Please note dates are allocated on a first come first serve basis and we cannot guarantee that you will be issued with the requested date(s). We will make every effort to allocate date(s) as near as possible to the dates you have requested.
Please read all the terms and conditions before signing the booking form. We will send you your allocated date, if this is acceptable, please could you pay a 25% deposit to secure your booking. Please note deposits are non-refundable and your booking will remain provisional until your deposit has been received. The maximum duration of a provisional booking will last for 28 days from receipt of your booking form. If deposits are not received within this period your booking could be re-allocated to another party.
You will be charged as per the original numbers on your booking form. Any additional places will be charged accordingly. Failure to bring original numbers of young people stated on your booking form will be automatically charged at full price and not subsidised FSM prices.
Groups will operate with a maximum ratio of 10 young people up to 2 school staff members.
Parental consent form
All bookings are subject to receipt of ‘parental consent forms’ for each individual attending. Visits will not be able to take place until Gower Activity Centres have received the forms, please send to gac@swansea.gov.uk this is due to the need for enhanced safeguarding procedures.
Transport arrangements
The school is responsible for booking and paying for the bus to pick up your group from school on Monday at 9.30am and leave the centre on the Friday at 1.30pm.
If your school is doing a split week the school is responsible for booking and paying for the changeover bus mid-week.
During the week we will provide the necessary transport for the activities we provide through our fleet of minibuses.
Capacity
Minimum numbers for the centre will apply and the school will be charged at the full paying pupil rate for under occupancy of the centre.
Minimum numbers are:
Tŷ Borfa – 28 pupils
Unfortunately due to guidance surrounding Gower Activity Centres Commissioning Review this is non-negotiable and will be enforced regardless of circumstances.
Maximum numbers are:
Tŷ Borfa – 36 young people and up to 4 staff.
Record of payment forms
You will receive a ‘record of payment form’ with your confirmation pack. This needs to be completed and returned by email to gac@swansea.gov.uk by the end of your visit. Please ensure teachers’ names are included on the record of payment.
We appreciate your co-operation with this as it is vital to the running and sustainability of the centre.
Charges for Tŷ Borfa are for a 4 night/5 day stay from Monday (am) to Friday (pm), inclusive of all accommodation, meals, snacks and outdoor pursuit activities.
You will be invoiced following your stay upon receipt of your ‘record of payment form’; please do not make any payment until you have received your invoice.
Payments
Siblings
Where brothers/sisters are attending on the same visit, a reduction of 25% on the current rate is allowed for second and subsequent brothers/sisters.
Teaching and support staff
Residential teaching/support staff to pay contribution towards food costs only. Teaching/support staff to eat meals provided by the centre. Self-catering option is not available.
Half weeks
Half weeks are 2 night (3 day) packages only. Alternative packages are negotiable. These can be used as split weeks with a change over or as a stand-alone package.
VAT
Visits to the centres are exempt from VAT as long as the visits are educational and form part of the curriculum.
Invoicing
30 day payment terms apply.
Menu and dietary requirements
All teachers/support staff to complete the menu sheets and sandwich choices sheet before their stay. Please inform the centre of any dietary requirements.
Activities
Although you can choose your activities, the final decision in terms of logistics, seasonality and safety remains with Gower Activity Centres. All activities are subject to weather and tide conditions. Alternative activities will be arranged in adverse conditions.
Schools must be prepared to abide by our code of conduct with regard to safeguarding the natural environment and must also agree to follow the safety instructions of our instructors at all times. It is important to recognise that instructors are chosen for their experience in leading activities and are able to offer advice on safety procedures and conduct at the activity site. However, participants and teachers have a legal responsibility to take all reasonable precautions to maintain their own safety and not to endanger other members of the group.
Liability
No responsibility can be accepted for any loss of or damage to pupils/teachers property or motor vehicles. The safekeeping of pupils/teachers’ property including money and valuables must remain the responsibility of pupils/teachers.
Charges for cancellation or changes to booking
If a booking is cancelled less than 14 days before arrival then a charge equal to the full booking amount will be made.
If the booking is cancelled in the academic term of the booking then a cancellation fee of 50% will be charges based on minimum occupancy at full price.
In the event of a no show or turn up with numbers less than on the booking form (after arrival date) the full cost of the booking is charged.
All cancellations or amendments to bookings must be made by email to gac@swansea.gov.uk
Prices
Prices are per pupil for Monday to Friday package or for a half week during school terms.
This post is also available in: Cymraeg (Welsh)
