Last updated: December 2025
These Terms & Conditions apply to all services delivered by Wild Minds Nature Connection CIC (WMNCCIC), including community sessions, educational work, corporate events, consultancy, and care home wellbeing sessions.
By booking with WMNCCIC, you agree to the terms set out below.
1. General Terms (Applicable to All Bookings)
1.1 Contract Formation
A contract exists once WMNCCIC confirms your booking in writing (usually by email).
The person making the booking confirms they have authority to do so and accepts these Terms & Conditions on behalf of all participants.
1.2 Payment Methods
Payment may be made by bank transfer unless otherwise stated.
All prices are in £ sterling.
1.3 Health & Safety
WMNCCIC follows robust risk assessments and delivers activities in line with sector best practice.
Participants must follow the safety instructions of WMNCCIC staff at all times.
WMNCCIC reserves the right to stop an activity or remove a participant if behaviour poses a risk.
1.4 Safeguarding
All WMNCCIC staff hold appropriate DBS checks and follow our safeguarding policy.
Booking organisations (schools, care homes, corporate clients) remain responsible for the behaviour, welfare and supervision of participants unless explicitly agreed otherwise.
1.5 Insurance
WMNCCIC holds full Public Liability Insurance and relevant activity insurance for all services provided.
2. Individuals & Families (Community Sessions)
2.1 Payment
Payment is required at the time of booking to secure your space.
Block bookings are accepted and preferred.
2.2 Refunds & Cancellations
Because these sessions take place on a specific date and time, they are exempt from the 14-day cooling-off period under consumer law.
- If WMNCCIC cancels a session:
✔ you may transfer to another session OR
✔ receive a full refund. - If you are unable to attend for any reason:
✘ no refund or transfer is available.
2.3 Minimum Numbers
Sessions require a minimum of 5 participants.
If this number is not met, WMNCCIC may cancel or rearrange and will offer:
- a refund, or
- a transfer to another date.
3. Corporate Bookings (Away Days, Team Events, B2B)
3.1 Deposits & Payment Schedule
To confirm a corporate booking, a non-refundable deposit is required:
- Bookings > 60 days before the event: 25% deposit
- Bookings 30–60 days before: 80% deposit
- Bookings < 30 days before: 100% payment
All deposits are non-refundable except where WMNCCIC cancels the event.
3.2 Changes by You
We will try to accommodate changes, but cannot guarantee they will always be possible.
Additional participants or programme changes may incur extra fees.
3.3 Cancellation Fees
Cancellations must be made in writing by the lead booker.
- More than 60 days prior: 25% of total cost
- 30–60 days prior: 50%
- 14–30 days prior: 75%
- Less than 14 days prior: 100%
Where participant numbers fall below the agreed minimum, the price may be recalculated.
3.4 Cancellations or Changes by WMNCCIC
If WMNCCIC must cancel or significantly change your booking, you may:
- Accept the changes
- Transfer to an alternative arrangement
- Cancel and receive a refund of monies paid for the affected element
No liability applies for events outside our control (force majeure).
4. Education Bookings (Schools, MATs, Nurseries, Colleges)
This section applies to:
- Off-site educational visits (Moira Furnace, Hicks Lodge, etc.)
- Forest School in School
- SEMH & Behaviour Support
- Outdoor learning programmes
- Consultancy and staff training
4.1 Booking Confirmation & Invoicing
Bookings are confirmed once WMNCCIC issues written confirmation.
Unless agreed otherwise:
- Educational work is invoiced monthly in arrears.
- Consultancy or training may require a deposit.
Payment terms: 30 days from the invoice date.
4.2 Responsibilities of the School / Setting
Supervision & Staff Ratios
The school must provide adequate staff supervision in line with statutory guidance.
At least one member of school staff must remain responsible for behaviour, safeguarding and pastoral care.
Safeguarding & Pupil Information
Schools must share relevant medical, behavioural or additional needs prior to sessions.
Behaviour
If behaviour compromises safety, WMNCCIC may pause or end the session.
No refund will be issued where unsafe behaviour prevents delivery.
Clothing & Equipment
Schools are responsible for ensuring pupils have appropriate outdoor clothing.
We may provide spares but cannot guarantee availability.
4.3 Responsibilities of WMNCCIC
We will:
- Provide qualified, insured, DBS-checked facilitators
- Supply risk assessments and session plans
- Deliver activities safely and professionally
- Carry out dynamic risk assessments during sessions
4.4 Adverse Weather Policy
Outdoor sessions run in most conditions; however, WMNCCIC may cancel or adapt sessions if conditions are unsafe (e.g., high winds, lightning, ice, extreme heat, site closure).
If a session cannot proceed safely, we will offer:
- An adapted indoor/sheltered activity (if space is available), OR
- A rescheduled session, OR
- A refund/credit for the affected session (if no alternative is possible).
4.5 Educational Visit Cancellations (Off-Site)
Cancellations must be made in writing.
- More than 30 days before: No charge
- 14–30 days before: 50% fee
- Less than 14 days before: 100% fee
These charges reflect staffing and venue arrangements.
4.6 In-School Session Cancellations (FS in School, SEMH, Consultancy)
- More than 7 days before: No charge
- 3–7 days before: 50% fee
- Less than 72 hours before: 100% fee
If a school cancels due to internal reasons (short staffing, trips, closures, inspections), the session remains chargeable unless an agreed reschedule is arranged.
4.7 Cancellations by WMNCCIC
If WMNCCIC cancels due to staff illness or site unsafety, we will offer:
- a rescheduled date,
- an alternative activity, or
- a refund/credit for the session.
No liability applies for unavoidable external events.
5. Care Home & Residential Bookings
5.1 Session Scheduling & Invoicing
Session dates are issued at least 2 months in advance in 6-month blocks.
Invoices are issued monthly at the beginning of each month.
Payment terms: 30 days.
5.2 Changes by WMNCCIC
If WMNCCIC must change a session date, the home may choose:
- a revised date, or
- a credit on the next invoice.
5.3 Cancellations by the Care Home
Cancellations must be made in writing.
- More than 30 days before: 10% fee
- 14–30 days before: 25% fee
- 7–14 days before: 50% fee
- Less than 7 days before: 100% fee
6. Adverse Weather (All Bookings)
Outdoor delivery continues in most weather. WMNCCIC may cancel, postpone or adapt delivery where conditions are unsafe (e.g., high winds, storms, lightning, extreme temperatures, flooding, or other hazards).
Where WMNCCIC cancels due to weather, you will be offered:
- a rescheduled session,
- an adapted indoor alternative (if suitable), or
- a refund/credit if no alternative is possible.
7. Force Majeure
WMNCCIC is not liable for cancellations or changes caused by circumstances beyond our reasonable control, including but not limited to extreme weather, illness, venue closure, fire, pandemics, strikes, or government restrictions.
8. Late Payments
For all organisations, WMNCCIC reserves the right to:
- Suspend delivery where invoices remain unpaid
- Charge statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998
9. Amendments to These Terms
These Terms & Conditions may be updated periodically.
The version published on our website at the time of booking will apply.