Booking Terms & Conditions

YHA Summer Camps are managed by YHA (England and Wales) trading as YHA whose registered office is at Trevelyan House, Dimple Road, Matlock, Derbyshire DE4 3YH (registered number 00282555).

  1. General

In these terms and conditions “YHA”, “we” or “us” means the Youth Hostels Association (England and Wales); “you” means the parent(s) or guardian(s) of the young person participating in the Camp; “Camp” means accommodation and activities provided by YHA; “The young person” means the young person that you are responsible for that participates in the Camp. “Writing” means letter, fax or email. The contract for the supply by us of accommodation and other related services (“Contract”) will be formed when we accept your order and we receive from you the full amount owed in cleared funds. Your Contract cannot be amended unless confirmed in writing by an authorised representative of YHA and yourself (an administrative charge may apply – see section 4). These conditions and any matters referred to by us form the entire understanding between you and us, and supersede any prior promises, representations (unless fraudulent) or undertakings. Any omission or error in any sales literature, web page or site, order form, quotation, price list, order acknowledgement, dispatch note, invoice or other document issued by us may be corrected by us without liability. We will advise you of any changes at the time of booking or as soon as is reasonably possible thereafter. The provisions of the Contracts (Rights of Third Parties) Act 1999 are expressly excluded from the Contract so that no third party may claim any rights under this contract.

  1. Making a Booking

A booking for a YHA Summer Camp can be made by completing and submitting an online form or downloading, printing and posting a paper based booking form, both of which are available on the YHA Summer Camps website at www.yhasummercamps.co.uk. We can assist with the completion of the booking form over the phone by calling us on 01629 592530 between 9am and 5pm Monday to Friday. Online bookings can only be made by parents or guardians who have full parental responsibility for the young person attending camp. Third party Organisations or Foster Carers wishing to make a booking must make their booking by post. Before your booking is confirmed, and the Contract comes into force YHA reserves the right to increase or decrease prices PROVIDED THAT we notify you prior to delivery of such price increases or decreases and you may cancel your order within 7 working days of this notice is you are unhappy with the price increase/decrease. All bookings are subject to availability and YHA reserves the right to decline any booking at its discretion.

  1. Payment

In order to secure your booking you must pay us the full amount of the cost of the stay. Payments can be made by credit/debit card, cheque or postal order. Third Party Organisations can also pay by Bank Transfer. The cost of the stay can be made as a single one-off payment or by payment of a deposit followed by interest free instalments. The initial deposit or full payment must accompany booking forms submitted by post. For bookings made online we will contact you by telephone to take payment by credit/debit card. If any payment under these Terms and Conditions is overdue then without prejudice to our other rights and remedies we may cancel your booking and/or we may suspend the supply and/or deliveries of any other services being provided to you by YHA.

  1. Bursary

Through the support of our funders, YHA is able to offer a number of subsidised places at YHA Summer Camps. These places are limited and are offered to families on low income where the family is in receipt of tax credits or benefits.  Our subsidised places are limited in number and location and are allocated on a first come first served basis.  We may request evidence of benefits for those in receipt of a bursary place on YHA Summer Camp, this may be requested at any time prior, during or following the YHA Summer Camp.

  1. If you change your booking

If you wish to change a confirmed booking such changes are subject to the availability of a suitable alternative, is subject to a £10 administration charge and are subject to any additional costs incurred in making changes to accommodate your request. YHA reserves the right to treat changes requested less than 56 days before arrival as cancellations. We will inform you of the amount of any additional costs when you request your changes and shall agree such costs with you. Any changes or additions can be requested by telephoning YHA Summer Camps. Confirmation of this request will be subject to availability and may incur the £10 administration charge.

  1. If you cancel your booking

If you are unable to go to camp and have to cancel you must do so in writing and the following cancellation charges will apply:

  • More than 56 days prior to departure: 50% of the cost of the summer camp
  • 56 to 29 days prior to departure: 75% of the cost of the summer camp
  • 28 days to 1 day before departure: 100% of the cost of the summer camp
  • On or after the departure date: 100% of the cost of the summer camp
  • The date of effective cancellation is calculated on the day of receipt of written notice by our bookings team.
  1. Non-attendance

If the young person does not arrive at camp we will try to establish their whereabouts. If we are unable to contact any of the persons listed on the booking form this will be treated as non-attendance and as such, will be treated as a booking cancellation.

  1. If we change your booking

In the unlikely event it becomes necessary to change your booking, in total or in part YHA will inform you as soon as is reasonably possible of any necessary changes. You shall have the choice of: accepting the changed arrangements; (or purchasing another booking from YHA (and paying or receiving a refund in respect of any differences)) or cancelling your booking and receiving a full refund of all payments made.

  1. Delay or Failure to Perform

We shall not be liable to you if we are prevented or delayed in the performing of any of our obligations to you if this is due to any cause beyond our reasonable control including (without limitation): an act of God, explosion, flood, fire or accident; war or civil disturbance; strike, industrial action or stoppages of work; any form of government intervention; a third party act or omission; failure by you to give us a correct delivery address or notify us of any change of address. YHA reserves the right to vary the timetable or cancel or amend the nature of activities if weather conditions or other factors make them unsuitable to run. In the event of cancellation YHA will endeavour to offer an appropriate replacement activity.

  1. Activities

YHA reserves the right to subcontract the provision of activities at YHA Summer Camps to third parties. Due to constraints at individual camps it may not be possible to offer all activities detailed on the YHA Summer Camps website at all YHA Summer Camps. The scheduling of activities will be subject to good weather and other unknown factors beyond the control of YHA. If we have to cancel an activity, series of activities or a YHA Summer Camp for reasons of safety or any factor beyond our control, YHA will not be contractually obliged to offer a refund. Some YHA Summer Camps offer off-site activities and excursions. These activities and excursions are subject to the same risk assessments and standards of supervision as on-site activities.

