Terms & Conditions

Events

The terms and conditions below apply to events and performances at Betteshanger Park.

Tickets are sold subject to the right of Betteshanger Park and/or visiting producer to alter or vary the advertised programme due to events or circumstances beyond its control without prior notice and without being obliged to refund monies or exchange tickets

In the event of a performance being cancelled, Betteshanger Park will offer ticket holders alternative dates (subject to availability).

Payment is required at point of booking in order to secure the place(s). Betteshanger Park will not make refunds for bookings but, at the request of the customer, we will offer an alternative date (subject to availability) or endeavour to fill the booking. If Betteshanger Park is unable to fill the booking, no refund will be provided.

From time to time Betteshanger Park offers promotional discounts or concessions on tickets. Once any ticket is purchased at full price, no discounts or concessions will be made retrospectively.

Betteshanger Park reserves the right to refuse admission to venues to ensure the safety of its staff and other customers.

Whilst every effort will be made to admit latecomers to events this will be at the discretion of the event manager and cannot be guaranteed..

For seated events at Betteshanger Park seats are unallocated and are available on a first come first served basis.

Betteshanger Park and its employees are insured against loss, damage or personal injury through their negligence within its premises but shall otherwise not be liable

Betteshanger Park may record or take photographs of events and participants for use in promotional material and online. If you are not happy for your image to be used in this way please alert a member of staff.

Medical Conditions

It is important for your child’s safety, and for the safety of the group, that our staff are made aware of any medical conditions that they may have such as asthma or allergies, and if these have not already been disclosed on your booking form, we ask that you let staff know on arrival. Any medication brought onto the site must be given to the Basecamp leader for safe-keeping. Children must able to administer their own medication when required.

Parties

The terms and conditions below apply to party bookings at Betteshanger Park. Please take a moment to read through them before confirming your booking.

Information for party organisers

  • All activities are led by Betteshanger trained and qualified instructors or external certified contractors
  • Certain activities such as den building and fossil hunting will require adult supervision. Party organisers are required to remain on site throughout the duration of the booking, additional adult supervision may also be required. A minimum of 1 adult to 8 children is required for those under 11, and a minimum of 1 adult to 15 children aged 11-18
  • Should the parents / carers wish to stay there are some activities where you will be able to provide encouragement for the participants to complete their activity. You may choose to relax in the Café or take a walk along one of our many paths
  • All activities last 1 hour, apart from Forest School which runs for 2 hours. Should you wish to book more than one activity please let us know
  • A lockable space will be provided to store bags / presents / additional clothing while the chosen activity is being completed. Items in storage are left at the owner’s risk
  • Information will be provided on suitable clothing to be worn or brought for each activity
  • Please arrive a minimum of 15 minutes prior to the start of your activity. A member of the Betteshanger team will you outside of Cycle Hire on arrival. At this point details of your booking will be reconfirmed and the birthday celebrations will begin. Please note that variations made to a booking on the day may not be able to be accommodated
  • While we will always try to accommodate your booking please note that we may not be able to accept bookings for some activities wanting to be held with less than 2 weeks’ notice.

Parking

  • Please note that parents / carers can park for free in the main car park for up to 20 minutes when dropping off or collecting children. Should they stay longer than 20 minutes they will need to pay £3 on each occasion.

Behaviour

  • We ask that all Betteshanger staff are treated with respect along, with all other park users during your visit
  • A briefing will be given prior to the start of any activity. Non-safety compliance, bad language or antisocial behaviour by any participant and observer will not be tolerated. Should a participant or observer’s behaviour continue to be unacceptable, we reserve the right to remove them from the activity and also the Park. No refund will be provided.

Party numbers and ages

 Please ensure that you:

  • Are aware of the minimum age required for some of the activities
  • Are aware of the maximum numbers for some of the activities that can be completed. Should your number exceed our maximum group size then they will be divided into 2 groups by the instructor leading the activity
  • Are aware of the participant’s ability when it comes to activities such as cycling as we do not stock bicycles with stabilizers. Led cycle sessions will take place on the Blue or Red Trail depending on the ability of the group
  • The activities are allocated to set time slots, late arrivals may not be accommodated depending on the booked activity. Please note that time spent completing the activity may be reduced due to a late arrival.
Activity Minimum age Maximum group size
(per activity)*
Archery 7 12
Archery TAG 12 12
Cycling 7 12
Den building 5 12
Fossil hunting 3 12
Geocaching 7 12
Nature walk 5 12
Obstacle course 7 24
Orienteering 7 12

*Please note if your party size is larger than the specified group sizes, we can still accommodate you. We will break your party into smaller group.

