Terms and Conditions

Community Bookings Terms & Conditions

These terms apply to community bookings with The Ranch Xtreme / The Ranch Dorset CIC, including public events, private bookings, birthday parties, reptile experiences, animal encounters, workshops, clubs, outreach sessions, school/community visits, fairs, charity events and other non-Alternative Provision bookings.

By placing a booking with The Ranch, you are confirming that you have read, understood and agreed to these terms and conditions.

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Booking Confirmation

All bookings are subject to availability and are only confirmed once The Ranch has accepted the booking and any required deposit or payment has been received.

The details of your booking, including date, time, location, activity type, number of participants and cost, will be confirmed in writing by email, message or invoice.

It is the responsibility of the person making the booking to check that all details are correct.

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Deposits and Payment

For some bookings, a non-refundable deposit may be required to secure the date and time. This will be confirmed at the time of booking.

Where a deposit is required, the booking is not secured until the deposit has been received.

The remaining balance must be paid by the date stated on the invoice or booking confirmation. Where no specific date is stated, payment is due before the session, event or activity takes place.

For public sessions, clubs or ticketed events, payment may be required in full at the time of booking.

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Cancellations by the Customer

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

Deposits are non-refundable.

Where a booking is cancelled with less than 14 days’ notice, The Ranch reserves the right to charge the full booking fee. This is because staff, animals, resources, travel time and the booking space will already have been planned and reserved.

For public ticketed events, tickets are non-refundable unless The Ranch cancels the event.

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Rescheduling

A reschedule may be offered at the discretion of one of The Ranch directors, but this is not guaranteed.

Where a reschedule is agreed, this will be subject to availability and may incur additional costs if staffing, travel, venue hire or resources have already been arranged.

Repeated reschedule requests may be treated as a cancellation.

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Cancellations by The Ranch

The Ranch reserves the right to cancel, postpone or amend a booking where necessary due to staff illness, animal welfare, weather conditions, health and safety concerns, safeguarding concerns, venue concerns, transport issues, or circumstances outside of our control.

Where The Ranch cancels a booking, we will aim to offer an alternative date wherever possible.

If an alternative date cannot be agreed, any payment made for the cancelled booking will be refunded, excluding any costs already agreed as non-refundable or already incurred.

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Weather and Outdoor Activities

Some Ranch activities take place outdoors or involve animals, natural environments or off-site community venues.

Please dress appropriately for the weather and activity. This may include suitable footwear, warm clothing, waterproofs, sun protection or clothing that can get muddy.

Where weather conditions make an activity unsafe or unsuitable, The Ranch may adapt the session, move the activity indoors where possible, change the activity, reschedule, or cancel the booking.

Poor weather alone does not automatically mean a refund will be given.

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Animal Welfare

Animal welfare is central to everything we do.

The Ranch reserves the right to adapt, pause or stop any animal handling, animal encounter or activity if staff feel that an animal is tired, stressed, unwell, unsafe, or if the environment is unsuitable.

Participants must follow all instructions given by Ranch staff when around animals.

We cannot guarantee that every animal advertised or discussed will be available on the day, as this will depend on animal welfare, safety, weather, staffing and suitability.

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Health, Safety and Behaviour

All participants must follow staff instructions at all times.

The Ranch reserves the right to refuse participation or stop an activity if a participant’s behaviour presents a risk to themselves, others, staff, animals, property or the wider public.

Children must be supervised by a responsible adult unless the booking has specifically been agreed as a supervised child-only activity.

Parents, carers or responsible adults remain responsible for children in their care during community bookings, public events, parties and outreach sessions.

No running, shouting near animals, rough handling, deliberate frightening of animals, unsafe behaviour or inappropriate conduct will be permitted.

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Allergies, Medical Needs and Additional Needs

It is the responsibility of the person making the booking to inform The Ranch in advance of any allergies, medical needs, disabilities, sensory needs, mobility needs, phobias or additional support needs that may affect participation.

This includes, but is not limited to, animal allergies, insect allergies, food allergies, asthma, epilepsy, anxiety, sensory needs, pregnancy, immune conditions, mobility difficulties or previous injury.

The Ranch will always aim to make reasonable adjustments where possible, but we must be informed in advance so that we can assess suitability and safety.

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Illness and Infection Control

Please do not attend a booking if you or anyone in your group is unwell with symptoms of infectious illness, sickness, diarrhoea, fever, contagious rash or any illness that may place others at risk.

The Ranch reserves the right to refuse participation if someone appears unwell or if attendance may create an infection control risk.

Handwashing or hand sanitising may be required before and after animal contact.

Food and drink must not be consumed during animal handling unless agreed by staff.

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Venue and Off-Site Bookings

For off-site bookings, the person or organisation making the booking is responsible for ensuring the venue is suitable, safe and accessible.

This includes providing enough space, safe parking or unloading access, appropriate shelter, suitable flooring, safe access routes, toilet facilities where needed, and any venue permissions required.

The Ranch may refuse to proceed with an activity if the venue is unsuitable or unsafe on arrival. In these circumstances, the full booking fee may remain payable.

For schools, community groups or organisations, the host is responsible for completing any internal risk assessments, permissions, consent forms and safeguarding arrangements required by their organisation.

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Timings and Late Arrival

Please arrive on time for your booking.

If you arrive late, the session may still need to finish at the original agreed end time. We may not be able to extend the session due to staff, animal welfare, travel or other bookings.

Where The Ranch is attending an off-site booking, delays caused by lack of access, parking issues, incorrect venue information or the group not being ready may reduce the activity time.

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Photography and Media

Photography may be permitted during community bookings, but only where it is safe and appropriate to do so.

Please follow staff guidance around photography, particularly near animals or where other children, young people, families or members of the public may be present.

The Ranch may take photographs for promotional, educational or record-keeping purposes only where appropriate consent has been obtained.

No images of other children, young people, families, staff or participants should be shared publicly without permission.

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Safeguarding

The Ranch is committed to safeguarding children, young people and vulnerable adults.

Any safeguarding concerns, disclosures or incidents observed during a booking may be recorded and shared with appropriate safeguarding professionals in line with our safeguarding responsibilities.

Adults attending community bookings are expected to behave respectfully and appropriately at all times.

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Damage or Loss

The person making the booking may be responsible for any damage caused deliberately, recklessly or through failure to follow staff instructions.

The Ranch is not responsible for loss or damage to personal belongings brought to a session, event or activity.

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Overdue Payments

For overdue monies exceeding 30 days from the date of invoice, The Ranch reserves the right to add additional administration fees.

These fees are calculated at 8% plus the current Bank of England base interest rate.

Any additional fees may continue to accrue until the outstanding balance is settled in full.

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Liability

The Ranch will take reasonable steps to provide safe, well-planned and risk-assessed activities.

Participation in animal, outdoor, educational and community activities carries some inherent risk. By attending, participants agree to follow all safety instructions and take reasonable care for themselves and others.

Nothing in these terms excludes liability where it cannot legally be excluded.

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Agreement to Terms

By making a booking, paying a deposit, purchasing a ticket, attending an event or taking part in a Ranch activity, you confirm that you agree to these Community Bookings Terms and Conditions.

The Ranch reserves the right to update these terms from time to time.