Your provisional booking must be confirmed with an initial, non-returnable booking deposit of 25% or £200, (whichever is the greater) within 30 days of the invoice is issued, which should be paid in line with the instructions on the invoice. Failure to do this may result in your booking being released. PLEASE NOTE THAT PAYMENT OF YOUR DEPOSIT ASSUMES ACCEPTANCE OF THESE TERMS AND CONDITIONS.
For internal bookings with CCC a completed booking form will be sufficient, with budget code and authoriser indicated on the form. Deposits for internal bookings will be charged in retrospect for any cancellations.
Final payment will be requested 7 days prior to the conference date, based on the numbers booked. If this increases on the day, additional payment will be requested after the conference. Please inform us if a Purchase Order is required for invoicing.
Invoices are sent from Cambridgeshire County Council and should be paid in accordance to their instructions. Please send a copy of the remittance to grafham.water@cambridgeshire.gov.uk.
The numbers for catering purposes should be returned on the CONFERENCES/COURSE BOOKINGS form, which will be sent with your confirmation email, alongside any requests for room set up.
Group leaders are responsible for a high standard of conduct within the group. Groups are responsible for the cost of repairs necessitated by any wilful damage to our property or equipment. No dogs are allowed on site except for assistance dogs GWC is a No Smoking site. Please respect our neighbours by not smoking outside their properties. Group organisers should allow ten minutes to liaise with a member of Grafham Water Centre staff, on arrival and on departure.
The insurance of Cambridgeshire County Council covers all legal liability of the Council to all persons on courses. Personal Insurance is provided for all Cambridgeshire County Council Schools on receipt of the deposit payment. Please note that the County Insurers now provide COVID cancellation and in the event of your group being unable to attend due to CV19 we suggest contacting your insurer in the first instance. We regret that it is not available to other organisations. Such groups are strongly recommended to provide their own insurance for personal injury, loss of possessions or cancellations, which should take effect from the time of booking.
No refunds will be made in respect of late cancellations or services not taken by individuals. Your booking is cancelled when Grafham Water Centre has received and acknowledged your written cancellation request.
Seven or less days before the date of booking - 100% of the total charge
Between seven and twenty-eight days before the date of the booking - 50% of the total charge
Over twenty-eight days before the event - Loss of deposit
Grafham Water Centre reserves the right to cancel a booking and will return any deposits and payments at its own discretion.
Initial deposit to confirm the booking is £300.00. This must be paid within 30 days of the invoice being received, unless the Centre has communicated that an extension has been granted. If this is not paid, the Centre may cancel the booking and offer the slot to another school. This is not refundable under any circumstances.
6 months before the date of the visit, the 1st Stage payment of £500 will be invoiced and is not refundable under any circumstances.
3 months before the date of the visit, the 2nd Stage payment of £1000 will be invoiced and is not refundable under any circumstances. Numbers on the booking at this stage will be the minimum charged on the Final Invoice unless advised otherwise by the school, by the end of the month the payment is due.
The Final Invoice will be processed based on the numbers on the booking at 2nd stage, plus charges for any additional students brought.
All invoices will be sent directly from Cambridgeshire County Council and should be paid according to their instructions.
Staff Numbers are based on a 1:10 ratio, and free adult places are available on this basis. Our minimum charge will be 10 students with 1 free leader.
Insurance should be in place for all bookings from time of deposit, for personal injury, loss of possessions or cancellations.
Details will be stored on our database managed by Cinolla. These details will be kept for a minimum of 7 years in line with financial auditing requirements. Other than being accessible to our database supplier for back up, the details will not be shared with any agencies outside of the County Council.
Initial Deposit will be charged at £100.00. This must be paid within 30 days of the invoice being received, unless the Centre has communicated that an extension has been granted. If this is not paid, the Centre may cancel the booking and offer the slot to another school. This is not refundable under any circumstances.
The Final Invoice will be processed based on the numbers on the booking 1 month prior to the agreed date, plus charges for any additional students brought.
All invoices will be sent directly from Cambridgeshire County Council and should be paid according to their instructions.
Staff Numbers are based on a 1:10 ratio, and free adult places are available on this basis. Our minimum charge will be 10 students with 1 free leader.
Insurance should be in place for all bookings from time of deposit, for personal injury, loss of possessions or cancellations.
Details will be stored on our database managed by Cinolla. These details will be kept for a minimum of 7 years in line with financial auditing requirements. Other than being accessible to our database supplier for back up, the details will not be shared with any agencies outside of the County Council.
Cancellations by You: No refunds will be made against course payments or accommodation-only bookings. You are advised to take out your own personal "missed event" insurance for this eventuality.
Transfers: Transfers of courses may be made at the discretion of the Centre Manager, providing at least 28 days notice is given. This is dependent on availability in the current season – courses cannot be transferred to the following year.
Cancellations by Us: GWC reserves the right to cancel if conditions outside of our control demand, or if course numbers do not reach a viable level. In these circumstances, an alternative will be offered or a full refund made. Should an alternative been accepted, this will be subject to the same terms and conditions at the original booking. Please note that we cannot be held responsible for any costs or expenses you may incur as a result of the cancellation.
Insurance: CCC's insurance covers all legal liabilities of GWC to students, but does not cover personal injury or loss when there is no liability on the part of GWC or its employees. In this respect, and for cancellations by you, you are advised to take out your own personal insurance.