  1. Our liability to you

YHA shall ensure that the accommodation and other services you order from us are in accordance with these terms and conditions and shall be performed by us with reasonable skill and care. Where an element of your booking is not provided as stated above you must notify us within 28 days of the alleged breach. We shall then investigate the matter and if we have not delivered the services in accordance with these terms and conditions you shall be entitled to: a full refund of the cost of your order (or, where appropriate, the relevant section of it) less any fees charged for changes requested by you; or a free stay to the equivalent value of the services complained of, where such dates are agreed in writing by us.

We will not be liable to you by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not foreseeable by both you and us when the Contract is formed arising in connection with the supply of the services or their use by you; any losses which are not caused by any breach by us; business or trade losses. Our entire liability in connection with the Contract will not exceed the purchase price of the services booked less any amendment charges paid to us. Except in relation to death or personal injury caused by proven negligence YHA’s liability remains, at all times, limited to the value of the services booked, excluding any amendment charges paid to us.

  1. Suitability

YHA Summer Camps are not suitable for young people or parents/guardians seeking respite care or where a high level of individual support care is required – where the young person is sent for the benefit of their Carer and not the young person. YHA reserve the right to determine the suitability of an individual to participate, and the right not to accept a booking or exclude an individual from a YHA Summer Camp. YHA must be advised at the time of booking about any social and/or behavioural issues that may detrimentally affect the camp environment for the individual and other campers and everyone working at a YHA Summer Camp. YHA are unable to accept applications from individuals if they are a registered sex offender, currently serving a sentence for criminal behaviour, electronically tagged or are awaiting sentence following a conviction, are in receipt of a current ASBO or have a recent history of violent and/or aggressive behaviour. In the event of any individual being excluded or withdrawn from camp, no refund or reduction will be made. In addition, any costs incurred by YHA in connection with an individual being asked to leave camp, will be the full responsibility of that persons parent or guardian who will be expected to bear the costs in full.

Details of any disabilities or relevant medical conditions should also be provided to us at the time of booking in order we can advise as to the suitability of your chosen YHA Summer Camp. YHA also reserve the right to refuse a booking or exclude an individual from camp if this information comes to light at a later stage of the booking process.

  1. Your Responsibilities

It is your responsibility to ensure YHA is fully notified of any dietary needs, behavioural, medical or social problems that the young person may have, particularly when those needs or problems might affect the young person or other participants during the Camp. This is to ensure that YHA is able to provide a suitable level of care and supervision to enable all young people to participate fully in camp and to prevent individuals attending camp who may require a higher level of medical care or supervision than YHA can reasonably provide. All personal information will be handled sensitively and confidentially. We reserve the right to require a certificate from the young person’s doctor confirming that they are able to properly participate in the Camp activities.

  1. Behaviour

YHA believes that everyone who delivers or attends a YHA Summer Camp has the right to feel safe, respected and valued. The safety and wellbeing of all individuals involved is paramount. Our aim is to ensure that every young person attending Camp feels safe from being bullied and all other forms of harassment. Any form of bullying will not be tolerated and will be addressed in accordance with the YHA Summer Camps Anti-Bullying Policy. Every young person will be expected to sign an individual Contract of Behaviour on arrival at Camp.

If the young person’s behaviour is deemed to be unacceptable or if they cause damage, your booking may be terminated and you may be asked to immediately collect the young person from Camp or organise their return. Full costs of return travel home will be charged to you. No whole or part refunds will be made under these circumstances.

  1. Loco Parentis (YHA acting in place of parents/guardians)

In the case of medical or other emergency you (being the parent or guardian) consent to YHA acting in loco parentis, so we can make certain decisions on your behalf in relation to seeking medical or other emergency care for the young person.

  1. Personal Property

YHA will not be liable for any item of personal property brought by the young person to Camp. The young person should not bring with them items such as mobile phones, personal music players, jewellery or other valuables. Items of property left behind by the young person may be disposed of by YHA if not claimed and collected by you within 30 days of the end of the Camp. We will endeavour to return items to their rightful owners, however delivery costs will be charged.

  1. Personal Searches

For the safety and security of all participants YHA reserves the right, in appropriate circumstances to make a search of the young person’s personal property.

  1. Complaints

In the unlikely event a young person has a complaint at camp this must be addressed to the YHA Summer Camps Manager at camp in the first instance. If the YHA Summer Camps Manager fails to resolve the complaint satisfactorily you may contact YHA either during camp or within 2 weeks of the young person leaving camp, in writing. Complaints should be addressed to: Customer Care, YHA England & Wales, Trevelyan House, Dimple Road, Matlock, Derbyshire, DE4 3YH.

  1. Promotional Photography

Copyright of all video and photography of YHA Summer Camps remains the property of YHA and cannot be reproduced without our prior permission. YHA reserve the right to reproduce and publish any video and photography for advertising and commercial purposes or for any other reason, unless it is clearly stated on the booking form or in writing, that the parent/guardian does not give permission for this/these purpose/s.

  1. Your Information

We shall only store and use the information you supply to us or which is supplied to us for the purposes of carrying out our contract with you and to inform you of other services and offers which we make available from time to time. If you do not wish to receive such information, please let us know by: emailing yhasummercamps@yha.org.uk; or telephoning 01629 592530 or writing to us at the address noted above.

  1. Disclaimer

The YHA Summer Camps website, summercamps.yha.org.uk is the responsibility of YHA (England and Wales). The information contained on the website and details of YHA Summer Camps is published in good faith and is correct at the time of print.

  22. Governing Law and Jurisdiction

This contract is subject to English law and the exclusive jurisdiction of the English Courts.