Terms and Conditions

Terms & Conditions
Booking Confirmation
Camping:
Camping bookings for 500+ people require a deposit of 25% of the total amount.
Deposits/payments are only refundable or transferrable with a minimum of 14 days’ notice.
Accommodation:
A deposit payment of outlined below is required to secure your booking:
Accommodation Deposit Required
Larch Hill House & Conference centre €300
Centenary Lodge €150
Tented Village €100
Adirondack Shelters 50% of unit hire
*Please Note: Due to the demand, we do not accept single night bookings on weekends*
Activities:
• Activities will need to be booked and paid for, 4 weeks in advance.
• Instructors will issue clear and concise information that must be adhered to at all
times during the activity, failure to do this will result in non-participation of activity
and no reimbursement given.
• A Scout Leader/Guider/Guardian must always supervise youth members at the
activity if not taking part.
Please Note: Deposits/payments are only refundable or transferrable with a minimum of 4
weeks’ notice. Refunds cannot be made for any amendments made to the booking on
arrival or during your stay. In order to cancel your booking email larchhill@scouts.ie
Deposit Payments
Payments can be made by electronic bank transfer, Credit/Debit cards via Payment link,
cheques by post or cash on site. The balance must be paid on arrival by electronic bank
transfer, credit card/debit card via Payment Link, cheque, or cash.
*Bank Details on invoice and reference number*
Conditions of Booking
We pride ourselves on being an inclusive and inviting International Scout & Guide Centre for
all our membership to use.
We do not cater for General Public, hens/stags. We have a strict noise curfew on our site
from 11.30 p.m. to 7 a.m. We reserve the right to decline or terminate the booking of any
Group who do not abide by the Terms & Conditions or who’s behaviour interferes or may
interfere with the general comfort of other groups/guests. In this event no refunds will be
made.
Camping Site Allocation
Sites are allocated on a first come, first served basis.
Separate bookings cannot always be allocated beside each other; however, we will
endeavour to try facilitate all requests.
*Staff will show each group to their site*
Accommodation Hire
Guests must supply their own sleeping equipment such as duvets, sleeping bags.
*Duvets are available on request, there is an extra charge*
Smoking is NOT allowed inside the accommodations, on the accommodation decking or
near window/door openings.
You must use your accommodation and its contents with care and leave it in a clean and tidy
condition on departure. We reserve the right to charge you for any extra cleaning, missing
items, or damage. We reserve the right to enter your accommodation at any time for any
reasonable purpose, for example, to make checks, maintenance work or housekeeping.
The maximum number of guests in each accommodation unit (as stated on our website)
must not be exceeded. If it is, we may move those additional persons to a camping pitch and
will charge you or them the appropriate full charge for camp fees, from the date your party
arrived for the breaking of Fire regulations.
No Shows
No Shows for bookings directly impacts availability and resources that could have been used
by other groups and can lead to some missing an opportunity to avail of our facilities.
Deposits/payments made by groups that fail to show for their booking, are nonrefundable and non-transferrable.
Cancellation Policy
1. Cancellations made more than 28 days prior to your arrival will receive a full refund
of payments made against the booking.
2. Cancellations made between 28 days and 14 days prior to arrival date will receive
25% refund of payments made against the booking.
3. Cancellations made less then14 days prior to arrival date will lose the full amount of
deposit requested.
Please Note: This cancellation policy may be altered for larger bookings
Prior to arrival
1. Final numbers must be confirmed with the Campsite Office in Larch Hill, 1 week prior
to your stay, to ensure there is a sufficient capacity your group.
2. Adult only groups -The names of all attendees will be required.
3. Ensure you have the following to bring on site with you (COVID-19 related)
a. Hand Sanitizer
b. Masks
4. All relevant documentation must be completed and available on request. Group
leaders must keep a record of all attendees. ‘Return to Scouting’ document must be
completed
5. All guests including parents, invited guests, suppliers and Scouters must be
registered as a visitor with site staff. The following details of visitors will be required:
name, contact number and reason for visit. If an unexpected guest arrives during
your stay, please notify staff immediately.