Payment & Confirmation

  • Betteshanger Birthday Parties are structured based on a fixed price for up to 12 participants.  Additional participants will be charged on an individual rate per person.
  • All prices quoted are inclusive of VAT.  The price banding is dependent upon the type of activity and varies accordingly.
  • All prices quoted exclude food.  A hot and cold party menu offer is available at a cost of £5 per person.
  • A 50% deposit of the booking is required in order to secure the date and activity. Payment can be made by cash, bank transfer (Nat West A/c: 34601767, s/c: 52-30-23), credit or debit card
  • Once payment has been received your booking will be confirmed by email. Please note that until payment has been received and confirmation sent your booking status remains a provisional booking
  • The party organiser will need to notify Betteshanger Park of any changes to the booking within 24 hours of our confirmation
  • The remaining balance and final numbers are required no later than 14 days prior to the party taking place. Please note that the minimum number of participants for each activity is 12, where your party numbers fall below this number this will be the minimal cost payable
  • Should your party numbers increase on the day and a minimum of 14 days’ notice has not been provided please note that we may not be able to accommodate the additional numbers on the day
  • If Betteshanger Park is able to accept a last minute party booking (less than 1 week in advance), 100% payment is needed to secure the booking.

 Cancellation

  • In the event that Betteshanger Park needs to cancel your booking due to unforeseen circumstances an alternate date or full refund will be offered
  • The following charges will apply should you cancel or amend your booking date once the booking has been confirmed:
  • 21 days or more prior to the confirmed booking date – no charge
  • 8 to 20 days prior to the confirmed booking – 50% of the total booking price
  • 1 to 7 days prior to the confirmed booking – 100% of the total booking price
  • Should you wish to amend the booking date after the booking has been confirmed we will, where possible, endeavour to provide and accommodate alternate dates. Please note however that the activity of choice may not always be available.

About the Park

Betteshanger Park is on the site of an old coal spoil heap, be aware that you may find old metal, holes and uneven land so please take time to read the park rules and ensure safety and enjoyment for everyone.

  • Ensure your own safety; don’t take unnecessary risks and stay within your personal limits
  • Do not walk on the tarmac track and cross only at designated crossing points (X on map)
  • Watch out for other Park users, running, cycling and walking on tracks and paths
  • Ensure children not participating in the activity are supervised at all times
  • Wear appropriate clothing and footwear – open toed sandals and high heels are not advised
  • Beware of the deep water in the lakes, no swimming, paddling or boating is permitted
  • Dispose of lit cigarettes carefully. Do not start fires or light barbeques in any areas of the park
  • Keep dogs on leads at all times and ensure your dog is cleaned up after at all times.

Groups

Thank you for choosing to book your activities at Betteshanger Park. Please complete our ‘Group Booking Form’ and ensure that you are aware of our terms and conditions below.

Information for group organisers

  • All activities are led by Betteshanger trained and qualified instructors or external certified contractors
  • Should you require an activity to be self-led, the group organiser is responsible for ensuring that the adult(s) leading the activity is appropriately experienced and competent
  • Should the group organiser not be part of the responsible adults on the day a lead adult for the group is to be identified. The group organiser / lead adult will be required to remain on site throughout the duration of the booking, additional adult supervision may also be required for your activity. A minimum of 1 adult to 8 children is required for those under 11, and a minimum of 1 adult to 15 children aged 11-18
  • All activities last 1 hour (unless otherwise stated), should you wish to book more than one activity please let us know
  • A lockable space will be provided to store bags / additional clothing while the chosen activity is being completed. Items are left at owner’s risk
  • Information will be provided on suitable clothing to be worn or brought for each activity
  • Please arrive a minimum of 15 minutes prior to the start of your activity. A member of the Betteshanger team will meet you outside of Cycle Hire on arrival. At this point details of your booking will be reconfirmed and your session will begin. Please note that variations made to a booking on the day may not be able to be accommodated
  • Whilst we will always try to accommodate your booking, please note that we may not be able to accept bookings for some activities with less than 14 days notice.

 Parking

  • 17+ seater mini buses and coaches can park for free. Please ensure the registration details are given to staff at Cycle Hire to avoid a parking fine
  • Please note that parents / carers can park for free in the main car park for up to 20 minutes when dropping off or collecting. Should they stay longer than 20 minutes when dropping off or collecting they will need to pay £3 on each occasion.

