Terms of Business
We know long reams of Ts & Cs are dull as dishwater but hopefully these bite size chunks can make it a bit more manageable. Click on the section headings to see the detail you want, remember your participation assumes you've read the lot!
open) courses are to be fully paid up at the time of booking.
- Booking Confirmation
All bookings are subject to availability and confirmation by Ancrum Outdoor Centre.
Following receipt of a booking enquiry, our team will confirm the proposed activities, dates, participant numbers, costs and any relevant arrangements.
A booking is considered confirmed once written confirmation has been issued by Ancrum Outdoor Centre.
The person making the booking on behalf of a school, organisation or group is responsible for ensuring that all relevant information is communicated to participants and accompanying staff.
- Payment Terms – Scheduled (Open) Courses
For individual places on advertised courses and activities, payment in full is required at the time of booking unless alternative arrangements have been agreed in writing.
Places cannot be guaranteed until the booking has been confirmed and the applicable payment arrangements have been completed.
Cancellation and refund arrangements for individual bookings are detailed in Section 10.
- Payment Terms – Private and Group Bookings
Ancrum Outdoor Centre operates the following booking and payment arrangements for private groups, schools, Army Cadets, youth organisations, corporate groups and other organised bookings.
Confirmation of Participant Numbers
The group organiser must provide written confirmation of final participant numbers no later than one calendar month before the scheduled activity date.
These confirmed numbers will form the basis of the final booking charge and the invoice issued by Ancrum Outdoor Centre.
Invoicing and Payment
An invoice will be raised based on the confirmed participant numbers and the agreed activity charges.
In accordance with Leisure & Culture Dundee’s standard payment terms, full payment must be received within 21 calendar days of the invoice date.
Where an organisation requires an official purchase order or specific invoicing details, these must be provided in sufficient time to allow the invoice to be processed.
Changes to Confirmed Numbers
Once the one-month confirmation deadline has passed, the agreed participant numbers will be treated as final for charging purposes.
Any subsequent reduction in numbers, including non-attendance on the activity date, will not result in a reduction in the invoiced amount.
Requests to increase participant numbers after the deadline will be considered subject to instructor availability, activity capacity, staffing ratios and any additional costs.
Any agreed changes will be confirmed in writing.
No Advance Deposit Required
A deposit is not required for private or group bookings under these arrangements.
All privately arranged courses must be fully paid prior to the event / session date. A secure online payment request will be issued for the total amount following your booking request, and will be confirmed upon receipt of full payment of booking.If your booking is of significant value or requires a significant resource commitment on behalf of Ancrum Outdoor Centre, we reserve the right to vary this policy on a case by case basis, in any event we will agree with you our position before we accept your booking request.
- Our Staff - Qualified professionals
Activities are delivered by appropriately trained, qualified and experienced instructors who hold the relevant qualifications and competencies for the activities they lead.
Ancrum Outdoor Centre operates established safety management procedures, including activity-specific risk assessments, operating procedures and equipment checks.
Our instructors are responsible for the safe delivery and technical supervision of activities and have the authority to modify, suspend or terminate an activity where necessary on safety grounds.
Participants and accompanying staff are expected to follow all safety instructions and cooperate fully with the activity team.
- Duty of Care – Shared Responsibilities
Ancrum Outdoor Centre is committed to providing a safe, inclusive and professionally managed outdoor learning experience.
Our instructors are responsible for the safe delivery of activities, including technical instruction, supervision of activity-specific risks and appropriate management of equipment.
Schools, group organisers, Unit Commanders and accompanying adults retain responsibility for the general welfare, behaviour and pastoral supervision of participants in their care.
Accompanying staff must remain available throughout the programme and support Ancrum instructors with group management, behaviour and individual participant needs.
All participants must follow the instructions provided by Ancrum staff. Where behaviour presents a significant risk to the individual or others, participation may be suspended or withdrawn.
- Children and Adults at Risk
Ancrum Outdoor Centre is committed to safeguarding children, young people and adults at risk.
All activities are delivered in accordance with applicable safeguarding procedures and Leisure & Culture Dundee policies.
Group organisers must ensure that appropriate supervision arrangements are in place and that accompanying adults understand their responsibilities.
Any safeguarding concerns, additional support requirements or circumstances that may affect a participant’s welfare should be communicated to Ancrum Outdoor Centre before the activity.
Our staff will work collaboratively with group leaders to support a safe, respectful and inclusive experience.
- Equipment – What We Provide and What You Need to Bring
Ancrum Outdoor Centre provides the specialist technical and safety equipment required for the activities being delivered. This may include helmets, harnesses, buoyancy aids, wetsuits and other appropriate equipment.
Participants are responsible for bringing suitable personal clothing, footwear, food, drinks and any additional items specified in the joining instructions.
Activity-specific equipment requirements will be communicated before attendance.
For coasteering and other activities where wetsuits are provided, participants are encouraged to wear swimwear underneath their wetsuit.
Participants undertaking coasteering must also bring an old pair of shorts to wear over their wetsuit, helping protect it from abrasion against rocks. These shorts may become damaged during the activity.
All specialist equipment must be used in accordance with instructor guidance.
