Version: 04 February 2026
Whenua Iti Outdoors (WIO) offers a range of programmes that can be accessed by individuals or by organisations. Programmes are accessed through a Group Booking or an Open Enrolment process.
WIO Programme Term and Conditions are designed to cover all programmes for both school-aged and adult participants. Where a process or policy varies between a programme type or participant age, the difference is noted within the policy section.
For site hire only (no programme) please refer to – Site Hire Terms and Conditions.
Table of Contents
- Programme Information
- Safety Information
- Participant Information
- Behaviour Policy
- Supervision Policy
- Gear Information
- Payment, Refund and Cancellation Policies
- WIO Disclaimers & Statements
- Site Hire Terms and Conditions
KEY TERMS:
| Group booking: | Programme bookings that are made on behalf of a client for a group of participants. |
| Open Enrolment: | Set WIO programmes with individual enrolments e.g. WIO Holiday Programmes. |
| School-age: | 18 years old and under. |
| Adult: | Typically, 19 years old and above. Exceptions may include 18-year-olds who have left school. |
| Adventure Activities: | Refers to activities defined as per the Adventure Activities Regulations 2016 |
ExpedNZ is the international arm of WIO, for the purposes of this policy the parent organisation Whenua Iti Outdoors (WIO) will be referred to. To learn more about the relationship between WIO and ExpedNZ here: expednz.com
PROGRAMME INFORMATION
Location of programme information:
- Group Booking: Programme information is tailored, and a Booking Confirmation document is generated that includes key programme service information.
- Open Enrolment: Programme information is typically located on the WIO website, and in some cases shared via a course outline (or flyer).
Programme information and enrolment links can be supplied direct from a WIO Programme Coordinator.
Changes to adventure activities:
The planned order, timing, location and choice of activities within a programme can change due to weather and other unforeseen safety or logistical factors. WIO is committed to providing the best programme possible with the safety of participants always a priority.
Should a significant change to the planned adventure activities be required, this will be communicated in the following manner:
- Group Booking: Programme changes will be shared to the nominated key contact.
- Open Enrolment: Programme changes will be shared to the nominated participant guardian (for school-aged participants), or directly to adult participants.
SAFETY INFORMATION
WIO is fully committed to achieving the highest possible standards of safety and to the continued development of safety management systems and procedures. WIO manages all programmes in accordance with the Adventure Activities Regulations 2016 and accepted outdoor sector best practice.
WIO recognises that adventure activities carry inherent risks that cannot be completely eliminated, including the possibility of serious injury or fatality. The safety of our participants is a core responsibility, WIO will take all reasonably practicable steps to manage risks to an acceptable level.
WIO is registered with WorkSafe NZ as an Adventure Activity Operator (AAO No. 177) and is subject to regular external audits as part of the Outdoors Mark audit certification. The register of adventure activity operators can be found on WorkSafe NZ’s website www.worksafe.govt.nz
All WIO tutors and support staff are highly trained and skilled within their area of expertise. Only qualified and/or appropriately competent staff, based on industry best practice standards, are involved in the delivery of our programmes.
At times WIO staff will make decisions on behalf of the group about the acceptability of certain risks. Participants are required to follow the instructions of staff. If they do not, WIO may not be held responsible for any outcome. Failure to follow safety instructions may result in removal from the programme
WIO works at a range of sites and locations locally, regionally and nationally, at times participants will need to be transported from location to location. WIO manages a fleet of vehicles, and all drivers are certified to carry passengers.
WIO safety management systems and procedures are outlined in the WIO Safety Management Plan (SMP) and include, but are not limited to:
- A WIO Safety Committee that has oversight and governs all safety and risk management practice.
- A member of the Safety Committee (the on-call Duty Manager) being on call and contactable at all times that a programme is running.
- A staff competency system based on current best practice or industry standards and qualifications from relevant bodies such as the New Zealand Outdoor Instructors Association.
