Terms & Conditions

General Disclaimer

Any booking, payment, enquiry, or use of the website confirms acceptance of these terms and conditions. These terms apply when you access the website, contact Hilston Park, make a reservation, attend a visit, or use any accommodation, facilities, or services provided by the venue. The use of “Hilston Park”, “residential activity centre”, “we”, “our”, or “us” refers to the owners, operators, and management of Hilston Park.

Guests, organisers, schools, and group leaders must follow all venue rules, safety instructions, safeguarding requirements, and operational policies during their visit. For educational and youth bookings, supervising adults, schools, organisations, and group leaders remain responsible for participant supervision, conduct, welfare, and required disclosures. To file a legal complaint, booking dispute, or refund request, visitors must contact Hilston Park directly using the official contact details provided on the website. Acceptance of these terms and conditions may immediately be withdrawn where guests breach venue policies, damage property, create safety risks, or fail to follow lawful staff instructions.

Booking Eligibility

Hilston Park accepts bookings for schools, corporate events, organisations, and private groups. The lead booking holder must be at least 18 years of age at the time of booking. By completing a booking, the lead guest confirms that the information provided is accurate and that they have the authority to make the reservation.

Under-18 guests must remain under appropriate adult supervision throughout their visit. Schools, colleges, youth organisations, and group leaders remain responsible for maintaining suitable supervision ratios, behaviour management, welfare monitoring, and emergency contact procedures during their stay. Hilston Park reserves the right to refuse, suspend, or cancel bookings where false information has been provided or where safeguarding, safety, or operational concerns arise.

Booking Confirmation and Payment

A booking is only confirmed once Hilston Park has issued written confirmation and received any required deposit or advance payment. Payment arrangements may vary depending on the type of booking, including school residentials, retreats, weddings, or group stays. Where applicable, we may require staged payments or advance balances to secure accommodation and resources for your booking.

All payments must be made by the agreed timeline. If payments are not received on time, Hilston Park may cancel the booking and release the dates. Any outstanding balances must be cleared before arrival unless agreed otherwise in writing.

Cancellations, Changes and Refunds

If you cancel more than 30 days before arrival, no cancellation charge applies. If you cancel within 30 days of arrival, the first night of the booking is charged and is non-refundable.

For group bookings, school residentials, retreats, weddings, and exclusive hire, cancellation terms may vary based on booking size and operational requirements. These will be confirmed at the time of booking. Refunds are issued only to the original payment method used at the time of booking.

We do not offer refunds for: non-arrival; change of personal circumstances; incomplete travel or transport arrangements; or failure to meet booking requirements.

For bookings made via Booking.com or Airbnb: cancellation rules are defined by the rate plan selected at the time of booking; refunds are processed by the platform, not Hilston Park; platform cancellation charges apply according to the booking terms shown at confirmation. Hilston Park cannot change or override platform cancellation rules.

Third-Party Bookings

Some bookings may be made through third-party platforms such as Airbnb or Booking.com. Where this applies, the booking remains subject to the terms and policies of the platform used to make the reservation. Hilston Park is not responsible for: payment processing issues on third-party platforms; refund delays caused by external providers; account restrictions or disputes on booking platforms; or changes made through third-party systems. Where guests attend Hilston Park, our venue rules, safety policies, and safeguarding requirements still apply regardless of how the booking was made.

Venue Rules and Conduct

Hilston Park operates as a residential activity and outdoor learning centre. To maintain a safe and suitable environment for all guests, the following rules apply. Hilston Park may operate as alcohol-free for certain bookings or vegetarian/vegan-only for selected stays or programmes. These specific requirements must always be communicated during the booking process.

The following are not permitted unless expressly authorised by Hilston Park management:

• Illegal substances (drugs, controlled substances)
• Dangerous materials (including knives, weapons, flammable or hazardous items)
• Disruptive behaviour or excessive noise
• Unauthorised commercial activity (promotional filming or marketing activity without written consent)
• Misuse of facilities or grounds

Hilston Park reserves the right to remove individuals or groups whose behaviour places staff, guests, participants, animals, or property at risk.

Educational Visits and Safeguarding Responsibilities

Hilston Park regularly hosts schools, colleges, youth groups, and organised educational visits involving children and young people. Schools, organisations, parents, guardians, and supervising adults remain responsible for: participant supervision; behaviour management; medical disclosures; emergency contact procedures; and safeguarding cooperation during the visit.

Any safeguarding concerns raised during a visit may be escalated in line with Hilston Park's safeguarding procedures and legal responsibilities. Educational bookings remain subject to the separate Safeguarding Policy published on our website.

Outdoor Activities and Risk

Hilston Park provides outdoor learning and activity-based experiences. These activities may involve uneven terrain, physical movement, weather exposure, and other natural conditions that carry inherent risk. By participating, guests acknowledge that outdoor activities involve managed risks, staff instructions must be followed at all times, appropriate clothing and footwear are required, and medical conditions should be disclosed where relevant to participation.

We reserve the right to alter or cancel activities where safety conditions require it.

Property and Damage Responsibility

Guests and booking holders are responsible for any damage caused during their stay resulting from negligence, misuse, or failure to follow guidance. Charges may apply for: damaged accommodation or furnishings; broken equipment or facilities; excessive cleaning requirements; loss of keys or access items; or damage to outdoor or activity areas. Any costs incurred will be charged to the lead booker or organisation responsible for the booking.

Website Use and Availability

We aim to ensure that our website and booking systems remain accurate and available at all times. However, we do not guarantee uninterrupted access. Temporary interruptions may occur due to maintenance work, technical faults, system updates, or external service failures. We are not responsible for delays or disruptions caused by systems outside our control.

Limitation of Liability

Nothing in these terms excludes liability where it would be unlawful to do so under the laws of England and Wales. Hilston Park's liability is limited to the total amount paid for the booking in question. We are not responsible for indirect or financial losses, travel disruption, or loss of personal belongings unless caused by proven negligence.

Force majeure events may include: severe weather; flooding; fire; utility failures; government restrictions; transport disruption; or other events beyond reasonable control. In such cases, we may need to modify, delay, or cancel bookings where safety or operational continuity is affected.

Intellectual Property and Website Content

All website content published by Hilston Park remains the property of Hilston Park unless otherwise stated. This includes logos, photography, written content, branding materials, design elements, downloadable media, and promotional materials. Content may not be copied, reproduced, republished, or distributed without prior written permission from Hilston Park. Unauthorised commercial use of website content or venue imagery is prohibited.

Data Protection and Privacy

Hilston Park processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable UK privacy legislation. Information collected through bookings, enquiry forms, and website interactions may be used for booking administration, operational communication, safeguarding requirements, customer support, and legal and regulatory obligations.

Further information regarding data collection, lawful basis for processing, cookies, marketing communications, and user rights is available within the Privacy Policy page published on this website.

Governing Law

These terms are governed by the laws of England and Wales. Any disputes arising in connection with these terms, bookings, or use of Hilston Park shall be subject to the exclusive jurisdiction of the courts of England and Wales.