Events Waiver

Events, Activities & Participant Waiver

Willowbank Education, Bee Free on the Farm & Partner Events

Important Information

This waiver applies to events, activities and sessions organised, delivered, hosted or advertised by Willowbank Education, Bee Free on the Farm and their associated provisions, including activities delivered on behalf of or in collaboration with partner organisations such as Knowler Farm CIC and Nethergong Camping.

Activities may take place at any of our sites, at partner venues or at other locations specified in the event booking information. The organisation responsible for delivering each event will be identified where appropriate in the event description or booking confirmation.

Please read this information carefully before booking. By making a booking, you confirm that you have read and understood the terms below and agree to share all relevant information with every participant in your booking.

Outdoor Activities & Inherent Risks

Our events may include, but are not limited to, bushcraft, forest school activities, fishing, archery, farm experiences, animal encounters, nature-based learning, outdoor play, camping activities, seasonal events and other practical or recreational sessions.

These activities may involve physical movement, tools, equipment, fire, water, animals, natural materials and exposure to changing weather conditions. Our sites and partner venues may include woodland, fields, farmyards, uneven or slippery ground, tree roots, branches, stumps, mud, open water and other natural hazards.

Each activity is subject to appropriate risk assessments, and our staff take reasonable precautions to manage risks and provide a safe, supportive environment. However, outdoor activities involve inherent risks that cannot be entirely eliminated, including trips, falls, minor cuts, burns, collisions and other accidental injuries.

Participants must follow all safety instructions and take reasonable care for their own safety and the safety of others.

Booking Responsibility & Participant Information

The person making the booking is responsible for ensuring that all participants in their booking, including children and any accompanying adults, are aware of the relevant event information and requirements.

It is the responsibility of the person booking to notify us in advance of any information that may affect a participant’s safety, wellbeing or ability to take part. This includes:

Medical conditions, allergies or dietary requirements.
Disabilities, additional needs or accessibility requirements.
Any relevant medication or emergency arrangements.
Any concerns relating to participation in a particular activity.
Any requirement to opt out of food, drink or specific elements of a session.

Please provide this information when booking or email events@willowbankeducation.co.uk before the event. If any information changes after booking, you must notify us as soon as possible.

We will use the information provided to make reasonable arrangements where possible. If we are not informed of relevant requirements in advance, we may be unable to make suitable adjustments or safely accommodate participation in certain activities.

Food, Drink & Dietary Requirements

Some of our events, particularly bushcraft and outdoor learning sessions, may include food and drink as part of the experience. This can include, for example, marshmallows toasted over a fire, hot chocolate, snacks or other refreshments.

The person making the booking is responsible for notifying us of any allergies, intolerances, dietary requirements or food-related concerns for every participant included in their booking.

Please provide this information at the time of booking or email events@willowbankeducation.co.uk in advance of the session. If you or anyone in your booking does not wish to consume food or drink during the activity, please email us to opt out of the consumption element.

We cannot guarantee that all food or drink will be free from allergens or cross-contamination. Where a participant has a severe allergy or specific dietary requirement, please contact us before attending so that we can discuss the arrangements. Participants must not consume any food or drink where they are unsure whether it is suitable for them.

Food and drink activities are optional, and choosing not to consume refreshments will not prevent a participant from enjoying the other elements of the session where it is safe and practical to do so.

Children & Supervision

Unless an event is specifically advertised as a drop-off session or alternative provision where responsibility is formally transferred to our staff, children must remain under the supervision of their parent, carer or responsible adult throughout the event.

The adult responsible for a child must ensure that the child follows staff instructions and behaves in a way that does not place themselves or others at risk. Our staff reserve the right to stop or restrict participation where behaviour creates a safety concern.