 Behaviour

  • We ask that all Betteshanger staff are treated with respect along, with all other Park users during your visit
  • All responsible adults as part of your group must wear name badges to include the name of their organisation
  • A briefing will be given prior to the start of any activity. Non-safety compliance, bad language or antisocial behaviour by any participant or observer will not be tolerated. Should a participant or observer’s behaviour continue to be unacceptable, we reserve the right to remove them from the activity and also the Park. No refund will be provided

Party numbers and ages

Please ensure that you:

  • Are aware of the minimum age required for some of the activities
  • Are aware of the maximum numbers for some of the activities that can be completed. Should your number exceed our maximum group size then they will be divided into 2 groups by the instructor leading the activity
  • Are aware of the participant’s ability when it comes to activities such as cycling as we do not stock bicycles with stabilizers. Led cycle sessions will take place on the Blue or Red Route depending on the ability of the group
  • The activities are allocated to set time slots, late arrivals may not be accommodated depending on the booked activity. Please note that time spent completing the activity may be reduced due to a late arrival.
Activity Minimum age Maximum group size
(per activity)*
Archery
(with instructor)
7 12
Archery TAG
(with instructor)
12 12
Cycling
(with instructor)
7 12
Cycling
(self led)
7 15
Den building
(with instructor)
5 20
Fossil hunting
(with instructor)
4 20
Geocaching
(with instructor)
7 20
Nature walk
(with instructor)
5 25
Nature walk
(self led)
5 25
Obstacle course
(with instructor)
7 12
Orienteering
(with instructor)
7 25
Orienteering
(self led)
7 25

*Please note if your party size is larger than the specified group sizes, we can still accommodate you. We will break your group into smaller groups and run the activities as a carousel.

Payment & Confirmation

  • Betteshanger Group Booking prices are based on a minimum of 10 participants.  Additional participants will be charged on an individual rate per person.
  • All prices quoted are exclusive of VAT which will be applied to the invoice
  • A 50% deposit of the booking is required in order to secure the date and activity. Payment can be made by cash, bank transfer (Nat West A/c: 34601767, s/c: 52-30-23), credit or debit card
  • In the event that you are making a booking on behalf of a school or college a purchase order number is required to confirm your booking
  • Once payment or a purchase order number has been received your booking will be confirmed by email. Please note that until payment has been received and a confirmation email sent your booking remains a provisional booking
  • The group organiser will need to notify us of any errors on the booking form within 24 hours
  • The remaining balance and final numbers are required no later than 14 days prior to the party taking place. Please note that the minimum number of participants for each activity is 10, where your group numbers fall below this number this will be the minimal cost payable
  • Should your group numbers increase on the day and a minimum of 14 days’ notice has not been provided please note that we may not be able to accommodate the additional numbers on the day.

Cancellation

  • In the event that Betteshanger Park need to cancel your booking due to unforeseen circumstances an alternate date or full refund will be offered
  • The following charges will apply should you cancel or amend your booking date once the booking has been confirmed:
  • 21 days or more prior to the confirmed booking date – no charge
  • 8 to 20 days prior to the confirmed booking – 50% of the total booking price
  • 1 to 7 days prior to the confirmed booking – 100% of the total booking price
  • Should you wish to amend the booking date after the booking has been confirmed we will, where possible, endeavour to provide and accommodate alternate dates. Please note however that the activity of choice may not always be available.

 About the Park

Betteshanger Park is on the site of an old coal spoil heap, be aware that you may find old metal, holes and uneven land so please take time to read the Park Rules and ensure safety and enjoyment for everyone.

  • Ensure your own safety; don’t take unnecessary risks and stay within your personal limits
  • Do not walk on the tarmac track and cross only at designated crossing points (X on map)
  • Watch out for other Park users, running, cycling and walking on tracks and paths
  • Ensure children not participating in the activity are supervised at all times
  • Wear appropriate clothing and footwear – open toed sandals and high heels are not advised
  • Beware of the deep water in the lakes, no swimming, paddling or boating is permitted
  • Dispose of lit cigarettes carefully. Do not start fires or light barbeques in any areas of the Park
  • Keep dogs on leads at all times and ensure your dog is cleaned up after at all times.

