Wild Pines Park
Booking Terms & Conditions
These Booking Terms & Conditions apply to activities and related services booked with Wild Pines Park Limited.
Please read them before making a booking. The sections covering booking confirmation, cancellations, weather and participation requirements are particularly important.
1. About these terms
1.1 These terms apply to activities and related services booked with Wild Pines Park Limited (“Wild Pines”, “we”, “us”).
1.2 “You” means the individual or organisation making the booking. The person making the booking is the Lead Booker.
1.3 Where a booking is made for a school, company, local authority, club, charity or other organisation, the Lead Booker confirms that they have authority to make the booking on behalf of that organisation.
1.4 The Lead Booker is responsible for checking the booking details and for making participants and supervising adults aware of relevant participation requirements, safety information and other important booking information.
1.5 Annual Passes, gift vouchers, special events, bespoke packages and some group bookings may have additional terms. Any specific written terms agreed for a booking take priority over these general terms where there is a genuine conflict.
1.6 Key Booking Terms supplied with a booking confirmation or invoice summarise important parts of these terms. They should be read together with these full terms.
1.7 Nothing in these terms affects any right or liability that cannot legally be excluded or restricted.
2. When a booking becomes confirmed
2.1 Online bookings
An online booking requiring immediate payment is confirmed when payment has been accepted and Wild Pines has issued or displayed a booking confirmation or booking reference.
2.2 Manual, account and invoiced bookings
A manually arranged, account or invoiced booking, including many school, corporate, council, club and group bookings, is confirmed when Wild Pines confirms in writing that the agreed date, time, activities or capacity have been reserved.
Payment does not have to have been received for an invoiced booking to be confirmed where Wild Pines has agreed to accept payment later.
2.3 Payment Due
Where a confirmed invoiced booking is shown with the status “Payment Due”, this describes the payment status only.
“Payment Due” means the booking has been confirmed and payment remains outstanding. It does not mean that the booking is provisional.
2.4 Provisional enquiries and quotations
A quotation, enquiry, proposed itinerary or provisional hold is not a confirmed booking unless Wild Pines expressly confirms in writing that the booking has been accepted and reserved.
2.5 Deposits
Where Wild Pines specifically requires a deposit, the quotation or booking information will state the amount, balance due date and the effect of paying the deposit.
2.6 Checking your booking
The Lead Booker must check the confirmation and notify us promptly if any details are incorrect.
3. Authority to book for an organisation
3.1 If you make a booking for a business, school, local authority, club, charity or other organisation, you confirm that you have authority to make the booking and incur the agreed financial commitment on its behalf.
3.2 Where the organisation requires a purchase order, committee approval or another internal authorisation process, it is the organisation’s responsibility to obtain that approval before asking Wild Pines to confirm the booking.
3.3 Once Wild Pines has confirmed the booking, an internal approval or purchase order process does not make the booking provisional or cancel it unless Wild Pines has expressly agreed otherwise in writing.
4. Price and payment
4.1 The price payable is the price stated in the booking confirmation, accepted quotation or invoice.
4.2 Prices include VAT where applicable.
4.3 Public online bookings are normally payable in full when booked unless the booking process states otherwise.
4.4 Invoiced bookings must be paid by the due date shown on the invoice or by another date agreed with Wild Pines in writing.
4.5 Where a booking has a minimum group charge or minimum package value, that minimum remains applicable if participant numbers subsequently fall below it unless Wild Pines agrees otherwise.
4.6 Additional participants may be added subject to availability, participation requirements and payment of any additional amount due.
4.7 For qualifying commercial debts, Wild Pines reserves its statutory rights concerning late payment interest and recovery costs.
4.8 If an obvious pricing or administrative error is identified before a booking is confirmed, we may correct it.
If a material pricing error is discovered after confirmation, we will contact the Lead Booker promptly and agree an appropriate solution. This may include cancellation with a full refund of any amount paid.
5. Consumer bookings and cooling off rights
5.1 Services related to leisure activities that are booked for a specific date or period are not normally subject to the statutory 14 day cooling off period that applies to many other distance and online contracts.
5.2 Customers may still cancel or change bookings under the cancellation terms below and retain all rights provided by applicable law.
6. Cancelling or changing a booking
6.1 Bookings under £300
For a confirmed booking with a total value of less than £300, Wild Pines must receive a cancellation or change request at least 7 days before the booked start time.
6.2 Bookings of £300 or more
For a confirmed booking with a total value of £300 or more, Wild Pines must receive a cancellation or change request at least 28 days before the booked start time.