- Risk Analysis and Management System (RAMS) forms for all adventure activities.
For more on WIO safety procedures visit our website Safety First page.
Reference: WIO Risk Declaration and Consent Statement
PARTICIPANT INFORMATION
WIO aims to accommodate the needs of every individual participating on our programmes. The WIO participant information policy is developed from an inclusion perspective, information requested is to enable safety management of all participants. At times WIO programmes operate in remote areas with limited access to medical resources and facilities. WIO requires accurate, complete, and up-to-date medical and behavioural information to ensure safe participation.
Safety Management: Participant information is reviewed and approved by a member of the WIO Safety Committee.
School-aged participants: The WIO enrolment form requires parental and/or guardian consent for participants under the age of 19.
WIO may require additional information or medical clearance where a participant’s health condition could increase risk, this may include but is not limited to the following conditions: cardiac, epilepsy, anaphylaxis, significant mental health needs, mobility limitations, or conditions requiring rescue medication.
WIO reserves the right to decline participation where a safe management plan cannot be agreed or where the residual risk remains unacceptably high.
Undisclosed Participant Information
WIO cannot take responsibility for situations that arise as a result of information not declared.
- Providing inaccurate, incomplete, or outdated information may result in a participant not being accepted on arrival or being removed during the programme without refund. Any associated costs (transport, supervision, staff call-out) may be passed on to the participant or client.
- Should there be any changes to the participant information supplied prior to the programme start date, it is the responsibility of:
- The key client contact (parent/guardian, teacher, organisation representative) for group bookings or any programme with school-aged participants to inform WIO.
- Adult participants to inform WIO directly.
- The client or guardian is responsible for picking up and transporting participants home if an early departure is required.
Medication Management
As part of the enrolment or booking process, participants and/or guardian are asked to declare any personal medications. If participants under the age of 18 require support taking medication this must also be indicated during the enrolment / booking process.
All medication must be clearly labelled with participant name and usage instructions.
For participants aged 19 and over:
- It is the responsibility of the participant to retain and administer personal medication.
For participants aged 13 to 18:
- For overnight programmes with accompanying adults (e.g. School Camp) it is the responsibility of the teacher / accompanying adult to administer medication.
- For overnight programmes with no accompanying adults, it is the responsibility of the WIO tutor to administer medication as per enrolment instructions.
For participants aged 12 and under:
- For overnight programmes with accompanying adults (e.g. School Camp) it is the responsibility of the teacher / accompanying adult to administer medication.
- For overnight programmes with no accompanying adults, it is the responsibility of the WIO tutor to retain and administer medication.
GROUP BOOKING POLICY
For programmes with school-aged participants it is the responsibility of the school to obtain parental consent for the participant to attend an Education Outside of the Classroom (EOTC) programme.
Depending on the programme type and associated risk level, the required level of participant information varies. The WIO Programme Coordinator will supply you with either:
1. An Enrolment Link for participants –
- Adult – to be completed by the individual participant.
- School-aged – to be completed by a legal guardian or by a teacher/approved adult with permission of the legal guardian.
2. A Participant List Template with key fields to complete.
For group bookings full participant information is due no later than 15 days prior to the programme start date.
OPEN ENROLMENT POLICY
For Open Enrolment programmes an enrolment link is accessed via the WIO website programme information page or supplied by aWIO Programme Coordinator. A copy of the completed enrolment form is available on request.
Child Protection Policy
WIO is fully committed to safeguarding the welfare of children in its care.
For programmes with school-aged participants:
- For overnight programmes it is a requirement for supporting adults that are not teachers to have been police checked.
- It is the school’s responsibility as part of their EOTC procedures to ensure appropriate police checks have been completed.
Reference: WIO Child Protection Policy
Media Consent
During the programme WIO staff may take photographs or video. This media may appear in WIO publicity material, and in that of our sponsors or funders. Such media channels include but are not limited to print media, publications, social media, newsletters and websites.
