Action Centres UK - Leaders Action Guide

Over the many years that we have been providing lifelong memories for young people we've been asked a lot of questions by parents and group leaders. Within the Action Guide you will find a wealth of information with many of your questions answered.

It is also important to us that you are completely satisfied with your decision to choose Action Centres UK and we know that group leaders and parents can always think of a new question to ask. If there is anything you feel we have not covered here then please do not hesitate to contact us on 01604 499699.

Safety and security has always been the most important aspect of any stay with Action Centres UK. We have an excellent Health & Safety record and set our standards high. As part of our open information policy you are now able to access our Action Guide - Information for Group Leaders.

ACTION GUIDE - Information for Group Leaders No. 10

Action Centres UK & The Northamptonshire Association of Youth Clubs

'ENHANCING EDUCATION THROUGH APPROVED ACTIVITY & ADVENTURE'

Action Centres UK and its governing body the Northamptonshire Association of Youth Clubs (NAYC) have over 45 years experience in providing young people with opportunities to enjoy exciting and stimulating outdoor and indoor activities as a means of helping them to develop their physical, mental and spiritual capacities and in so doing giving them a sense of moral awareness and social responsibility.

The history of NAYC, a registered non-profit making charity, is a remarkable story founded primarily on faith, commitment and a professional approach. This powerful foundation is at the root of the success of NAYC which now has the finest facilities of any youth association in the country.

From the beginning NAYC has taken the heavy responsibility of looking after and working with young people very seriously and has always insisted on using well qualified instructors and trainers, working to the highest safety standards. All procedures followed by Action Centres UK are constantly under review and are in line with the requirements of the Adventure Activities Licensing Regulations 1996 implemented under the Activity Centres (Young Persons Safety) Act 1995, to which the organisation gives its full support.

The true educational value and social benefits which arise from residential experiences are well documented. The Department for Education and the Central Office of Information National Curriculum Physical Education Working Group has stated, "A residential experience for many pupils can provide one of the most memorable and positive experiences of their school lives."

"There is an essential need for adventure in the life of young people. The human need for excitement and challenge can, if unfulfilled, express itself in anti-social behaviour."

"Outdoor and adventurous activities have the potential to satisfy the need for excitement and challenge in a positive way. These can be enjoyed by all age groups and at all levels of skill and fitness. These activities are not available only in remote, wild country environments."

Now, more than ever, responsible national bodies of people concerned with the education and development of our young people are recognising the importance and benefits to be gained by residential experiences away from their immediate locality in a fun, active, but most of all safe environment. NAYC & Action Centres UK, with committed, trained and qualified staff are continuing to have a positive effect on thousands of young people every year.

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CRIMINAL RECORDS BUREAU & POLICE CHECKS

As previously mentioned your safety and security has and always will be the most important aspect of any stay with Action Centres. In line with this ethos we ensure that all:

• UK staff are checked through the National Criminal Records Bureau system.
• Overseas staff are required to provide 2 references and an official police check from their own country.

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CATERING

OUR experienced catering staff provides an excellent standard of food with three good meals a day. Some Centres provide morning, and afternoon tea, coffee or cold drinks breaks and offer an evening drink before bed.

King's Park Conference Centre and Pioneer Centre give table service, whilst at The Ranch groups are required to help with some dining room duties.

Menus are set and designed to appeal to the age group concerned whilst being of maximum nutritional value. Special diets can be provided and packed lunches supplied for full-day off-site activities by prior arrangement.

Alcohol-free bar facilities are available at Pioneer and King's Park Conference Centre. Some of these facilities may need prior arrangement. Others are opened regularly during a group's visit.

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MEDICAL COVER & FACILITIES

ALL Centres have fully equipped first aid points to deal with day to day medical problems which can occur. Each Centre has an excellent relationship with their local medical care centre, hospital or doctor, which provides a 24-hour-a-day cover for emergencies. All Centres have details of the nearest hospitals and casualty departments.

Every activity session at all Centres has an instructor who has a minimum qualification of An Appointed Person First Aid Certificate. Some catering and administration staff at all Centres also hold a current first aid and first aid at work certificate.

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FREE LEADER/TEACHER INSPECTION VISITS

TO give leaders the opportunity to see for themselves the facilities, activities and study opportunities available at each Action Centre, we encourage them to enjoy a free inspection visit to their chosen location. This enables leaders to familiarise themselves with the Centre's staff and facilities; clarify roles and responsibilities, and to plan their activity programme with the Chief Activity Instructor/Centre Director. This ensures that each programme and stay runs smoothly and achieves its objectives. To arrange for a free inspection visit or to find out more about 'Leaders' Complimentary Weekends' please contact the Centre(s) direct.

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INSURANCE STATEMENTS ISSUED BY NAYC & ACTION CENTRES UK

We, the Northamptonshire Association of Youth Clubs and Action Centres UK, are aware of our responsibilities to our guests who use our Centres, and our employees who work to serve our guests and each other, and in this respect we have in place the following insurance cover.