6.3 The applicable notice period is based on the total confirmed booking value immediately before the requested cancellation or reduction in numbers.
6.4 How to cancel or change
Cancellation and change requests should be emailed to:
This provides a clear written record.
6.5 Cancellation with sufficient notice
Where the applicable notice is given, the customer may cancel the affected booking for a refund of the amount paid or request a move to another available date or time.
Approved refunds will normally be processed promptly to the original payment method. The time taken for funds to appear afterwards depends on the payment provider and customer’s bank.
6.6 Cancellation inside the notice period
Where a customer cancels or reduces a booking inside the applicable 7 day or 28 day notice period, there is no automatic entitlement to a full refund, reduction or transfer.
Any amount retained or charged by Wild Pines will reflect the loss caused by the cancellation. This may take account of:
• capacity reserved for the booking
• staff or other resources already committed
• costs already incurred
• costs Wild Pines no longer has to incur because of the cancellation
• Wild Pines’ reasonable ability to resell the affected capacity
Depending on the circumstances, the amount due may be up to the full price of the affected part of the booking.
Wild Pines will not retain or charge more than it is legally entitled to recover and will not recover the same loss twice.
6.7 Unpaid invoices
These cancellation provisions also apply where a confirmed booking was made on invoice and payment has not yet been received.
Failure to pay an invoice does not itself cancel a confirmed booking.
Where an amount remains properly due following cancellation or non-attendance, Wild Pines may issue or maintain an invoice for that amount.
6.8 Reducing participant numbers
A reduction in participant numbers is treated as a partial cancellation.
The same notice period applies to the places being removed.
Any agreed minimum group or package charge remains applicable unless Wild Pines confirms otherwise.
6.9 Multiple visit dates
If one booking covers several visit dates, the notice period will normally be calculated separately for each affected visit unless different terms have been agreed in writing.
6.10 Goodwill changes
If Wild Pines agrees to change a booking after the normal deadline as a goodwill gesture, this does not create an entitlement to further changes, refunds or cancellations.
Any later request will be considered separately.
7. Late arrival and non-attendance
7.1 Customers should arrive by the time stated in their booking information.
For ropes activities we normally recommend arriving around 15 minutes before the booked start time.
7.2 If you arrive late, we will try to accommodate you where reasonably possible. We cannot guarantee that the full activity will still be available and we cannot delay other customers or extend operating hours.
7.3 A booking that cannot be used because of late arrival or non-attendance will be treated in the same way as a customer cancellation made at the booked start time.
8. Weather and cancellation by Wild Pines
8.1 Wild Pines is an outdoor activity centre and normally operates in rain and most ordinary weather conditions.
8.2 We may delay, restrict, alter, suspend or cancel an activity where reasonably necessary because of:
• lightning or thunderstorms
• very high winds
• ice or snow
• another dangerous weather condition
• equipment or technical problems
• emergency conditions
• maintenance requirements
• woodland or site conditions
• another circumstance that prevents the activity from being provided safely
8.3 Cancellation before the activity starts
If Wild Pines cancels an activity before the customer has started it, we will normally offer either a suitable alternative date or a refund for the affected activity.
8.4 Activity stopped after it has started
If an activity has started and we then have to stop it for safety, weather or operational reasons, we will consider the material part of the booked experience that could not be provided.
Depending on the circumstances, an appropriate remedy may include returning on another date, credit or a partial refund.
8.5 Temporary safety pauses
Where an activity is temporarily paused for safety reasons and is reasonably expected to resume, a customer who chooses to leave rather than wait does not automatically become entitled to a refund.
8.6 Weather forecasts
A customer’s decision not to attend because of a weather forecast is a customer cancellation where Wild Pines and the booked activity remain operational.
8.7 Other costs
Where an activity is cancelled or delayed because of weather or another circumstance outside Wild Pines’ reasonable control, Wild Pines does not reimburse separate travel, accommodation or similar third party costs.
Nothing in this clause excludes liability where the law does not permit us to do so.
9. Activity availability and operational changes
9.1 Wild Pines operates within a natural woodland environment. Activities can be affected by weather, tree and woodland conditions, maintenance, safety requirements and operational circumstances.
9.2 Individual courses, elements or facilities may occasionally be unavailable.
9.3 Wild Pines may make reasonable changes to routes, activities, timings or operating arrangements where required for safety or operational reasons.
9.4 Where a material part of the service booked cannot be provided, we will offer an appropriate alternative, rebooking, credit or refund for the affected part as the circumstances require.
