Booking Terms and Conditions

 

Special Ops MK, Special Ops Airsoft and Special Ops HQ Booking Conditions

 

Terms and Conditions for Special Ops LTD, hereafter known as ‘The Company’, Special Ops and ‘the venue’ together with all The Company’s associated companies and brands.

• General conditions

These Booking terms and conditions apply to the booking of activities providing by Special Ops Ltd, set out in Special Ops booking confirmation.

These booking terms and conditions contain important information concerning participation by you and members of your party, and accordingly you acknowledge and agree that you shall ensure all members of your party or group are aware of and accept these conditions.

Any typographical clerical or other error or omission in any booking confirmation or other documentation issued by the company, including any electronic documentation shall be subject to correction without liability on the part of the company.

The company reserves the right to make changes to the activities whether to conform with any applicable safety or other statutory requirements or otherwise

• Booking Process

1.      Bookings can be made by telephone or securely online through our website.

2.       The bookings department can also be contacted by email on:info@specialopshq.co.uk, through our website, or on Telephone 01908 238422 or 07904 987773

 

3.      To book a session for a specific time on a specific date we require 50% of the session to be paid as a deposit. This deposit prevents others from booking this session on a specific time on a specific date and is therefore non-refundable at the point the deposit is paid and the booking is confirmed.   The remaining balance is due before the session, and in the event that the number you have booked for decreases the full amount for the players booked is still due in full.  The only exception to this condition is bookings for Adventure days where the payment is required in full at the time of booking, all other conditions still apply.  You do not have a valid booking unless you have received your booking confirmation via e-mail.  Should you have not received this within 48hrs of booking, please contact us through our contacts page on our website.

 

4.      Outstanding balances for sessions eg. Birthday, Adult sessions, Group and school packages must be received no later than  1 working day prior to the session date.  This will automatically be taken off the same card as the deposit 1 day beforehand.  If your card payment comes back unauthorised, you will be contacted to make payment immediately.  No sessions will take place unless full payment has been received.  Payments must be made by credit or debit card, we do not accept cheques.

 

5.      You and each member of your party or group will be required to sign the disclaimer form to acknowledge the risks involved with our activities, before undertaking any of our activities.  All participants under the age of 18 require their parents to sign on their behalf in order for them to take part.  Please note this is a booking condition, that all participants must have this form signed before the session, ready to hand in at the start of the session, in order for them to participate on the day.  In the event a child or adult does not have their form signed beforehand and does not present one at the start of the session, they will be denied entrance to the activity and will not be able to take part.  The monies will still be due for this player.

 

6.       Once payments are received for our sessions they are non refundable in accordance to the cancellation charges stated below. In the event that members of the group are a ‘no-show’ on the date booked the session price and price per player for those players Still due and are non-refundable.

 

• Number of participants

Depending on what type of session you have booked with us, you would have booked for a specific number of participants, for a specific time and date and paid your deposit to reflect this.  Please keep to your numbers that you have already booked.  If you do wish to increase your numbers please call us first on 07904 987773 to check we have availability as it may not always be possible.  In the event you attend with more participants than you have booked for, please note, any participants over the number booked will be turned away and will be unable to take part.  However many people you book for at the time of booking is how many people you will have to pay for on the day, with the remaining balance being taken 1 day before the session off the same card the deposit was paid on.  This is still the case even if you bring less peoplethan you have booked for.

 

• Age and Height Restrictions

The minimum age for Special Ops, Bush Craft, Orienteering, Assault Course, Team challenges and any other activities or adventure days is 7 years old for all our sessions, with exception of our Exclusive Use Option where the minimum age is 7 Years.  You are advised of this age restriction on our website.  Please ensure that you comply with the minimum age  and height restrictions, as players attending who do not meet the minimum requirement will be turned away from the site.

For birthday parties, we take children celebrating their 7th Birthdays onwards.  The only 6th Birthday parties we can provide have to be booked for exclusive use where the minimum age for guests is 7 years and must be a minimum height of 122cm  Players need to be physically capable of holding a range of laser guns unaided in the outdoor woodland environment. Parents must sign a disclaimer to enble their child to take part.

• Cancellation Charges

Once your booking is processed, your right to cancel without penalty ends as we have booked you into session at a specific date at a specific time. Therefore the terms of cancellation are as follows:

• Once a booking is processed – loss of deposit

• 30 days or more prior to the event – your booking can be transferred to another date without penalty, using the deposit from the original booking

• 30 days or less prior to the event – 3 days before – No refund for deposit – the booking cannot be transferred to another date.

• 3 days or less prior before the event – Loss of deposit and Loss of remaining balance.

• Non-Attendance on the day – Loss of deposit and remaining balance – Full payment per player still due for guns booked.

• Our accepted date of cancellation is the date that your written cancellation is acknowledged in writing by The Company. If catering or any other supply is included in the package, this may also be subject to cancellation charges. No verbal cancellations are accepted. Cancellations must be sent to info@specialopshq.co.uk

• Stated cancellation times include weekends and bank holidays

• On Booking you are required to pay a 50% deposit to book out a specific number of guns for a specific number of players for a specific session date and time.  In the event on the day your numbers of guests attending are less than you have booked for, the full amount is still due for all guns booked out with the deposit including the remaining balance.  No refunds will be made and the session is non-transferrable.  Full payment will still be due for “No Shows”.

