Terms & Conditions of Business

This copy of our Conditions of Hire and Booking Conditions make up the Vectis Youth Camps Terms & Conditions of Business. These form the basis of your contract with Vectis Youth Camps. Please read them carefully.

BOOKING CONDITIONS

To make a booking, you must complete our Booking Form. This must be signed by the Party Leader. The Party Leader must be at least 18 years of age. By signing the booking form the Party Leader confirms that he/she and all party members agree to be bound by these Booking Conditions and our Camp Site Conditions. The minimum number of campers on each site is as follows,

In order to confirm your booking, a deposit, (as set out in our current price list), is payable per person or full payment if booking is within twelve weeks of the start of your booking.

The balance of your holiday must be received by us no later than twelve weeks before the start of your holiday. Reminders will not be sent. If we do not receive payments when due we reserve the right to treat you’re booking as cancelled.

3. Changes by You

Should you wish to make any changes to your confirmed arrangements, you must notify us in writing as soon as possible. We will endeavour to assist; we cannot guarantee that we will be able to meet all requests.

4. Cancellation by You

Should you need to cancel your booking, the Party Leader must immediately advise us in writing. Your notice of cancellation will be effective when it is received in our office. As we incur costs from the time we confirm your booking, the following cancellation charges will apply,

5. Insurance

We recommend you take out appropriate insurance for all your party members and belongings and cancellation.

6. Your Responsibility for the Group’s Behaviour

When you book with us, you accept responsibility for any damage or loss caused by any member of your party. Full payment for any such damage or loss must be paid to us.

We expect all party members to have consideration for other people. If, in our reasonable opinion, you or any other member of your party behave in such a way to cause danger, distress or upset to a third party or damage to property, we are entitled, without notice, to terminate our arrangements with you.

TERMS OF HIRE

1. Insurance

Our own Insurance covers loss or damage of our equipment due to fires and storms.

Vectis Youth Camps does NOT cover:

a. Damage to marquees or other tents or equipment due to carelessness or vandalism.
b. Consequential loss e.g.: loss of food due to power failure or breakdown of equipment.
c. Loss or damage of hirers’ property or equipment.

2. Arrival on Camp

The Camp Hire period commences at 4.00 P.M. on the first Saturday. If you wish to arrive before this time or after 7.00 P.M. this may be possible by prior arrangement. We advise you to book cars or coaches on ferries in advance to be reasonably sure of suitable crossing times.

Vectis staff are on site and normally available from 9.00 am. - 7.00 pm. each Saturday and from 10.00 am. - 1.00 pm. on Sunday. Vectis Staff are not on site during the week.

When you arrive on site please contact a member of staff, who will hand over the keys and arrange the issue of equipment.

In your own interest you are advised to check the following items:

a. Tents and Marquees
b. Electric and Gas Meters
c. Kitchen Equipment Inventory

Any damage or losses should be reported immediately otherwise your Camp may be held responsible and charged.

3. Advance Parties

Our sites are of a semi permanent nature and are normally on hire throughout the camping season. Advance parties are therefore not normally required and we regret we are unable to offer them accommodation except by special arrangement if your Camp happens to be the first of the season.

4. Marquees

These will normally be erected by our own staff and will be wired for electric light. The lighting cable must not be used to power any other equipment. Should you wish to use electrical equipment in the marquee we recommend you bring a suitable earthed extension cable fitted with a 13 amp plug. All our power points are rated for 13 amps and have full earth leakage protection.

5. Ridge Tents

The erection and positioning of ridge tents is your responsibility. You should make sure that your campsite layout adheres to the regulations set out by your own youth organisation, this is not our responsibility. Tents may have been erected and left in position by the previous camp before you; it is your responsibility to re-site tents to meet your organisations guidelines and regulations. Our own staff will be happy to assist where possible if requested.

