Event terms and conditions



For youth and student events only, please contact the Stewards’ Trust at office@stewardstrust.org.uk. For all other events and houseparties, your enquiries should be addressed to the relevant administrator, whose contact details you will find in our brochure and the event listing on our website.


Do check your chosen event to ensure a week best geared to 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 needs to isolate immediately and be taken away 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 resources. We therefore need parents/carers to provide full details (i.e. disability, medical condition, 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. 


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


All our youth and student events are booked online, so please visit our website and follow the appropriate links.

A booking form must also be completed for all other events and this is usually through our website.

The booking process does vary between different events so please refer to the specific page on our website for the event you wish to attend.

A deposit will be required to secure your place on an event. All balances must be paid 12 weeks prior to the event's start date.

Please note that your booking is made directly with the named host team and not with the Stewards’ Trust.

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


While the Stewards’ Trust maintains insurance to cover any negligence by its staff and volunteers, no cover is provided for the liability of guests attending our events and houseparties, or for loss of guests' property unless due to a negligent act on the part of the Steward’s Trust.

There is no cover in place for personal accident to guests, nor for any cancellation costs you might incur personally. Should you need any cover for these or other eventualities, then you are advised to seek professional assistance and make your own arrangements accordingly.


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 may therefore wish to consider holiday cancellation insurance.

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. Helpers are asked to make a contribution towards their living expenses on the event.

Assisted places

Financial assistance may be available for those who cannot afford the full cost of an event or houseparty. However, this is limited so please consider other 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 apply as soon as possible to the relevant administrator.

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

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

Safeguarding & safety

The safety of everyone attending our events is taken very seriously. We have particular concern for young people and vulnerable adults.

The Stewards’ Trust has a Safeguarding Policy, which complies with national standards, and all leaders and team members are subject to this. They are subject to an enhanced disclosure issued by the Disclosure and Barring Service (DBS) and references also have to be provided. Further details in relation to the safeguarding policy can be obtained from the Stewards’ Trust website.

Outdoor pursuit activities are carried out under qualified supervision.

Photographs & videos

Guests, including children may be photographed or filmed on an event. Photos and films will only be used by the Stewards’ Trust. If anyone does not wish to be photographed or filmed, they should inform the photographer, who will respect their wishes. We cannot take responsibility for any photographs or film clips that are put on social media sites by other guests on an event. The Stewards’ Trust may use photographs or film clips to promote its events on such sites. Please contact us if this is of concern to you.

Data protection

Any personal data provided by you shall be processed by the Stewards’ Trust in compliance with the Data Provision Act 1998 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 the personal data of guests. 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 in the future. Guests can unsubscribe at any time through a link in the email or by contacting the Stewards' Trust office.

The Stewards’ Trust reserves the right to...

  • refuse any application.
  • 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 and no refund will be given.


The Stewards' Trust wishes to remind you that (except in the case of their negligence or wilful default) neither the Stewards' Trust, the event/houseparty host team nor the venue accept any liability for any death, injury to persons, illness or property damage of any kind occurring during an event or houseparty.