Terms and Conditions for Duke of Edinburgh Residential Courses at Kenton Hall Estate.

Elm Occasions is the limited company that runs Kenton Hall Estate Wedding Venue and Glamping site. Elm Occasions Ltd makes available to hire its facilities and runs courses as detailed below. The Glamping site is situated at Kenton Hall, Kenton, Stowmarket, Suffolk IP14 6JU.

Kenton Hall Estate reserves the right to change the website, including prices, terms and conditions without notice. We also reserve the right to refuse entry to the site, cancel bookings, or instruct people to leave the site for any reason (for example due to inappropriate behaviour, dangerous weather or site conditions). Agreeing to the Terms and Conditions on booking constitutes acceptance of our terms and conditions and privacy policy.

Terms: Elm Occasions Ltd may also be referred to as ‘we’ in these terms. The participant of the course will be referred to as ‘student’. The ‘course’ is the 5 day/4 night residential course offered by Elm Occasions Ltd as the qualifying course for the Gold Duke of Edinburgh Award residential skills section. Elm Occasions Ltd is an ‘Approved Activity Provider’ License holder from The Duke of Edinburgh Award Scheme.

1. Booking
   1.1 Availability of the courses changes daily. A place can be booked or provisionally booked by telephone or email.

   1.2 We reserve the right, without giving reasons, to refuse a booking.

   1.3 Confirmation of a booking is made on receipt of a non-refundable deposit booking fee 40% of the course fee and the booking form. If this payment is not made at the time of the booking, a place will be reserved until the course is nearly fully booked.  If the deposit has not been received by that time, the place is not guaranteed on the course.

   1.4 Course fees are due 3 months before the start of the course.  If the balance of fees (60% of course fee) is not received by the due date we reserve the right to offer the place to another student on the waiting list. 

   1.5 Confirmation of the booking will be sent by email.

   1.6 The course guide and full details for the course will be provided within 1 month of the arrival date.

2. Cancellation Policy

   2.1 This cancellation policy is for Duke of Edinburgh course bookings, not for hen weekends and group stays.

   2.2 If a student wishes to cancel their confirmed booking, they must do so in writing. If cancellation is within 3 months of the course start date, the student is liable for the full course payment. If the courses space is able to be re-sold to a student on the waiting list, the fees will be refunded except for a £50 administration fee.

   2.3 If the student wishes to change the course date, the deposit can be transferred on to another course within the same calendar year, but it is not transferable from student to student.
   2.4 If a student leaves a course before the course has finished, there will be no reimbursement of course fees.

   2.5 Students are advised to take out their own insurance against cancellation for any reason outside their control.
   2.6 We reserve the right to cancel (as a last resort when faced with unavoidable circumstances) and / or make any alterations to courses, dates, fees and accommodation where necessary, at our discretion. All enrolled students will be notified immediately of any changes.

3. Terminations

   3.1 Elm Occasions Ltd reserves the right to terminate the training of any student without reimbursement of fees if the student, in the opinion of the management team is guilty of unreasonable, inappropriate or improper conduct, or breach of house rules. 
   3.2 If a student leaves during a course, fees will not be reimbursed.

   3.3 If a student is ill/sick for more than 24hours then they will be required to leave the course and go home. This is in line with our sickness policy. In this scenario, course fees will not be reimbursed.

4. Health and Safety
   Elm Occasions Ltd has a number of Course Rules (please see below) which are enforced in the interests of students’ health and safety and wellbeing.  

   4.1 Please see our full health and safety pack by clicking here. Our health and safety pack includes: Health & Safety Policy, Emergency Fire Procedures, Safeguarding Policies, Illness Policy and Risk Assessments.

   4.2 The hobs in the cookery school kitchen are induction and areas immediately surrounding them are electromagnetically charged, any student with a pacemaker should seek medical advice prior to coming on the course.

5. Sickness Policy

   5.1 In the event of illness or sickness, the student will be required to isolate for a duration of 24hours since last known sickness. The student may be required to move accommodation and will be monitored by management.