10. Ropes course participation requirements
Minimum age
6 years
Maximum weight
17 stone / 108kg
Height
There is no minimum height for the ropes courses.
Participants under 140cm must be accompanied on the course by a confident participant over 140cm who is able to assist them with the safety system.
One suitable taller participant can usually assist two or three smaller participants depending on their confidence, ability and the circumstances.
An instructor may require a different arrangement where reasonably necessary for safe participation.
Harness fit
Every participant must fit safely and correctly into the equipment provided.
A participant may be unable to take part if a harness cannot be safely fitted, even if they are below the maximum weight.
Challenge Course
The Challenge Course is more physically demanding than the lower courses and is recommended for older or more confident participants.
Customers should consider the advertised age guidance, difficulty and suitability information when selecting an activity.
Other activities
Other activities may have different age, ability, supervision, capacity or minimum booking requirements.
Those requirements will be shown in the relevant activity information or booking process and form part of the booking requirements.
11. Safety and participant conduct
11.1 Adventure and outdoor activities involve inherent risks that cannot be removed entirely. These may include slips, trips, bumps, grazes, falls and other injuries.
Wild Pines manages risk through operating procedures, inspections, equipment, safety systems, staff and participant briefings.
11.2 Participants must attend and follow any required safety briefing, practice or assessment before starting an activity.
11.3 Participants must follow instructions given by Wild Pines staff and use equipment only as instructed.
11.4 Refusal or removal from an activity
Wild Pines may refuse participation or remove someone from an activity where reasonably necessary for safety.
This may include:
• failure to follow safety instructions
• deliberate misuse or interference with equipment
• unsafe, threatening or abusive behaviour
• behaviour that places another person at risk
• apparent intoxication through alcohol or drugs
11.5 Safety equipment
Ropes participants must wear the safety equipment supplied by Wild Pines.
Harnesses and other safety equipment must only be fitted or adjusted by Wild Pines staff unless an instructor expressly directs otherwise.
Participants must not interfere with harnesses, connectors, safety lines, zip equipment or other safety equipment.
11.6 While wearing a harness
Participants wearing a harness must remain within areas permitted by the instructor team and must follow staff directions concerning movement around the site.
Harnesses must be removed before using a toilet.
Equipment that becomes contaminated may need to be withdrawn for cleaning and sanitisation, which may prevent the participant continuing that session.
11.7 Smoking and naked flames
Smoking, vaping and naked flames are not permitted anywhere on site unless Wild Pines has given specific prior written authorisation.
11.8 Instructor support
Wild Pines instructors provide safety briefings, fit equipment, monitor activities and provide assistance or rescue where required.
Unless specifically agreed as part of a booking, this does not amount to continuous dedicated one to one accompaniment of each participant.
12. Health, disability and accessibility
12.1 Some activities are physically demanding and may require balance, coordination, strength, communication and the ability to use the relevant safety equipment.
12.2 If a participant has a medical condition, disability, additional need or other circumstance that may affect participation, please contact us before the visit where possible.
This gives us an opportunity to discuss the activity, consider reasonable adjustments and plan appropriately.
12.3 Reasonable adjustments
Wild Pines will consider reasonable adjustments where appropriate.
Decisions will be based on the individual participant, the activity, the relevant equipment and what can reasonably and safely be provided.
12.4 Where an activity cannot reasonably be undertaken safely even with appropriate adjustments, Wild Pines may refuse or modify participation.
12.5 Participants must be able to understand and follow the relevant safety system and instructor directions sufficiently to participate safely, with reasonable adjustments where appropriate.
12.6 Customers who are uncertain whether an activity is medically suitable should obtain appropriate medical advice.
12.7 Pregnancy
Ropes activities involve physical exertion and a close fitting safety harness.
We recommend that pregnant participants do not take part in ropes activities. Anyone who is pregnant and wishes to discuss participation should contact us before booking and obtain appropriate medical advice.
12.8 Risk Acknowledgements
A Risk Acknowledgement or participation form records understanding of activity rules and risks.
It does not exclude or restrict any liability that Wild Pines cannot lawfully exclude or restrict.
13. Clothing and footwear
Participants must wear clothing and footwear suitable for their activity.
For ropes activities:
• secure closed toe footwear with suitable grip must be worn
• sandals, flip flops and unsuitable slip on footwear are not permitted
• clothing must allow a harness to fit correctly
• skirts and dresses are not suitable
• long hair must be tied back
• loose items and jewellery that could become caught must be removed, secured or taped as directed
• the waist area must be suitably covered for harness fitting
Where clothing or footwear prevents safe participation and cannot reasonably be corrected before the activity, the participant may be refused access.
