CS T&Cs_2026

Scouting Ireland, National Office, Larch Hill, Dublin 16, Ireland.

T: 01 4956300 | F: 01 4956301 www.scouts.ie

Terms & Conditions Pre Arrival Information

1. Introduction These Terms and Conditions explain how bookings work at Scouting Ireland National Scout Centre, Castle Saunderson Scout Centre (“the Centre”, “we”, “us”).

When a booking is made, the person or organisation making it (“the Booking Holder”, “you”) is responsible for making sure everyone in their group follows these Terms.

The Centre provides accommodation, camping, training spaces, and outdoor activities in a natural woodland setting. These Terms are in place to help ensure everyone has a safe, fair, and enjoyable experience, and to protect the environment we all share.

2. About these Terms These Terms apply to: • • •

All bookings for camping, accommodation, and activities Everyone staying at or visiting the Centre under a booking Use of all buildings, land, and equipment on site

If anything in these terms is unclear, our team will always be happy to talk it through with you.

3. Making a Booking Bookings are made through the centre’s booking portal and depend on availability.

A booking request is not confirmed until you receive written confirmation from us.

We may decline booking requests where necessary due to capacity, safety, or operational reasons

4. Prices, Deposits and Payment All prices are set by the Centre and are subject to change.

To confirm your booking, the following deposits are required unless otherwise agreed: Booking Type Camping Bookings (including equipment hire) Indoor Accommodation Activities Catering

Deposit Required 25% 50% 100% 100%

Reg. No. 397094, Charity No. CHY3507, Reg. Office - National Office, Larch Hill, Dublin 16.

Scouting Ireland is a company Limited by guarantee exempt from using the word "Limited".

The remaining balance must be paid by the due date advised by the Centre and, in all cases, before your arrival.

If the required deposit or final payment is not received by the specified due date, the Centre reserves the right to cancel or release your booking and make the accommodation, campsite or activity available to other groups.

5. Changes to Your Booking We understand that plans change. If you need to adjust your booking, just let us know as early as possible and we’ll do our best to help.

Changes depend on availability and may affect the overall cost, especially if group size or accommodation changes.

6. Cancelling Your Booking If you need to cancel your booking, please let us know in writing as soon as possible.

Cancellation refunds depend on the type of booking and the notice provided before your arrival date as seen in the tables below.

6.1 Accommodation and Camping Bookings Notice Period Before Arrival More than 90 days 61–90 days 31–60 days 30 days or less

Refund 100% of deposit refunded 50% of deposit refunded 25% of deposit refunded No refund of deposit

6.2 Catering Notice Period Before Arrival More than 30 days 30 days or less

Refund 100% of deposit refunded No refund of deposit

6.2 Activity Bookings Notice Period Before Arrival More than 30 days 30 days or less

Refund 100% of deposit refunded No refund of deposit

Refunds will be processed using the original payment method wherever possible and may take up to 10 working days to be completed.

Reg. No. 397094, Charity No. CHY3507, Reg. Office - National Office, Larch Hill, Dublin 16.

Scouting Ireland is a company Limited by guarantee exempt from using the word "Limited".

7. Cancellation or Alteration by the Centre Sometimes we may need to cancel or change bookings due to: • • • •

Severe weather or safety concerns Fire, flood, or damage to facilities Government restrictions or emergencies Non-payment

If this happens, we will try to offer an alternative date or refund what you have paid for affected services.

We are not responsible for additional costs like travel or equipment hire.

8. Payment Any outstanding balance for your booking should be paid before you leave the Centre, unless alternative arrangements have been agreed in advance.

We accept payment by debit or credit card, cash (Euro), and Electronic Funds Transfer (EFT).

An invoice will be issued for all bookings. Payment is due within the payment terms stated on the invoice.

For some bookings, we may ask for payment on arrival or before access to accommodation, activities, or facilities is provided.

9. Activities To help us provide the best possible experience, we encourage groups to book activities at the same time as booking their stay.

Demand for activities can be high, particularly during weekends and school holidays. While we will always do our best to accommodate requests, we cannot guarantee activity availability if bookings are made less than four weeks before your arrival.

