Reservation and cancellation
We will hold a booking reservation for 28 days from initial contact. If a deposit has not been received within these 28 days, we will cancel your booking reservation. A non-returnable deposit is required, which will be deducted from your the final balance due at the end of your visit. By paying a deposit, you are accepting the conditions laid out below.
In the event of a cancellation or non-attendance, the following charges will apply:
| Number of days of notice prior to visit date | Charges |
|---|---|
| 61 days + | A loss of deposit will be incurred |
| 60 – 31 days | 50% of the total cost will be incurred |
| 30 – 8 days | 75% of the total cost will be incurred |
| 7 – 0 days | 100% of the total cost will be incurred |
Please note if these charges are not paid, Thorrington Scout Camp reserves the right to cancel or refuse any future bookings. Cancellations must be made by email to bookings@thorringtonscoutcamp.co.uk. The date of the message is the date of notification. An invoice for any fees due will be sent to you and should be paid within 28 days. All fees must be paid in full before leaving Thorrington unless prior arrangements have been agreed upon. Charges are subject to yearly review and are generally changed on the 1st of January. If you have booked a camp for the following year, you will be notified of your fees when they become available.
General information
- Responsibility for the supervision and welfare of groups remains the responsibility of the leaders of your group.
- Access to the campsite is from Friday 7pm for all weekend bookings. If you wish to access at an earlier time, you will need to organise with your Warden as soon as possible and at least two weeks before your camp dates.
- All group leaders should report to reception upon arrival to book in.
- The speed limit on Brick Kiln Lane is 5mph. Please ensure that all adults in your group are aware of this, including those dropping off young people to the site.
- Vehicles are not permitted past the silver gate without permission from the Warden Team. Those dropping off bulky loads will be permitted access to do so, but all other adults should park in the car park and walk personal gear to their site/building. All vehicles should be returned to the car parks as soon as possible unless arranged with the Warden Team on Site.
- Please respect all other site users whilst at Thorrington by not walking through someone else’s campsite.
- There is also a noise curfew from 11pm – 7am (including the use of generators).
- It is expected that all adults on site will adhere to guidance issued by The Scout Association. In particular, those concerning the consumption of alcohol and smoking/use of e-cigarettes.
Buildings
- Groups hiring indoor accommodation are asked to note that no bed linen is provided, and it is required that a single sheet is used to cover the mattress.
- We do not supply First Aid Kits in any of our buildings.
- We do not provide cleaning materials in any of our buildings. No bleach is to be used in the buildings. Contract cleaners will clean the premises before and after use, but you are expected to clean the buildings of physical dirt. It is expected that all cleaning of buildings during your stay will be completed by the hirers. If additional cleaning is required, arrangements must be made with your booking, and you will be charged for any extra requested.
- We reserve the right to charge groups who do not leave buildings tidy or cause damage to buildings or equipment. This charge will reflect any losses or expenses incurred as a result.
- You should notify us at the earliest opportunity if you find anything dirty or damaged so that we can rectify the situation.
- All buildings are smoking and e-cigarette-free areas.
- A handover sheet must be completed on arrival and departure with a Warden Team member.
Campsites
- Campers must not drive onto any campsite.
- Campers must provide a fire bucket per open fire and a fire blanket per gas stove set. If you do not have these on arrival, they can be hired for a small charge from the Warden Team. If used or damaged, a full charge will be issued per item.
- In the interest of safety, no wet pits may be dug within the campsite areas. Please use drainage devices such as a bucket/black sack with grass-filled holes in.
- All rubbish must be disposed of in the industrial waste bins opposite Alpha House and adjacent to the Heritage Centre. We offer a recycling service on-site, and items should be placed in the appropriate bin.
- Firewood is available from three woodpiles identified on the site map or wood stacks around the site. Under no circumstances must trees be cut as there is ample deadwood available.
- Please ensure all fires are restricted to purpose-built concrete bases or in Alter Fires. Fires are not permitted on the ground.
- All ash should be cooled completely and then disposed of in the Ash bin in the rubbish collection compound.
- A handover sheet must be completed on arrival and departure with a Warden Team member.
Fire safety
Please ensure that all leaders attending Thorrington have read the fire safety procedures sent to you with your welcome pack. Fire Drills are offered to all building users and can be undertaken for campers on request to the Warden.
Toilets and sanitation
- There are two toilet blocks on site available for use. Please note the bottom toilet block will only be opened if there are campers staying/visiting in the immediate area or on request to the Warden.
- These toilets are checked regularly by Warden Teams during your stay and cleaned accordingly. Should you identify an issue, please raise it with the Warden as soon as possible.
- All site users should encourage young people to keep the facilities as clean as possible. We reserve the right to restrict access to the bottom toilets if they are found to be being misused.
- The pot-washing area should be cleaned after use, and all food, cleaning materials and crockery/cutlery should be removed and disposed of after use.
GDPR policy
When you make a booking enquiry to stay at Thorrington Scout Camp, you must provide your name, telephone number, and email address. This information will be held on a booking spreadsheet and OSM campsite booking system, all details will be deleted at the end of the year following your camp. Details are only held for this time to ensure all bills are settled. Should payments not be received within this time frame, your details will be stored until your account is settled. The information you send us will only be used for the identified reasons and will not be passed onto any other third parties. Please ensure that should any details change between booking and final settlement of your bill, you update us, and we can ensure the information we hold for you is up to date and valid.
Should you wish to access the information held for you by Thorrington Scout Camp, please make a ‘Subject Access Request’ to bookings@thorringtonscoutcamp.co.uk and make for the attention of the data controller. The data controller will then send a data request form. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.
Activities
Activities are directly bookable when you initially book your visit using our booking system, however if subsequent changes are required following this, please email bookings@thorringtonscoutcamp.co.uk to discuss any further changes you wish to make:
Bookings are not confirmed until you have received a confirmation email from us. Activities can be booked through the email system up to 4 weeks prior to your arrival date. After this point, you should book activities directly with the Warden upon your arrival. Thorrington Scout Camp, and its instructors, have the right to amend, postpone or cancel your activity booking at any point prior to your time slot and during the activity. This will only be done where necessary, e.g. weather and instructor availability. However, we will always try to meet your requests where possible and offer all available options when we contact you and identify these issues.