1. Public Liability Insurance: Group Public Liability by NAYC/Action Centres UK to a maximum of £5 million in any one occurrence.
2. Employers' Liability: Both NAYC and Action Centres UK hold Employers Liability Indemnity of £10 million.
3. Vehicles Insurance: All vehicles are insured in accordance with the Road Traffic Act.

Please Note: Should you consider you require insurance cover for travel, possible cancellation charges or personal accident relating to a visit to one of our Centres you should contact your own insurance company. If they are not able to help you please contact the Bookings Administrator of the Centre you have a booking with who will be able to help you with the names of companies who specialise in this type of insurance cover.

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OTHER OPPORTUNITIES

THE following is a list of event types and groups that use Action Centres UK. Please contact our Headquarters office at King's Park Conference and Sports Centre for more details of the facilities offered at our Centres.

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FIELD STUDIES FOR SCHOOLS

ALL three Action Centres are situated in educationally rich areas of the country with many places of geographical, historical, and general interest only a very short distance away. As Action Centres UK offers many adventurous activities on site, using trained, qualified instructors, groups have the choice of concentrating on their chosen subject, taking part in an activity only package, or mixing the two for a more memorable educational experience.

All programmes are designed in consultation with teachers and group leaders to meet their specific objectives. Each programme is unique but most will conform to one of the following approaches or mixtures thereof:-

Adventurous Activities: Environmental Education: Field Studies: Development Training: Specialised residential programmes i.e., history, geography, technology, physical education, biology.

Accompanying teachers will be responsible for the supervision of educational work with their pupils dependant upon the Centre at which you choose to enjoy your course.

Please contact each Centre individually to discuss the unique school's studies options available.

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SPECIAL NEEDS AND GROUPS WITH DISABILITIES

WORK with special needs groups and people with disabilities have always been a priority of NAYC/Action Centres UK, particularly through the facilities offered by the residential Centres.

Not every Centre has the same special needs facilities. It is important, therefore, to contact each Centre for detailed information on what that Centre has to offer those with special needs requirements.

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TRANSPORT INCLUDED

Arranging and providing transport is often a headache for a group organiser and a cost factor which frequently decides whether the group can go away or not.

If you have transport problems, whether it be finding it or the cost of it, please contact the Centre(s) you are interested in to discuss whether a transport Included price can be arranged for your group.

If we provide minibuses, they will be fitted with three point seat belts and if we provide the drivers they will have been assessed and passed a minibus driving test.

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MAKING A BOOKING SIMPLE - STRAIGHTFORWARD

SIMPLE - SRAIGHTFORWARD

1. Telephone or write to your preferred Centre and chat through your precise requirements with one of our Booking Administrators who will be pleased to make a provisional booking for your group on your selected dates. Have in mind a second choice of dates in case we are unable to accommodate your group on your preferred dates. Bookings are held for fourteen days from the date of acceptance by the Centre concerned.
2. Return by post a completed Registration Form together with the required deposits to the Centre concerned. In special circumstances, such as in the case of bookings for large groups or bookings more than twelve months ahead, the terms of payment of the deposit is negotiable with the Management. It is also possible to pay your deposit on-line via our website.
3. On receipt of your registration form and deposit we will send you written confirmation of your booking.
4. An inspection visit by the group leader to the chosen Centre is strongly recommended.
5. At an appropriate time before your stay we will contact you to discuss your requirements and design your programme. Accommodation plans will also be posted to you.
6. Final payment of account should be sent to the Centre booked or paid on-line via the website four weeks before the start of the residential stay.

Don't forget... If you wish we can help promote your residential stay to parents, group members, leaders and teachers by providing a video CD and/or by making a personal visit to give fuller details and to answer questions.

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MAKING IT EASY STEP BY STEP SUPPORT

Our commitment to providing a professional and personal service is often commented upon and very much appreciated by all our guests. Once you have made a provisional booking we will do all we can to help you in the planning and the arrangements for your trip.

We can provide you with a Kit List (the clothes to bring), a Health Form (to obtain necessary medical information about group members) and a Confirmation Form (to confirm membership of the group).

The Confirmation Form also incorporates a Saving Section for you to set up a savings scheme which helps you to collect the right amount of money by the right time and make it easier for parents by spreading payments over an agreed period.

These forms are available from any Centre on request. All you have to do is to photocopy them and distribute them as necessary.

We may also be able to help you with promotional posters or leaflets to help you "sell" the trip.

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DISCUSS AND CONFIRM

Once your registration form and deposit have been received, Centre staff will discuss and confirm your programme with you well in advance of your stay. You will also receive detailed rooming information for your group, allowing the leader to allocate rooms before you arrive ensuring that the stay starts smoothly and efficiently.

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WAYS YOU CAN HELP US?