Activity programmes are subject to availability, weather conditions, staffing, and operational requirements. In some circumstances, we may need to change, postpone, or cancel activities for safety or operational reasons. If this happens, we will work with you to offer a suitable alternative wherever possible.

Reg. No. 397094, Charity No. CHY3507, Reg. Office - National Office, Larch Hill, Dublin 16.

Scouting Ireland is a company Limited by guarantee exempt from using the word "Limited".

10. Catering and Dietary requirements Meals are served at set times to ensure an efficient service for all guests. Meal times will be confirmed before your arrival and can only be changed by prior agreement with the Centre.

If you have booked catering, final attendee numbers and any dietary requirements (including allergies and food intolerances) must be provided at least two weeks before your arrival. While we will make every reasonable effort to accommodate dietary needs, we cannot guarantee that food will be completely free from allergens or traces of allergens.

11. Insurance It is the responsibility of the Booking Holder to ensure that their group has appropriate insurance in place for the duration of their visit.

11.1 Scouting Ireland Groups Registered members of Scouting Ireland are covered under Scouting Ireland's insurance arrangements, subject to the terms and conditions of the applicable policy. Scouters should ensure that all activities undertaken are in accordance with Scouting Ireland policies and procedures.

11.2 International Scout Groups Scout groups visiting from outside Ireland must ensure they have appropriate insurance for their visit. This should include, as a minimum: • • •

Public Liability Insurance Personal Accident Insurance Travel Insurance (where applicable)

11.3 Non-Scout Groups Schools, youth organisations, community groups, NGOs, corporate groups, and other organisations that are not affiliated with Scouting Ireland must provide a Letter of Indemnity from their insurance provider before a booking can be confirmed. Bookings will only be confirmed once the required Letter of Indemnity has been received by the Centre.

Reg. No. 397094, Charity No. CHY3507, Reg. Office - National Office, Larch Hill, Dublin 16.

Scouting Ireland is a company Limited by guarantee exempt from using the word "Limited".

Castle Saunderson Rules and Policies All visitors must follow these rules. Failure to comply may result in removal from site.

1. House Rules • • • • • • • • • •

•

Quiet Time is from 23:30–07:00.

Smoking is forbidden outside separately marked areas.

All fire regulations must be followed. Fires must be raised off the ground and digging trenches is not allowed.

Fireworks are forbidden on site.

No pets are allowed on the Castle Saunderson site, with the exception of certified service dogs.

The use of alcohol or illegal substances is not permitted in or around the Centre. Anyone under the influence may be asked to leave immediately.

Castle Saunderson has a single entrance/exit via the Main Gates to the main car park. Please always respect county council land and local property boundaries.

All vehicles must be parked in the main car park and are left at the owner’s risk; management accepts no liability for loss or damage.

No felling of trees or removal of dead wood is permitted. Unused wood must be returned to the woodpile.

Bins are clearly marked and must be used correctly for waste, recycling, and compost. Gas cylinders must be recycled properly and not placed in general waste, and disposable BBQs must be cooled and disposed of responsibly.

We accept no liability for loss or damage to personal possessions.

2. Safeguarding Scouting Ireland is committed to providing a safe, inclusive and welcoming environment for everyone. All National Campsite Services operate in accordance with Scouting Ireland's Safeguarding Policies, procedures and Code of Conduct. Everyone is expected to uphold the highest standards of safeguarding, respect, equality, diversity and inclusion. We are committed to ensuring that all young people and adults can participate safely, are treated with dignity and respect, and are supported to enjoy a positive Scouting experience free from abuse, discrimination, bullying or harassment. Any safeguarding, welfare or behavioural concerns will be taken seriously, responded to appropriately, and reported in line with Scouting Ireland's safeguarding procedures and, where required, statutory and legal obligations.

3. Privacy & GDPR I declare that I have read and understood the terms of the Privacy Policy of Scouting Ireland, and that I shall fulfil my responsibility to obtain and express informed and unambiguous consent from all members of my party, or their legal guardians when applicable, for the processing of their data and personal image.

Reg. No. 397094, Charity No. CHY3507, Reg. Office - National Office, Larch Hill, Dublin 16.

Scouting Ireland is a company Limited by guarantee exempt from using the word "Limited".