Track Hire

General Conditions

Hirers must:

  • Have public liability insurance in place (£5m minimum) and provide a copy of their public liability insurance and completed risk assessment of planned activity
  • Complete a booking form for every event booking. The completed booking form is essential in order to confirm the booking
  • Provide appropriate numbers of marshals. The site marshalling requirements are:
    • All course marshals must wear high visibility jackets
    • A minimum of 3 marshals for the large loop circuit
    • A minimum of 3 marshals for the small loop circuit
    • A minimum of 4 marshals for the whole circuit
  • Notify the Health and Safety Executive (HSE) of all RIDDOR reportable accidents. A copy of all accident reports must be provided to Betteshanger Park
  • Provide an appropriately trained first aider for the duration of the track hire and ensure safety at all times
  • Ensure that session / competition users cycle the correct way around the track until the allotted hire time begins and appropriate marshalling is in place
  • Ensure appropriate car parking marshals are in place for larger events 80+ participants. The number of marshals that will be provided must be agreed in writing with Betteshanger Park
  • Ensure the appropriate behaviour of the group at all times, ensuring language and behaviour is appropriate to a public venue
  • Ensure all litter is disposed of correctly and that the area is left as found
  • Only one vehicle will be allowed access to the top of the track per booking. This vehicle will be escorted to the top of the track by Park staff. Once the vehicle is in location the vehicle will remain stationary until the booking is finished.
  • If you require extra vehicles for dropping off equipment to the track, this will be arranged a minimum of 30 days prior to the booking date and only in exceptional circumstances.
  • Use a Betteshanger radio to ensure that effective communication can take place with the Betteshanger team and the event organiser. Whilst radio hire is free of charge, a deposit will be taken for the radio (car keys / driving licence / £50 cash deposit). Loss of a radio will incur a standard £150 replacement fee.

Booking Conditions

  • Track hire will not start before the agreed time and must finish on time
    Should a club / group booking overrun past the opening times of the Park the following charges will apply:

    • £50 for the first 30 minutes
    • £100 for every half hour thereafter
  • The hirer / organiser is responsible for ensuring that all members of their group have left the site
  • Event / race registration must either be completed at the track side building or in front of the Café. The Café cannot be used for registration purposes, unless agreed in writing by Betteshanger Park
  • Where the hire involves areas of the Park which are ‘off track’, the course must be agreed in writing with Betteshanger Park at least 30 days prior to the event.

Cancellation

  • Betteshanger Park reserves the right to cancel any event at any time
  • In the event that Betteshanger Park need to cancel your booking due to unforeseen circumstances, an alternate date or full refund will be offered
  • The following charges will apply should you cancel your booking once the booking has been confirmed:
     21 days or more prior to the confirmed booking date – no charge
     8 to 20 days prior to the confirmed booking – 50% of the total booking price
     1 to 7 days prior to the confirmed booking – 100% of the total booking price
  • Should you wish to amend the booking and or date after the booking has been confirmed we will, where possible, endeavour to provide and accommodate your requirements and alternate dates. Please note however this may not always be available.
  • Should it be necessary to cancel due to the weather the booking will be moved to another date at the discretion of Betteshanger Park.

Event Support

Betteshanger Park will:

  • Ensure that a designated member of the Betteshanger team is available to provide reasonable support for the booking as appropriate
  • Display ‘Area Closed’ signs up to one hour prior to the event or hire period
  • Ensure the track is clear of rubbish and debris
  • Notify the public of track closure via signage around the park and via the Betteshanger website (dedicated ‘track closure’ page and on the home page on the day of the event).
  • Should the organiser wish, we can also publicise the event (not just the track closure) on the events section of the Betteshanger website and via the Betteshanger Facebook page. This will help raise the profile of the event and drive sales (if relevant). Full event information, booking mechanism and an image will be required from the event organiser.

Park Information

Betteshanger Park is located on the site of an old coal spoil heap. Be aware that you may find old metal, holes and uneven land so please take time to read the Park Rules and ensure safety and enjoyment for everyone.

  • Ensure your own safety; don’t take unnecessary risks and stay within your personal limits
  • Do not walk on the tarmac track and cross only at designated crossing points
  • Watch out for other Park users, running, cycling and walking on tracks and paths
  • Ensure children not participating in the activity are supervised at all times
  • Wear appropriate clothing and footwear – open toed sandals and high heels are not advised
  • Beware of deep water in the lakes, swimming, paddling or boating is NOT permitted
  • Dispose of lit cigarettes carefully
  • Do not start fires or light barbeques in any areas of the Park
  • Keep dogs on leads at all times and ensure your dog is cleaned up after at all times

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