Enquiries

For Youth and Student events only, please contact The Stewards’ Trust at . For all other events and houseparties, your enquiries should be addressed to the relevant administrator, whose contact details you will find on the event listing on our website.

Booking

All our Youth, Student, and Young Adult events, and our Adult Days of Encouragement are booked online, so please visit our website and follow the appropriate links.

A booking form must also be completed for all other events. The booking process varies between different events so please refer to the specific details on our website for the event you wish to attend.

Some events require payment in full on booking. Other events require a deposit and the balance is then payable 4-6 weeks before the event. Please see individual event information on which type of event it is.

For Family and Adult events, enquiries are directly with the volunteer host teams via our enquiry form, or the email address listed on the event page. Once the host team has added you to the event, you will be able to complete your registration via your online account and pay the deposit to secure your place. Your booking is with The Stewards’ Trust and you will receive a confirmation email from when the process is complete.

You will receive further information about your event (what to bring, how to get there etc) nearer the time.

Insurance

While The Stewards’ Trust maintains insurance to cover its own risks and liabilities, no cover is provided for guests or for their property while attending events, unless due to a negligent act on the part of the Stewards’ Trust.

Guests are therefore strongly encouraged to take out their own holiday insurance to cover them for personal accidents, loss or damage to their property or for cancellation costs should they be unable to attend all or part of the event.

Cancellation

Unless otherwise stated at the point of booking, all deposits are non-refundable. Any exemption will only apply to the individual event specified.

If you cancel within six weeks prior to the start of an event or houseparty and your place cannot be filled, you will be liable for the full cost of the event unless you are advised otherwise by your event administrator. You are therefore encouraged to secure your own holiday cancellation insurance.

The Stewards’ Trust reserves the right to…

• refuse any application to an event.
• alter or cancel an event where necessary.
• ask a guest to leave an event if their behaviour is incompatible with the general enjoyment and well-being of others. When this applies to a child, the relevant parent/guardian will be informed. Collection arrangements must be then made as soon as possible and no refund will be given.

Children

Please check the details of your chosen event to ensure it’s the week best geared to you (and your family). Please note that parents remain responsible for the safety and security of the children they bring to each event other than when they are expressly left in the care of the event’s youth team. Guests will understand that, in fairness to others, a child (or anyone else) with an infectious disease will need to isolate immediately and be collected from the event as soon as possible.

Additional needs

Some children and vulnerable adults have needs which require extra support. Our desire is to be as inclusive as possible, within the guidelines of suitable provision and the capabilities of our resources. We therefore need parents/carers to provide full details (i.e. medical condition, special provision, medication etc.) at the time of booking. Please also inform us if a child or vulnerable adult currently has or has recently experienced any behavioural or social problems, which may affect their own safety or the well-being of others at the event.

For youth and student events, please contact The Stewards’ Trust office. For other events and houseparties please contact the relevant event administrator in the first instance.

Pets

We regret that no pets may be taken on any of our events – sorry.

Volunteer helpers

Helpers are required for family and youth and student events. Please apply to the relevant administrator or, for youth and student events, to The Stewards’ Trust office. You can also contact us to volunteer using the ‘Connect’ button on our website. Helpers may be asked to make a contribution towards their living expenses during the event.

Assisted places

Financial assistance may be made available to those who cannot afford the full cost of an event or houseparty. However, this is limited so please consider other funding options (your broader family, your church etc.) before applying to the Stewards’ Trust.

For Youth and Student events, please contact The Stewards’ Trust office for more information. For all other events and houseparties, please contact the relevant event administrator.

In all instances, you will be asked to give details of why assistance is required and what contribution you can make.

The Stewards’ Trust relies on private donations to fund assisted places and prioritises those who are in full-time Christian ministry. If you wish to contribute to The Stewards’ Trust for this purpose, donations are warmly welcomed. The Stewards’ Trust office will be happy to advise you on how best to do this or see the ‘Donate’ page of our website.

Safeguarding & safety

The safety of everyone attending our events is taken very seriously. We have particular concern to protect young people and vulnerable adults. Outdoor pursuit activities are carried out under qualified supervision.

The Stewards’ Trust has a Safeguarding Policy, which complies with national standards. All leaders and team members are subject to this Policy and undergo an enhanced disclosure screening by the Disclosure and Barring Service (DBS) and also have to provide references. Further details in relation to the Safeguarding Policy are available on the Stewards’ Trust website.

Photographs & videos

Guests, including children, may be photographed or filmed while on an event for use by The Stewards’ Trust for publicity purposes. We will never publish names alongside images. If anyone is concerned about how their images (or those of their children) will be used by the Stewards’ Trust, and/or wishes to withdraw this consent, they should contact the office on . The Stewards’ Trust cannot take responsibility for any photographs or film clips of any event that guests might put on social media sites by other guests, but we do request that consent is sought before doing so.

Data protection

Any personal data provided by you shall be processed by the Stewards’ Trust in compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). For full details, please see our Privacy Policy, which is available on our website. The Stewards’ Trust will keep such information secure and will not release it to any third party without your permission. Should you wish to obtain details of the information that we hold about you please contact the Stewards’ Trust office.

We apply the ‘necessary to fulfil a contract’ condition to allow us to process guest personal data. For guests who have previously applied for or attended our events, we will also apply the ‘legitimate interest’ condition to allow us to send information about Stewards’ Trust events and other updates. You can unsubscribe at any time through a link in the email or by contacting the Stewards’ Trust office.

Liability

The Stewards’ Trust wishes to remind you that (except in the case of its negligence or wilful default) neither The Stewards’ Trust, nor its event or houseparty host team nor its event venues accept any liability for any damage of any kind occurring during an event or houseparty (excluding death or personal injury) to the fullest extent permissible under applicable law.