Arrival/Departure
All customers/visitors must check-in at reception on arrival
Camping:
Check-in is from 4pm – 11:00pm each day (if you cannot make this check in time, please
email larchhill@scouts.ie to arrange a check in time). On day of departure, check-out is
5pm.
You will receive your pitch allocation upon check in and the staff will show you where your
pitch is. Please check your pitch before departure to ensure all belongs, litter and pegs are
removed.
Accommodation:
Check-in is from 4pm – 11:00pm each day (if you cannot make this check in time, please
email larchhill@scouts.ie to arrange a check in time). On day of departure, check-out is
10am from bedrooms/accommodation wing to allow for cleaning and 5pm from building.
To allow time for staff to prepare the building for the next group, the
accommodation wing needs to be clear of belongs, and the dirty laundry placed in the
laundry trollies by 10am.
Groups are permitted to remain on site and avail of the facilities until departure at 5pm.
Fires/BBQ’s
• All campfires must be supervised by an adult and must be extinguished by 23.30hrs.
• Customers are welcome to bring their own camping fire pit as long as it is up off the
grass, supervised by an adult and extinguished by 23.30hrs.
Final Payments
The final balance of your booking is required to be paid in full prior to departure, unless
payment is being made by “Bank Transfer” which will need to be made within 1 week of
departure. Please Note: All prices are quoted in Euro.
• Cash
Cash payments can be made on arrival and the evening before your departure.
• Cheque
Cheque payments can be made on arrival and the evening before your departure.
Cheques can be made payable to “Larch Hill – Scouting Ireland”.
• Bank Transfer
Bank transfer payments can be made before, during or after your stay.
Multiple booking payments can be made by prior arrangement.
• Payment link (Credit/debit cards)
Credit/debit card payments can be made onsite in the Campsite reception where the
terminal is located.
A payment link can be requested and will be sent within 1 week of departure.
*Day Trips to pay on arrival*
Campsite Controls
• All VEHICLES should be parked the main car park adjacent to campsite reception.
Vehicles are parked at owners’ risk. Vehicles should not be leaving or entering the
campsite after 11:30pm. Vehicles parked outside the main car park will not be
tolerated and will be requested to be moved immediately.
• Strict NOISE CURFEW on site from 11.30pm to 7.00am.
• Campers or visitors are not allowed to bring DOGS onto the campsite, apart from
certified service dogs.
• RADIOS/TELEVISIONS/INSTRUMENTS must be used in such a way as to avoid
disturbing others
• All VISITORS to the centre/campsite must check-in at reception, pay the
appropriate fees and visit during visiting hours (10am to 11.00pm)
• Anyone causing DISTURBANCE will be asked to leave site immediately.
• The use of ALCOHOL/ILLEGAL SUBSTANCES are NOT PERMITTED in or around the
Centre, anybody under the influence will be asked to leave site immediately.
• Scout leaders are advised to refrain from SMOKING in the presence of youth
members.
• DO NOT ENTER or attempt to use any facility that is closed.
• FIREWORKS and Chinese lanterns are strictly prohibited at all times.
• All DISPOSABLE BBQ’S must be cooled and disposed of responsibly.
• GAS CYLINDERS must be properly recycled and not placed in general rubbish.
• WOOD is available from designated woodpiles. No felling of trees or lifting of ‘dead
wood’ is permitted. Unused wood should be returned to the woodpile.
• BINS will be clearly marked (this will be a queuing system). Please adhere to the
waste, compost, and recycling procedure on site.
• BOUNDARIES - There is only one entrance and exit from Larch Hill through the Main
Gates. There is a one-way system in place for ease of access to the main carpark. The
boundaries of Larch Hill are a mix of stone wall and livestock fencing. There are many
farms located around Larch Hill and we need to respect the neighbours. If you are
unsure, please ask a member of staff on site.
Safeguarding
Scouting Ireland's Safeguarding policy (code of good practice) must always be followed. All
Leaders of groups using the Centre are reminded of their responsibilities in relation to
Safeguarding issues and good practice. Leaders must always be mindful of their duty of care
for the young people in their charge, both within and outside the campsite/centre grounds.
Dangerous Items
No shotgun, excessive blades, firearm, air weapon, archery equipment, fireworks (including
sparklers), Chinese lanterns, illegal substances or similar item may be brought to site under
any circumstances by you or anyone in your party.
