Last updated: August 2026
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, refunds or transfers are not normally available unless otherwise stated for the particular session. This does not affect your statutory rights.
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: 75% payment
- Bookings < 30 days before: 100% payment
Payments made to secure a booking will be credited against the total event price. In the event of cancellation, the amount retained by WMNCCIC will be determined in accordance with clause 3.3.
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 & Inclusion 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 termly in advance.
- 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, including First Aid and medical conditions management.
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 are designed to operate in normal seasonal weather, including rain and cold conditions, provided that WMNCCIC considers conditions safe and appropriate for delivery.
WMNCCIC reserves the right to adapt, relocate, postpone or cancel a session where, in our reasonable professional judgement, weather, travel conditions, site conditions or another environmental factor means that the planned session cannot be delivered safely.
This may include, but is not limited to:
- High winds
- Lightning or electrical storms
- Extreme heat or cold
- Snow or ice
- Flooding
- Unsafe travel conditions
- Official weather warnings
- Closure or restriction of the agreed site
- Any other condition identified through our risk assessment or dynamic risk assessment process as presenting an unacceptable level of risk
Where conditions affect the planned delivery, WMNCCIC will, where reasonably practicable, first seek to:
- Adapt the planned activities; or
- Use an alternative suitable indoor or sheltered space where one is available; or
- Offer an alternative session date, subject to staff and programme availability.
Where none of these options is reasonably practicable, the booked session will remain chargeable and no refund or credit will normally be due.
This reflects the facilitator time, preparation, administration and capacity committed to the booking.
Any alternative date offered by WMNCCIC will be subject to availability and does not create an automatic entitlement to a replacement session.
The final decision as to whether WMNCCIC can safely deliver a session rests with WMNCCIC and will be based on relevant risk assessments, dynamic risk assessment, site conditions, travel conditions, official weather information and the needs of the participating group.
If the school or setting chooses to cancel a session because of weather or site conditions where WMNCCIC has confirmed that the session can safely proceed, the cancellation will be treated as a cancellation by the school and the relevant cancellation terms in clauses 4.5 or 4.6 will apply.
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, including short staffing, trips, inspections, school closure or timetable changes, the session remains chargeable in accordance with the cancellation terms above unless an agreed reschedule is arranged.
Where WMNCCIC has confirmed that weather and site conditions allow the session to proceed safely, but the school or setting chooses not to proceed because of the weather, this will be treated as a cancellation by the school and the above cancellation terms will apply.
4.7 Cancellations by WMNCCIC
If WMNCCIC is unable to deliver a session because of circumstances within our reasonable control, such as facilitator illness where suitable replacement staff cannot be provided, we will offer:
- A rescheduled date; or
- An appropriate alternative activity where suitable; or
- A refund or credit for the affected session where neither option is reasonably possible.
This does not apply where delivery is prevented, restricted or made unsafe by circumstances outside WMNCCIC’s reasonable control.
Such circumstances may include, but are not limited to:
- Severe or exceptionally adverse weather
- Flooding, fire or other natural events
- Unsafe travel conditions or significant transport disruption
- Unexpected closure or restricted access to the school, venue or delivery site for reasons outside WMNCCIC’s reasonable control
- Restrictions imposed by a landowner, venue operator or public authority
- Utility failure
- Epidemic, pandemic or public-health restrictions
- Government action or legal restrictions
- Other events beyond WMNCCIC’s reasonable control
Where such circumstances occur, WMNCCIC will make reasonable efforts to adapt or reschedule the service where practicable.
Where an alternative cannot reasonably be provided, WMNCCIC will not be liable for additional costs, losses or expenses incurred by the school or setting as a result of the cancellation or disruption.
Where staff time, preparation and delivery capacity have already been committed to the booking, the booked session may remain chargeable in accordance with clause 4.4.
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 will continue in normal seasonal weather, including rain and cold conditions, where it is safe and appropriate to do so.
WMNCCIC reserves the right to adapt, relocate, postpone or cancel delivery where weather, travel conditions, site conditions or other environmental factors make delivery unsafe or inappropriate.
This may include, but is not limited to, high winds, storms, lightning, extreme temperatures, flooding, snow or ice, unsafe travel conditions, official weather warnings, site closures or other identified hazards.
Where adverse weather affects delivery, WMNCCIC will, where reasonably practicable, seek to:
- adapt the planned activity;
- use a suitable indoor or sheltered alternative where available; or
- offer an alternative date, subject to availability.
For bookings other than education and school-based services, where WMNCCIC determines that a session cannot safely proceed and no reasonable alternative or rescheduled date can be provided, a refund or credit for the affected session will normally be offered.
Education and school-based bookings are subject to the specific Adverse Weather & Unsafe Conditions provisions contained within Section 4.4. Where there is any conflict between this section and Section 4.4, Section 4.4 will take precedence for education and school-based services.
Decisions regarding whether conditions are suitable for safe delivery will be made by WMNCCIC based on relevant risk assessments, dynamic risk assessment, site and travel conditions, official weather information and the needs of participants.
7. Force Majeure
Neither party shall be liable for failure or delay in performing its obligations where this results from circumstances beyond its reasonable control. Such circumstances may include, but are not limited to, severe or exceptional weather, flood, fire, natural disaster, epidemic or pandemic, government restrictions, significant transport disruption, utility failure, civil emergency, closure of a venue or delivery site, or restrictions imposed by a landowner or public authority.
Where a Force Majeure event affects delivery, WMNCCIC will make reasonable efforts to adapt, postpone or reschedule the affected service where practicable.
Neither party shall be liable for consequential losses or additional costs resulting from such circumstances.
Nothing in this section affects any payment obligations arising under the specific cancellation or adverse weather provisions applicable to the relevant booking type.
For education and school-based services affected by adverse weather, unsafe environmental conditions or site conditions, the specific provisions set out in Section 4.4 will apply.
8. Late Payments
For 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.
10. Governing Law
These Terms & Conditions and any contract between WMNCCIC and the customer shall be governed by the laws of England and Wales.
The courts of England and Wales shall have jurisdiction in relation to any dispute arising from the contract, subject to any statutory rights applicable to consumers.
