Booking Terms and Conditions
Woodland Roots Ltd
Registered Address: Blount House, Hall Court, Hall Park Way, Telford, Shropshire, TF3 4NQ
Email: hello@woodlandroots.co.uk
Contact: Thomas Wright – 07472 030558
Website: https://www.woodlandroots.co.uk
Company Registration Number: 15501182
ICO Registration: ZB720090
1. Introduction
Woodland Roots Ltd provides outdoor courses, experiences, and recognised training delivered in real outdoor environments. These include bushcraft courses, overnight experiences, holiday programmes, birthday parties, sessions for schools and youth groups, team-building activities, bespoke group sessions, and recognised outdoor training such as Outdoor First Aid.
All sessions are delivered by appropriately qualified, experienced, and insured instructors. Woodland Roots Ltd holds comprehensive Public Liability Insurance and operates with detailed risk assessments and safeguarding procedures.
By booking or participating in any Woodland Roots Ltd course, training, or session, you agree to these Terms and Conditions.
2. Services Provided
Woodland Roots Ltd may provide:
Bushcraft Half-Day and Full-Day courses
Overnight bushcraft experiences (Cook and Camp)
Holiday programmes, including Easter Bushcraft Club and Summer Bushcraft Week
Birthday parties
Sessions for schools, youth groups, and community organisations
Team-building and workplace sessions
Bespoke outdoor courses and experiences
Recognised outdoor training, including Outdoor First Aid
Retail sales of products (subject to separate Store Terms and Conditions)
3. Our Responsibilities
Woodland Roots Ltd is responsible for:
Providing qualified instructors and appropriate supervision
Supplying all specialist tools, equipment, and safety materials required for the session
Delivering sessions in suitable outdoor environments with appropriate risk controls
Providing first aid equipment on site
Managing food preparation where included, in line with Level 2 Food Hygiene standards
Adapting sessions to suit the age, ability, and needs of participants where reasonably practicable
For sessions involving food, dietary requirements and allergies must be declared in advance. While every effort will be made to accommodate these, outdoor environments cannot be guaranteed to be allergen-free.
For overnight or multi-day sessions, Woodland Roots Ltd will provide appropriate supervision, secure camping arrangements, and safe food handling practices.
4. Participant Responsibilities
Participants (or parents, guardians, or booking organisers) must:
Provide accurate medical, consent, and emergency contact information
Wear appropriate outdoor clothing and footwear
Bring any personal items listed in the booking confirmation
Inform instructors of any medical conditions, medication, or additional needs
Follow all safety instructions and guidance given by instructors
All required forms must be completed and submitted at least 4 weeks before the session date, unless otherwise agreed in writing.
Personal belongings remain the responsibility of the participant. Woodland Roots Ltd is not responsible for loss or damage to personal property.
5. Age Requirements, Supervision & Drop-Off Arrangements
All bookings must be made by someone aged 18 or over
Under-18s must be booked by a parent, legal guardian, school, or authorised organiser
Age limits vary by course and are stated on individual course pages
Holiday Programmes (Easter Bushcraft Club and Summer Bushcraft Week)
These are supervised drop-off sessions
Parents or guardians do not need to stay once children are signed in
Children must be collected by an authorised adult at the stated finish time
Woodland Roots Ltd must be informed in advance if someone other than the booking parent/guardian will be collecting the child
Birthday Parties
A responsible adult must be present for the duration of the session
Other Sessions Involving Under-18s
Attendance and supervision requirements will be clearly stated on the course or booking page
Overnight or multi-day sessions involving under-18s require completed parental consent forms
Woodland Roots Ltd is responsible for supervision only during the advertised session times.
6. Health, Safety & Behaviour
All participants agree to:
Follow instructions provided by Woodland Roots Ltd instructors
Use tools and equipment safely and responsibly
Remain with the group at all times
Respect the natural environment and follow low-impact principles
Avoid disruptive, unsafe, or inappropriate behaviour
Failure to follow instructions or adhere to safety guidance may result in removal from the session without refund.
7. Payments & Bookings
Courses and Training
Full payment is required at the time of booking
Any optional add-ons must also be paid in full at the time of booking
Birthday Parties
A £50 non-refundable deposit is required to secure the date
Final participant numbers must be confirmed at least 1 week before the party date
The remaining balance is due 1 week before the party date, based on the confirmed numbers
Failure to pay the balance by the due date may result in cancellation, with the deposit retained
Team-Building & Bespoke Sessions
If booked more than 8 weeks in advance:
Pay in full, or
Pay a 25% deposit, with the balance due 4 weeks before the session
If booked less than 8 weeks in advance:
Full payment is required
8. Cancellations & Refunds
If Woodland Roots Ltd Cancels
You will be offered one of the following:
An alternative date
A credit note
A full refund
If You Cancel
More than 8 weeks before the session: full refund
Between 8 and 4 weeks before the session:
Deposit retained if only a deposit was paid
75% refund if paid in full
Less than 4 weeks before the session: no refund
Any add-ons purchased at the time of booking will be fully refunded if the main booking is cancelled.
All cancellations must be made in writing.
9. Rescheduling
More than 8 weeks before the session: reschedule free of charge
Between 8 and 4 weeks before the session: a 25% administration fee applies
Less than 4 weeks before the session: rescheduling is not permitted
All rescheduling requests must be made in writing.
10. Weather & Environmental Conditions
Sessions run in most weather conditions. If conditions are deemed unsafe (for example, severe weather warnings), Woodland Roots Ltd will contact the booking lead by 4pm the day before and offer an alternative date, credit, or refund.
11. Gift Vouchers
Gift vouchers are valid for 12 months from the date of purchase unless stated otherwise
Vouchers are non-refundable and cannot be exchanged for cash
Vouchers must be redeemed online using the voucher code provided
Vouchers are transferable prior to redemption
All redemptions are subject to course availability
Voucher bookings are subject to the same cancellation and rescheduling terms as standard bookings.
12. Late Payments
If a payment is late, the booked date may no longer be available. If payment remains outstanding for more than 2 weeks, Woodland Roots Ltd reserves the right to cancel the booking and apply a 25% cancellation charge.
13. Liability
Outdoor activities involve inherent risks, including (but not limited to) the use of tools, uneven terrain, exposure to weather, and physical exertion.
By participating, you acknowledge and accept these risks and agree to:
Take responsibility for your own actions and conduct
Follow all safety instructions
Disclose relevant medical information in advance
Woodland Roots Ltd is not liable for injuries, loss, or damage arising from activities undertaken independently after the session.
Nothing in these Terms and Conditions excludes liability where it cannot be excluded under UK law.
14. Data Protection
Please refer to the Privacy Policy for details of how personal data is collected, stored, and used.
15. Complaints
If you have a concern or complaint, please request our Dispute and Complaints Policy.
16. Amendments
Woodland Roots Ltd reserves the right to amend these Terms and Conditions. The most recent version will always be available on our website or on request.
Last updated: 23rd January 2026
Next review date: January 2027
Version: 1.4