Care of Your Possessions
It is your responsibility to look after and care for your possessions, valuables (i.e. watches,
jewellery, photographic equipment, credit cards, etc.) and money whilst on staying with us.
You should not leave these items unattended in your accommodation or anywhere else
around the site. To reduce the possibility of upset caused by loss or damage, we suggest you
do not bring valuable possessions unless absolutely necessary.
In case of any loss, please contact reception in the first instance. Return of any lost property
will incur a charge for postage and packing. We do not accept any liability for loss or damage
to your possessions.
Availability and Use of Facilities
We will do our best to ensure that all facilities listed will be available during your stay
However, we cannot guarantee that they will be available as, for example, maintenance
and other work may be necessary from time to time, or some may be located outdoors and
as such, are seasonal and subject to appropriate weather conditions prevailing at the time.
Most facilities are available on a “first come, first serve” basis, however some can be prebooked. It’s your responsibility to make any arrangements necessary and to ensure that any
facilities used, or activities selected are appropriate to you and/or all members of your
group.
Compensation Payable by You
By booking you agree that we have the right either during or after your stay to recover
from you, whether via the credit/charge or debit card used to pay for your booking or
otherwise, the costs of:
• Any property or accommodation damage, and/or
• Any compensation we may pay to others, and/or
• Any other costs, fees, or levies which we may incur, resulting from your action or
inaction and from any breach of this agreement.
Behaviour and Compliance with this Agreement
• You are responsible for the behaviour of all members of your group.
• Behaviour should be in keeping with the site environment and should not be
excessive, noisy, or disruptive, especially at night.
• Offensive or illegal behaviour will not be tolerated and may result in the authorities
being involved. Offensive or aggressive behaviour or language towards our staff is
not acceptable.
• We may ask you and/or any member of your group to leave site immediately if your
conduct results in the necessary authorities being called to attend or is considered
by us to be inappropriate; likely to cause harm; or impair the enjoyment, comfort, or
safety of anyone; or is likely, in our belief, to breach any of this agreement.
No refunds or compensation will be given in these circumstances, and we reserve the
right not to accept any future bookings from you or any member of your party.
General/Liability
All vehicle’s/trailers etc. are parked at owner’s own risk. The management accept no liability
for loss or damage while on site or otherwise.
Anyone found vandalizing or causing damage to any building, equipment, or property of the
site faces immediate eviction and/or prosecution. The person who booked will be
responsible for all charges, for all damage/breakages/loss caused by themselves or their
visitors, to the site or facilities or other customers’ property.
Larch Hill International Scout Centre reserves the right, in its absolute discretion, to refuse
entry on to or remove from its premises or the vicinity any person who:
• Has behaved in a manner or is likely to affect the safety or enjoyment of other
visitors
• Has used threatening, abusive, or insulting words or behaviour or in any way
provokes of behaves in a manner which may provoke a breach of peace
• Is thought to be under the influence of alcohol or other substances
Fire
The fire assembly point for the site is the area to the car park by National Office.
In the event of an emergency dial 999 for the emergency services and notify the Campsite
Staff immediately.
Data Protection
The information supplied on the booking form will be stored on computer for administrative
purposes only. Under no circumstance will this information be provided to a third party
except Cinolla LTD (our booking system provider) who may contact you, inviting you to
complete a questionnaire and review regarding your stay.
Important Information
This agreement and any dispute between us will be governed by and construed in
accordance with Irish Law. You agree to submit to the exclusive jurisdiction of the Courts of
the Republic of Ireland over any matter arising out of our agreement or your visit. We must
both act reasonably in selecting or agreeing any jurisdiction including any forum for dispute
resolution.
Your stay will not give rise to any tenancy agreement between us. Should any part of our
agreement be deemed by law to be void, the remainder of this agreement will, if capable,
continue in full force and effect. The headings in this agreement are included for
convenience only and shall not affect its interpretation or construction.
In all cases, except personal injury or death, our liability to you for the total of all claims
arising out of your stay with us is limited to the cost of your booking less cancellation,
amendment, or separate charges. We will not be responsible for any matters that result
from any unforeseeable events that are beyond our control.