6. Dietary Requirements

   6.1 Students must advise us at the time of booking of any special dietary requirements, food allergies or religious beliefs that may affect their diet. We are unable to tailor the course content for special dietary requirements, but is happy to make arrangements, where possible, to enable students to take part in a course. Students with severe food allergies (eg. nuts) must telephone before making a booking, to discuss ingredients used in the kitchen.

7. Property

   7.1 Any student belongings brought to Kenton Hall Estate is at their own risk. We accept no responsibility for any loss or damage. We do not accept liability for personal injury except as imposed by statute.

   7.2 Students are expected to report, and where appropriate pay for, any damage and breakages.

8. Bicycles

   8.1 Bicycles are hired from a third party supplier - Cycle Breaks Ltd. Cycle breaks provides for hire their bicycles and covers all aspects of cycle maintenance and insurance for the duration of the course.

   8.2 Bicycles brought to the course by the student are the sole responsibility of the student. We accept no liability for damage or theft to students bicycles and bicycles are used at the students own risk

   8.3 Bicycles may be used during daylight hours to move around the site. An external bike ride on surrounding roads is part of an evening activity on the course. Bicycles may not be used off the farm except for group activities and students must seek permission before going for bike rides.

9. Photography

   9.1 We take photographs during courses.  These photographs are sometimes used on our website, on social media, or in a printed format.   If you would prefer that the photographs you (or your son or daughter) may be in are not used in this way, please let us know at the time of booking or during the course. 

10. Liability
    10.1 We cannot accept responsibility for any loss, damage or expense arising from industrial action, terrorist activity, adverse weather conditions, acts of government, pandemic or any other event outside the reasonable control of Kenton Hall Estate.

    10.2 We accept no liability for theft, loss or damage, of whatever nature, during or as a result of a stay here.

11. Site Regulations
    11.1 The course is run from a working farm, which has its own hazards that you need to be aware of. Uneven ground, long grass, limited lighting, mud, dust, wildlife and insects may all cause problems at certain times of the year. Farm traffic can be dangerous and students must be careful when moving around the farm, especially cycling.

    11.2 By booking a course you confirm that you/the student understands the hazards of the farm and agree to take all reasonable precautions against personal injury, injury to others and damage to the woodland, facilities and accommodation.

    11.3 We do not allow fireworks or sky lanterns. If conditions are particularly dry then we may prohibit the lighting of campfires due to the risk of fire.

    11.4 Please respect the natural environment around the sites and abide by the Countryside Code – leave gates as you find them, and leave no trace on the land.

    11.5 To respect fellow glampers we ask that there are no high noise levels after 9.00 p.m. with noise to stop by 11p.m.  We do not allow amplified music or drumming. 

12. Customer Complaints and Suggestions
    12.1 If you are not entirely happy with your stay, please speak to Emily, or email us at goglamping@kentonhallestate.co.uk and we will endeavour to deal with any problems. If you are not satisfied with any aspect of your stay it is best to raise the issue before you leave as it can be difficult to resolve after departure.

    12.2 We welcome feedback along with any ideas or suggestions you may have as to how we could improve our course.

Course Rules

• It is understood that in the event of inappropriate behaviour, we reserve the right to send any student home. There will be no obligation to refund any course fees and any additional costs incurred may be passed on to the student/the parent/guardian.

• No smoking is allowed on the premises

• No alcohol shall be brought to the premises.

• Students are not permitted to leave the site unless permission has been granted by management.

• Cycling is not permitted after dark and students must seek permission before embarking on a cycle ride.

• Mobile phones are only permitted in the glamping site and are not to be used during the cookery sessions, during activities or at mealtimes.

• By participating, each student consents to photo images being taken to be used ONLY in advertising the Kenton Hall Estate courses, social media, and website.

• Any breakages or damage must be reported and paid for.

• Cars are parked in the school car park at the owner’s own risk, students who drive their own car to the course are not permitted to use the car for the duration of the course unless permission is granted by the course manager.

Glamping Site Rules

1. No audible music to be heard after 11.30pm. Noise travels in the countryside, keep noise to a minimum during the night-time.

2. Be sure to maintain a good level of cleanliness throughout your stay, this will make it much easier for check-out time!

3. No fireworks or lanterns.

4. Please strip beds on departure.

5. Only natural emissions to be flushed down the toilets, all sanitary items and wipes need to be put in the bins provided.