THE work of Action Centres UK is built, and continues, on the support of volunteers and financial supporters. The policy of Action Centres UK is to cover general expenses and maintenance from revenue and rely upon gift income to cover the costs of improvements and upgrading.

Help is needed with:-

• Volunteer and work experience staff.
• Financial support for improvements, equipment and capital purchases.
• Prayer support.

Please contact us for further details.

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CONTRACTUAL TERMS

UPON the written acceptance of a booking there will be an Agreement between: Action Centres UK Limited of King's Park Road, Moulton Park, Northampton, NN3 6LL ('we' or 'us') and the Leader of the Group, on the following terms:

1. Subject to any changes notified to you before written acceptance of your application is sent, we agree to provide full board accommodation (where applicable) at a location described in the Brochure.
2. Subject to any changes notified to you before written acceptance of your application is sent, we agree to provide the activities described in the Brochure in relation to the booking, although there is no guarantee that every person will be able to participate in all activities described therein.
3. Payment of a deposit of £20 per person has been received by us, together with a completed Booking Form. (Final payment of account is due four weeks before the start of the residential stay.)
4. Cancellation of your booking by notifying us in writing at any time before the balance of the price becomes payable. In the event of such a cancellation, the initial deposit will be forfeited. If cancellation of your entire booking or a reduction in numbers is made within sixteen (16) weeks of the start of your residential stay you will be charged 50% of the full original fee per place cancelled. Entire bookings cancelled or a reduction of numbers made within eight (8) weeks of the start of your stay will charged at 75% of the full original fee per place cancelled and if the entire booking is cancelled or a reduction in numbers is made within six (6) weeks of the stay the FULL FEE WILL BECOME PAYABLE. NB: For bookings that have exclusive use of a Centre the number of weeks indicated above will each be increased by a period of 10 weeks. Cancellation is only effective on the date received in writing.
5. We may cancel or amend your booking if unusual or unforeseen circumstances arise which are beyond our control.
   In the event of cancellation, we agree to return to you the deposit and any other part of the booking charge already paid.
6. We undertake that our staff will exercise reasonable care in looking after you during your stay.
7. During your stay the members of your group agree to co-operate with the leaders and other persons having authority at the Centre. In the event of anyone causing injury to any other persons, damage to any property, or being wilfully disobedient at any time during the stay, the Leaders (or any person having authority under them) may exercise such reasonable discipline as is considered by them to be appropriate. In the event of this Agreement being terminated pursuant to this Condition, the person concerned will be required to leave the Centre, arrangements and cost of travel of which will be at their own expense.
8. Smoking is not permitted in any building and is only allowed in the allocated area. The consumption of alcohol is not allowed on any site. The Centre will terminate the stay of any individual / group whose actions whilst under the influence of alcohol or drugs are having a negative impact on other guests or staff.
9. In the event of a member of the group suffering loss or damage for which compensation is payable by reason of the non-performance or the improper performance of this Agreement, the amount of such compensation shall be limited to the residential charge.
10. The Terms and Conditions as laid out on the booking form will also form part of the Agreement.

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ACTIVITIES, PROCEDURES, SAFETY & QUALIFICATIONS

All activities staff must go through rigorous in-house training, assessment and examination by the Activities Manager and as necessary, an external advisor, and the staff are assessed on a regular basis during their employment. All instructors involved in leading activities must have achieved the levels of qualification, or above, required by the governing body of the sport or activity being undertaken and the in-house training is also in compliance with the sports' governing bodies. Procedures which all the activity staff must follow are in line with the requirements of the Adventure Activities Licensing Regulations 1996 implemented under the Activity Centres (Young Persons Safety) Act 1995.

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DISCLOSURE OF RISKS WHILST PARTICIPATING IN ACTIVITIES WITH ACTION CENTRES

One of the main aims of Action Centres UK and the programmes we offer is to introduce and engender activities which can have a lasting benefit for young people with regards to their personal development as active members of society.

Involvement in sports and adventure activities can provide a healthy and comparatively safe outlet for excitement and challenge which every young person needs to express. There will however always be some risk involved in the activities we offer. This residual risk is inherent in the activity and cannot be eliminated without destroying the activity, or the reason for doing it. The risk is generally confined to a similar level to that which a child involved in normal active play may experience, or an adult involved in normal active recreation.

The level of risk is low. We wholeheartedly believe it is a tolerable risk when compared to the benefits. However, you must decide if you also consider it tolerable.

Civil and criminal law requires that we take all reasonable care of you.

We believe we do more than the law requires, but certain inherent risks may still remain. Our aim is to reduce risks to the lowest tolerable level consistent with the nature and ethos of the activity or sport.

We believe it is important to make clear that this statement is not a 'disclaimer'. This does NOT absolve Action Centres UK Ltd., of any of their responsibilities, nor does it prejudice any of your rights. Its aim is merely to inform participants/ parents so that they can make a more informed choice about participation.