Only tents supplied by Vectis Youth Camps are permitted on our sites without specific permission otherwise in writing. Caravans/private tents/ motor homes may be permitted but may also be subject to an additional charge.

6. Care of Marquees and Ridge Tents

i. Please do not drive pegs into the ground so that removal becomes impossible.
ii. All guy ropes should be checked regularly, (at least once a day).
iii. Guy ropes must not be shortened by cutting or knotting. Move the peg if more adjustment is required.
iv. Check all are properly brailed down to the ground.
v. In rough weather tents should remain closed and extra supervision arranged.

7. Other Equipment

E.g. Tables, Chairs, Beds and Ground Sheets.

These will be issued from our Stores shortly after your arrival. This equipment should be collected and returned by your camp at the end of your week as directed by our staff.

8. Refuse

All refuse including kitchen waste should be disposed of in the receptacle provided. Please flatten all cardboard boxes and bag other rubbish wherever possible.

9. Toilets and Showers

These should be thoroughly cleaned daily and should be left in a clean and tidy state at the end of your stay.

Please do not use bleach or other strong cleaners on painted floors as this destroys the paint.

10. Cars, Mini Busses and Coaches

These can normally be parked on site 1 in areas allocated. Coach drivers are responsible for ensuring that their vehicles can negotiate the entrance and have sufficient clearance.

It is advised that coach passengers should disembark prior to entering.

Note: There is a 5 mph speed limit on the site and the lane leading to the site.

11. Kitchens

It is your responsibility to keep the kitchens and all equipment clean and hygienic at all times. Our staff will try to ensure that everything is clean at the start of your camp. If the kitchen is left dirty you will be charged for cleaning.

12. Departure

You should depart your site by 11a.m. Prior to departure you should find a member of our staff to check the site. You should ensure that the kitchen, toilets, showers and washrooms have been left clean and tidy. Also that all litter has been collected and dustbins emptied.

All groundsheets, beds, blankets should be returned to our stores as directed by our staff.

Do not take down any tents without first checking with our staff.

If you leave the site unattended prior to your final Saturday you will be responsible for any damage unless specific arrangements have been made in writing.

You should ensure you are able to pay the final invoice for gas and electric and extra equipment used.

13. Emergency Contact during Your Stay

You should contact the Vectis office on: 01344 430203, giving details of the emergency.

14. General Camp Site Conditions

I. Other fields and buildings not hired by you are strictly out of bounds at all times. There is no access through other fields or the farm under any circumstances.

II. No open fires are to be made on the Site, Beach or Cliff adjoining Whitecliff Bay.

III. Access from the camping site to the bay must be by the public footpath only and not through the Caravan Park. The shop and telephone on the Caravan Park may be used by Senior Members of Staff only.

IV. No dogs or pets are allowed to be brought to the camp.

V. No firearms, including airguns, air pistols or any other dangerous weapons are allowed on Site.

VI. Smoking is not permitted in or within 50 Metres of any tent, marquee or building.

VII. The Camp is to be so conducted that there will be no cause for complaint from those living in the vicinity or others camping or caravanning. Leaders in Charge are requested to make sure these Conditions are strictly adhered to.

VIII. All musical instruments, stereo systems and radios are operated in such a manner as not to cause annoyance by noise at all times. Bugles are prohibited before 8.00 a.m. and after 8.00 p.m. every day.

IX. Kite Flying – As Bembridge Airport is in close proximity to the Site, kite or balloon flying is prohibited. It is an offence to fly these articles within 3 miles of an Airport. (Air Navigation Order 1954, Regulation 38).

X. Our Camping Sites and their amenities are let on the understanding that Vectis Youth Camps are not held responsible for the state or conditions thereof for any accidental damage or personal injury resulting from such use.

XI. All property brought onto the Camp is your responsibility.

XII. These Conditions are subject to alteration at any time.

XIII. Any person(s) or camp breaking any rules or causing unnecessary disturbance will be asked to leave our Camp Site immediately.