14. Children and organised groups
14.1 Children under 16 must not be left unsupervised on site.
Family and public visits
A responsible adult must remain on site and retain ordinary responsibility for children in their care.
Schools and organised groups
Schools, youth groups and other organised groups remain responsible for pastoral care, behaviour and ordinary supervision of their group in accordance with their own policies and any arrangements agreed with Wild Pines.
Wild Pines instructors remain responsible for delivering and managing the technical safety of activities provided by Wild Pines.
Group leaders are responsible for holding any parental permissions or authority required by their organisation and for passing relevant information to participants, parents or guardians where applicable.
15. Use of the site and free activities
15.1 Wild Pines is a natural woodland environment. Ground can be uneven and visitors should take reasonable care while moving around the site.
15.2 Visitors may use areas, activities and equipment that are open for public use but must use them as intended and follow signs and staff instructions.
15.3 Some areas or equipment may be temporarily closed, restricted or available only as part of a supervised activity.
Visitors must not enter or use anything marked as closed, restricted or staff only.
15.4 Responsible adults and group leaders retain ordinary responsibility for the supervision and behaviour of children and group members outside instructor led sessions.
15.5 Nothing in this section removes or reduces Wild Pines’ legal duties as operator or occupier of the site.
16. Special and night time events
16.1 Special events may have additional participation, booking or safety conditions. These will be communicated as part of the event information where applicable.
16.2 Activities taking place in darkness or low light involve additional considerations. Participants must follow any enhanced briefing and additional staff instructions.
16.3 Children attending night time activities must comply with the age and supervision requirements stated for that event.
17. Voluntary non-participation and safety refusal
17.1 A participant who decides not to take part or stops taking part for personal reasons does not automatically become entitled to a refund.
17.2 Where a participant is unable to take part because they do not meet participation requirements that were clearly provided before booking, or because they fail to follow safety instructions, there is no automatic entitlement to a refund.
17.3 This does not affect any right the customer may have where Wild Pines supplied materially incorrect information, breached the contract or where applicable law requires a refund or another remedy.
18. Personal belongings
18.1 Visitors are responsible for looking after personal belongings brought onto the site.
18.2 Wild Pines is not responsible for loss of or damage to personal belongings unless that loss or damage was caused by our negligence or breach of legal duty.
19. Liability and statutory rights
19.1 Nothing in these terms excludes or restricts Wild Pines’ liability for:
• death or personal injury caused by our negligence
• fraud or fraudulent misrepresentation
• any other liability that cannot legally be excluded or restricted
19.2 Where you are a consumer, Wild Pines will provide its services with the reasonable care and skill required by law.
Nothing in these terms removes or restricts your statutory rights or remedies where we fail to do so.
19.3 Wild Pines is not responsible for losses that were not caused by our breach or negligence or that were not reasonably foreseeable when the booking was made.
19.4 These terms do not mean that a participant accepts responsibility for negligent acts or omissions by Wild Pines merely because adventure activities involve inherent risks or because a Risk Acknowledgement has been signed.
20. Complaints
If something goes wrong during your visit, please tell a member of the team as soon as reasonably possible.
This gives us an opportunity to investigate and, where possible, put things right while you are still on site.
Complaints after a visit should be sent to:
Please include your booking reference and relevant details where possible.
Nothing in this complaints procedure restricts any statutory rights.
21. Communications
21.1 The Lead Booker is responsible for supplying accurate contact details and checking confirmations and important communications sent by Wild Pines.
21.2 Wild Pines may use the email address or telephone number supplied with the booking to contact the Lead Booker where reasonably necessary in connection with that booking.
22. Changes to these terms
22.1 The version of these terms that normally applies is the version in force when the booking is confirmed.
22.2 Wild Pines may amend these terms for future bookings.
22.3 We will not retrospectively impose a material change on an existing confirmed booking unless:
• the change is required by law
• it is reasonably necessary for safety and does not materially disadvantage the customer
• the customer agrees to the change
23. General legal provisions
23.1 If part of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply so far as legally possible.
23.2 These terms and bookings with Wild Pines are governed by the law of England and Wales, subject to any mandatory legal rights available to the customer.
Wild Pines Park Limited
Company number: 10227357
VAT number: 392 5579 53
Activity centre
Wild Pines Park
Legsby Road
Market Rasen
Lincolnshire
LN8 3DZ
Registered office
7 Checkpoint Court
Sadler Road
Lincoln
Lincolnshire
LN6 3PW
Email: office@wildpinespark.com
Telephone: 01673 842724