 

Under circumstances out of our control, including but not limited to; extreme weather or other natural damages to our site, unexpected group and session cancellations, or other events which may create unacceptable risk to health and safety or the inability to run an acceptable standard of session, we reserve the right to cancel your booking or offer an alternative date.  Under such circumstances our liability is limited to a full refund of all monies paid. We do not accept liability for any additional or associated costs that may be incurred as a result of the cancellation or necessary change. Our activities are all-weather sports and activities and will normally proceed regardless of weather conditions. In adverse weather conditions you should assume your booking will proceed unless directly advised by us otherwise.

• Arriving Late

The company requires participants to be ready to take part in the activity 15 minutes or at the very latest 10 minutes prior to a designated ‘start-time’ to enable a full safety briefing to take place. The time stated on your confirmation is the ‘start time’. We recommend on our invitations and in the confirmation of bookings that all particpants arrive 10 minutes before the session starts.  We will do our best to accommodate late arrivals but this cannot be guaranteed, especially during busy periods. It is unlikely that customers will be allowed to participate if they have missed the safety briefing and game safety talk. If possible to do so, we MAY provide individual safety talks and briefings, but this in entirely at our discretion and only if possible and cannot be guaranteed. The booking will normally be treated as a cancellation in the event of late arrival with the loss of all monies.

 

• Exclusion from Venue

The venue has the right, at all times, to refuse participants access to the booked activity at any stage of the booking and remove them from their venue if in their opinion the participants are under the permitted age; are unfit to take part in the activity because of physical or mental impairment; be under the influence of alcohol or drugs; have arrived too late to take part in the pre-activity safety briefing; consider them to be a danger to themselves, other participants or members of staff; or are displaying aggressive and abusive behaviour (verbal or physical). If any of these occurrences apply, the booking will have been deemed to have been cancelled and full cancellation charges will apply.

Should any participant damage the property of the venue of verbally or physically injure a member of the staff or other participants, they will be dealt with by the venue management accordingly and may face prosecution by the venue. The Company will not become involved in such matters other than to supply the necessary authorities with contact details of the offending party / parties. Any communications relating to such matters should be conducted between the venue, the offending party / parties and the authorities.

• Personal Safety

Whilst all our activities are as safe as they can be, safety instructions must be followed at all times as well as any instructions from the instructors or marshals on the day. You are advised not to attempt to go beyond your capabilities or engage in risky or daring behaviour. All physical activities by definition involve an element of risk so it is a given that you undertake the activity with the full understanding of this and accept responsibility for your own safety and the risks involved in taking part. In the case of more than one person taking part under one booking it is a given that the person booking the group with us has relayed the details of the activities to the group and the parents of the group and that the individuals in the group have acknowledged the possible risks involved and that they have agreed to take part on this basis.  In the case of under 18’s particpating, the person booking with us has explained to all parents the risks involved.  We carry our own public liability insurance.

• Late Start

Due to the nature of our activities, unforeseen circumstances can delay the start of an event. In all cases the venue will endeavour to minimise your inconvenience and will start the session as soon as possible.  The action taken will be dependant on the circumstances surrounding the situation. As such incidences cannot be predicted your understanding is appreciated. Should you choose not to accept the the later start time and do not take part in the activity on the same date, no other recompense will be offered from The Company. All communications as a result of such circumstances should be with the venue directly as it will be deemed that The Company has fulfilled their booking with you.

All bookings will be subject to these same conditions without exception. All customers will have deemed to have made themselves aware of these Terms & Conditions and will have accepted them as part of their booking with The Company. No verbal or other communication overrides these terms and conditions in any respect whatsoever.

• Weather

Bad weather, Rain and patchy showers are acceptable conditions that do not require cancellation.  We are an all weather provider, and continue in Rain, Sleet and Snow.  In the event thunder and lightning occurs during the session, the session will be stopped, all participants will be taken to a safe area until the bad weather dispersers.  The session will then continue as normal. In the event that weather is so severe that the session has to be cancelled by us, (severe gales) we will notify you at our earliest convenience and re-schedule your session for another time.  If our venue is operating in adverse weather conditions as normal, and can provide a safe well managed session, in the event you choose to cancel your session, you will do so in accordance with our cancellation policy.

Our activities can be enjoyed in a variety of weathers, providing participants are suitably clothed, in rain we highly recommend waterproof clothing and hot weather cool layered clothing, Long t-shirts and Long Trousers and if possible sunscreen and insect repellent.  Suitable footwear is a must as the woodland has many uneven terrains and muddy areas.

• Disclaimers

You and each member of your party or group will be required to sign the disclaimer form to acknowledge the risks involved with our activities, before undertaking any of our activities.  All participants under the age of 18 require their parents to sign on their behalf in order for them to take part.  Please note this is a booking condition, that all participants must have this form signed before the session, ready to hand in at the start of the session, in order for them to participate on the day.  In the event a child or adult does not have their form signed beforehand and does not present one at the start of the session, they will be denied entrance to the activity and will not be able to take part.  The monies will still be due for this player.  Forms can be downloaded from our website and organisers need to issue these to their groups.

• Other conditions

Except as otherwise provided in these Booking terms and conditions, Special Ops LTD shall not be responsible for the loss, or damage of or to any property or to any person arising from the booking of or participation in the activities we provide.

Parking facilities are available at the site and any vehicles are left at the owners risk.

On our full day Adventure days for children aged 8yrs to 14 yrs – please note, although it may seem obvious - This adventure day is for children only and parents are not required as above, and is used by many as a child care facility dropping off at 09.50am and picking up at 3pm.  In line with our company and child protection policies, we can not accommodate parents that wish to wait for their child on site all day as this activity is for children only.  The city centre is 5 miles away and there are many local pubs in the surrounding area should you wish to stay local.

Nothing above shall confer on any third party any benefit or the right to enforce any of these booking terms and conditions.