can only do this by having robust systems of safety and risk management. Each activity, whether land or water based, has been reviewed by operational staff, significant risks and hazards are identified together with action required and control measures for their mitigation. The Risk Assessments are reviewed on an ongoing basis. They can be found here.

 

13. Liability

• The Centre is insured for its activities and premises; however, groups are advised to take out travel or trip insurance.
• Glasgow City Councils Schools are insured by our internal processes and are not required to notify the insurance department of the visit.
• We cannot be held responsible for personal property lost, damaged, or stolen.
• Participation in outdoor activities involves inherent risks. The Centre will take all reasonable measures to minimise risks but cannot eliminate them entirely. See Participant Declaration and Disclosure of Risk in section 1.
• It is the responsibility of group leaders to ensure that risk is disclosed to the participants, parents or carers.
• Individuals must accept and understand the risk involved in the activities being undertaken.

 

14. In the event a participant needs to leave the adventure

• We understand that there might be unforeseen circumstances that mean a participant needs to leave a course. We will work with the visit leader/parent/carer to ensure appropriate plans are in place, taking into consideration their age and locations. In these cases there will be no refund of the course fee.

 

15. Photography & Media

• We may wish to take photographs for educational or promotional purposes. Consent for these will be gained through the wavier process or school consent forms.
• To ensure we do not accidentally take photos or media of non-consenting individuals we ask that you also make yourself known to your instructor.

 

16. Complaints

• Any concerns during your stay should be addressed with a member of the Blairvadach team soon as possible.
• Formal complaints must be submitted in writing via the following link: https://www.glasgow.gov.uk/complaints

 

17. Data Protection

• Personal data will be handled in accordance with applicable data-protection legislation you can view our Privacy Policy Here.
• Information collected is used solely for booking administration and safety management.