General Safety Rules

All participants must:

Follow all reasonable instructions and directions given by staff.
Behave respectfully towards staff, other participants, animals and the environment.
Avoid aggressive, abusive or unsafe behaviour.
Use tools, equipment and activity materials only when instructed and authorised by staff.
Not light, interfere with or leave fires unattended without express permission.
Follow all fire safety and water safety instructions.
Not enter restricted areas, animal enclosures or bodies of water without permission.
Not cut or damage living trees, plants or other natural features without authorisation.
Wear suitable clothing and footwear for the activity and weather conditions.
Wear closed-toe footwear for activities such as bushcraft and archery, and tie back long hair where required.
Inform staff immediately of any injury, accident, illness or safety concern.
Follow any additional activity-specific rules communicated before or during the session.

Participants who do not follow safety instructions may be asked to stop participating or leave the activity where necessary to protect their own safety or the safety of others.

Clothing & Weather

Our activities generally take place outdoors and may continue in rain, cold, mud or other typical British weather conditions. Please ensure that all participants arrive wearing suitable clothing, layers and appropriate footwear.

The event description will identify any specific equipment or clothing requirements. We reserve the right to restrict participation in an activity if a participant is not appropriately dressed and this creates a safety concern.

Animals, Farms & Natural Environments

Some events may involve contact with animals, farm environments, soil, plants or natural materials. Participants must follow all instructions relating to animal handling, hygiene and restricted areas.

Hands should be washed thoroughly after contact with animals, animal environments or soil, and before eating or drinking. Participants must not feed, touch or enter animal areas unless authorised by staff.

Photography & Media

Photographs or videos may be taken at some events for promotional or record-keeping purposes. Where photography is planned, we will provide relevant information and obtain any permissions required.

If you have concerns about photography or do not wish for yourself or a child in your booking to be photographed, please notify us in advance or speak to a member of staff on arrival. We will make reasonable arrangements to respect your preferences.

Cancellations, Postponements & Refunds

We reserve the right to cancel, postpone or amend an event where necessary due to severe weather, staff illness, safety concerns, insufficient bookings or circumstances beyond our reasonable control.

If we cancel an event, we will offer a full refund or, where appropriate, the option to transfer to an alternative date. Where an event is delivered or booked through a partner organisation, the cancellation and refund arrangements stated in the booking information may apply.

If you are unable to attend or wish to cancel your booking, please contact us as soon as possible. Unless otherwise stated in the event booking terms, refunds are not normally provided for non-attendance or cancellations made by participants. Exceptional circumstances may be considered at our discretion.

Any event-specific cancellation policy will be made clear at the point of booking.

Arrival & Event Information

Please arrive at the time and meeting point stated in your booking confirmation. Allow sufficient time for parking and walking to the activity location, particularly at larger farm, woodland or camping sites.

We may be unable to extend or delay sessions for late arrivals due to other bookings or operational requirements. Specific meeting points, directions and any additional instructions will be provided in the event information.

Liability & Acknowledgement

We take reasonable steps to ensure that activities are planned, risk assessed and delivered safely. Participants acknowledge that outdoor and practical activities involve inherent risks and agree to follow all safety instructions.

Nothing in this waiver excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded or limited. Subject to applicable law, we are not responsible for loss, damage or injury arising from a participant’s failure to follow reasonable instructions, misuse of equipment or failure to disclose relevant information.

By booking and attending an event, you confirm that you understand the nature of the activity, accept the inherent risks involved and agree to the terms of this waiver.

Booking Confirmation

By completing a booking, I confirm that:

I have read and understood the event information and waiver.
I am responsible for providing accurate information for all participants included in my booking.
I have notified Willowbank of any relevant medical conditions, allergies, dietary requirements, additional needs or accessibility requirements.
I understand that food and drink, including marshmallows and hot chocolate, may be included in some sessions and that I must notify Willowbank of dietary requirements or email to opt out of the consumption element.
I will ensure that all participants follow staff instructions and the relevant safety rules.
I understand that activities may be delivered by Willowbank, Bee Free or partner organisations, as identified in the event information.

For medical information, dietary requirements, accessibility needs or food and drink opt-outs, please contact:

admin@willowbankeducation.co.uk

Please ensure all relevant information is provided before the session takes place.