Where a participant arrives without essential personal equipment or suitable clothing, Ancrum instructors will assess whether safe participation is possible.
If essential safety requirements cannot be met, participation may be restricted or refused.
Please contact the Centre in advance if you are uncertain about equipment requirements or need advice.
- Medical Conditions, Additional Support Needs and Fitness
Ancrum Outdoor Centre is committed to making adventure activities accessible and inclusive wherever reasonably practicable.
Participants and, where appropriate, their parents, guardians or group organisers must provide relevant information about medical conditions, medication, allergies, behavioural support needs or other circumstances that could affect safe participation.
This information should be provided in advance through the relevant participant consent and medical declaration process.
Having a medical condition or additional support requirement does not automatically prevent participation.
Our instructors will consider individual circumstances, reasonable adjustments and activity-specific safety requirements when determining suitability.
Participants must bring any essential medication, including inhalers or adrenaline auto-injectors, and ensure that suitable arrangements are in place for its safe use.
Fitness Requirements
Adventure activities involve varying levels of physical exertion. Participants should have sufficient fitness and mobility to undertake the planned activity safely, taking account of any reasonable adjustments.
Where there are concerns about a participant’s ability to undertake an activity safely, these should be discussed with Ancrum Outdoor Centre in advance.
The lead instructor retains responsibility for assessing activity suitability and may modify or restrict participation where necessary on safety grounds.
- Booking Amendments and Activity Changes
Ancrum Outdoor Centre will make every reasonable effort to deliver the activities and programme agreed at the time of booking.
However, outdoor activities take place in changing environments and may be affected by weather conditions, environmental factors, equipment availability, participant ability or other operational considerations.
Ancrum Outdoor Centre reserves the right to amend activity locations, routes, timings or programme content where necessary to maintain appropriate safety standards.
Where reasonably practicable, any significant changes will be discussed with the group organiser and a suitable alternative offered.
Changes requested by the customer will be considered subject to availability, operational requirements and any applicable charges.
Where a requested amendment involves reducing participant numbers after the one-month confirmation deadline, the original confirmed numbers will normally remain the basis of the invoice.
- Cancellation and Refund Policy
10.1 Cancellation by Ancrum Outdoor Centre
Ancrum Outdoor Centre reserves the right to cancel or postpone an activity where circumstances prevent its safe or effective delivery.
Such circumstances may include adverse weather, unsuitable environmental conditions, instructor illness, equipment issues or other unforeseen operational difficulties.
Where possible, we will provide reasonable advance notice and work with the customer to arrange an alternative activity or date.
Where an alternative arrangement cannot be agreed and Ancrum Outdoor Centre cancels the booking, a full refund of the affected activity charges will be offered.
Ancrum Outdoor Centre will not normally reimburse additional costs incurred by customers, such as transport or accommodation, except where required by law.
10.2 Cancellation of Individual Bookings – Advertised Courses
For individuals booking places on scheduled courses or activities:
- Cancellations made more than 1 calendar month before the activity date will qualify for a full refund.
- Cancellations made within 1calendar month of the activity date will not qualify for a refund.
- Customers should notify Ancrum Outdoor Centre of cancellations as early as possible.
Any applicable statutory rights remain unaffected.
10.3 Cancellation of Private and Group Bookings
The following arrangements apply to private group bookings, including Army Cadets, schools, youth groups, corporate organisations and other organised groups.
More than one calendar month before the activity date:
The group organiser may cancel or amend the booking without incurring the confirmed participant charges, provided Ancrum Outdoor Centre receives written notification before the final numbers deadline. Any separately agreed, non-recoverable costs will be identified and considered.
Within one calendar month of the activity date:
Once final participant numbers have been confirmed and the invoicing deadline has passed, the confirmed numbers will form the basis of the agreed booking charge.
Cancellations or reductions in participant numbers within this period will not normally qualify for a refund or reduction in the amount payable.
Requests arising from exceptional circumstances will be considered individually by Ancrum Outdoor Centre management.
10.4 Activities Curtailed for Safety Reasons
The lead instructor may modify, suspend or terminate an activity where continuing would present an unacceptable risk.
This may include deteriorating weather, changing environmental conditions, participant behaviour or other safety concerns.
Where an alternative activity or suitable programme adjustment is possible, reasonable efforts will be made to deliver an appropriate experience.
Refunds or credits for activities curtailed due to circumstances outside Ancrum Outdoor Centre’s control will be considered according to the circumstances of the cancellation, the services delivered and any applicable legal rights.
10.5 Voluntary Withdrawal or Non-Attendance
Participants may withdraw from an activity at any time, subject to appropriate supervision and safe arrangements for leaving the activity.
Voluntary withdrawal or non-attendance will not normally entitle the participant or group organiser to a refund.
10.6 Insurance
Customers and group organisers are encouraged to consider suitable insurance arrangements, including personal accident, travel and cancellation cover where appropriate.
Schools, Army Cadet units and other organisations should ensure that any insurance arrangements required by their governing organisation are in place before participation.
Nothing in these terms excludes or restricts any liability or statutory rights that cannot lawfully be excluded or restricted.