Hilston Park

Terms & Conditions

Please read these terms carefully before making a booking, using the website, or attending any stay, event, activity, or educational visit at Hilston Park.

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 Acceptance of these terms and conditions may immediately be withdrawn where guests breach venue policies, damage property, create safety risks, or fail to follow lawful staff instructions.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, Fees and Payment Schedule

A booking with Hilston Park is only confirmed once written confirmation has been issued and any required deposit or advance payment has been received.

Payment arrangements may vary depending on the type of booking, including school residential visits, youth group stays, corporate team-building events, private events, venue hire and accommodation bookings.

Due to the bespoke nature of our services, payment requirements may include:

Initial deposits to secure booking dates and facilities.
Staged payment schedules for larger group bookings.
Final balance payment deadlines before arrival.
Additional charges for agreed services, activities or requirements.

All payment deadlines and applicable charges will be clearly outlined within your booking confirmation, reservation invoice or formal booking agreement.

The lead booking holder, school, organisation or event organiser is responsible for ensuring all payments are made within the agreed timescales.

If payments are not received by the required deadlines, Hilston Park reserves the right to suspend services, release reserved dates or cancel the booking in accordance with the applicable booking terms.

Fees, Payment Schedule and Cancellations

All bookings for school residentials, youth group stays, corporate team-building events, private events and venue hires at Hilston Park are subject to specific payment timelines, deposit requirements and cancellation schedules.

Due to the bespoke nature of group bookings, outdoor activity planning, accommodation arrangements and exclusive venue allocations, cancellation terms and refund eligibility may vary depending on the type of booking.

Your exact payment milestones, refund eligibility and any applicable deposit forfeiture terms are detailed within your formal booking contract, reservation invoice or written booking confirmation.

If you need to cancel a confirmed booking, request a date change or review the cancellation terms applicable to your reservation, you must submit your request in writing directly to the Hilston Park management team.

Email: booking@hilstonpark.com
Phone: +44 (0) 1600 240033

No cancellation, date transfer or refund request will be considered valid until it has been acknowledged and confirmed in writing by our operations office.

When assessing cancellation requests, Hilston Park will consider:

The type and size of the booking.
The notice period provided before arrival.
Costs already committed for accommodation, staffing, activities and resources.
The ability to resell or reallocate the reserved dates.
The terms agreed within the booking contract.

Any approved refund will be processed using the original payment method where possible.

Hilston Park does not provide refunds for:

Non-arrival without prior written cancellation.
Failure to attend due to personal circumstances.
Travel or transport arrangements outside Hilston Park’s control.
Failure to meet booking requirements.
Services already provided or costs already incurred.

Online Statutory Notice of Cancellation

Where applicable under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, consumers booking eligible services online may have a statutory right to cancel within the applicable cancellation period.

This statutory cancellation right may not apply to certain services, including accommodation bookings, leisure activities, events or venue hire arranged for a specific date or period, where exclusions apply under consumer protection legislation.

If you believe your booking qualifies for a statutory cancellation right, you can submit your cancellation request using the form below.

Cancellation Request Form

1. Full Name of Client(s)
Enter your answer

2. Email Address
Enter your answer

3. Full Postal Address
Enter your answer

4. Booking Reference Number or Group Name
Enter your answer

5. Type of Booking / Service Cancelled
Select one:

Boutique B&B / Private Stay
Corporate Team Building Hire
Private Event / Venue Hire
School Residential / Educational Visit
Other Service

6. Date the Booking Was Confirmed (Invoiced/Accepted)
Enter your answer

7. Reason for Cancellation (Optional)
Enter your answer

(This field is optional and will not affect your ability to submit a statutory cancellation request.)

Legal Declaration

By submitting this digital form, I formally notify Hilston Park of my intention to withdraw from my service agreement where a statutory cancellation right applies. I confirm that I am the primary account holder or authorised group representative.

Third-Party Bookings

Where bookings are made through third-party platforms such as Airbnb or Booking.com, cancellation rights, payment processes and refund arrangements may be governed by the terms and conditions of the platform used at the time of booking.

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.