By providing media consent, permission is given to WIO to use photographs or video. Photos and videos are only to be taken and shared in accordance with WIO policy.
Reference: WIO Media Policy and WIO Media Consent statement
Privacy Policy
WIO collects, stores, and uses personal information in accordance with the Privacy Act 2020. Information is collected for safety management, programme delivery, reporting to funders, and meeting legal obligations. Information is stored securely and retained only as long as necessary for operational or legal requirements.
Participants may request access to or correction of their information at any time.
Reference: WIO Privacy Policy, WIO Confidential Information Policy, WIO Privacy Statement
BEHAVIOUR POLICY
WIO aims to provide a safe, healthy, and inclusive environment for all participants. Where a participant fails to comply with WIO behaviour expectations, they may be removed from the programme, in which case travel and any associated costs are the responsibility of the participant, whānau or client.
Behaviour Expectations
- Follow instructions given by tutors or WIO staff at all times.
- Adhere to all risk management procedures for every activity.
- Behave in a safe and reasonable manner, ensuring their actions do not put themselves, other participants, staff, or members of the public at risk.
- Be respectful towards tutors, staff, and fellow participants.
- Be mindful of their words and actions, and the impact these may have on others.
- To engage fully and take opportunities to learn new skills.
- Not distract others from completing activities or tasks.
School-aged participants: School behaviour expectations apply. Participants are expected to uphold the spirit of the school and participate in a positive frame of mind.
Devices
WIO programmes are device free.
School-aged participants: Mobile phones are to be left at home, or participants need to be prepared to hand them over to a WIO tutor on day 1 of their programme.
Adult participants: Adults may bring mobile phones. However, they are expected not to use them during programme activities. Phone use should be limited to essential or emergency situations only. Adults must ensure their phone use does not disrupt group engagement.
Smoking & Vaping
WIO is a smoke-free and vape-free organisation.
Smoking and vaping are generally not permitted on any WIO programme. Under certain circumstances smoking or vaping may be allowed under the following conditions:
- Approval must be given by WIO tutors.
- The participant’s vape devices/cigarettes will be under the possession of the tutor during the duration of their programme.
- The participant will not vape or smoke during activities.
- The participant will dispose of any vape devices/cigarette butts where they have been advised to.
- The participant may bring nicotine patches and gum.
- Smoking/vaping may only occur at designated times and in designated areas identified by Whenua Iti tutors.
- Participants must follow all instructions to ensure the safety and comfort of the wider group.
- Smoking or vaping is not permitted around other people, inside buildings, vehicles, or on shared tracks and public spaces where it may affect others.
Alcohol & Drugs
WIO programmes are alcohol and drug free.
In some circumstances, alcohol may be permitted for adult participants only, this is to be pre-agreed and outside of WIO led adventure activities and only where safety and supervision are not compromised.
SUPERVISION POLICY
WIO takes supervision responsibilities and in addition pastoral care responsibilities for school-aged participants very seriously. WIO programmes have three different levels of supervision:
- WIO Full Supervision
For open enrolment programmes WIO has full care of participants whilst on programme, from arrival to departure. Examples include Holiday programmes and Trades Academy programmes. - Shared Supervision
For group bookings where supporting adults accompany the group, supervision may be shared between WIO and the client. - No Supervision
If no WIO staff are involved in a booking e.g. venue hire, certain events.
Shared Supervision
For programmes with shared supervision, the supervision parameters are clearly outlined within the group Booking Confirmation document. Typically, WIO assumes full responsibility during WIO led sessions and the client assumes full responsibility outside of WIO led sessions including during break times.
Transporting participants and swimming have high risk profiles and supervision responsibilities can vary by programme or situation. To provide clarity as to which party is responsible when, the responsibilities for these two areas are outlined below:
Transport of Participants
- For transport within a programme, WIO is responsible.
- Where WIO provides transport to or from a programme venue, supervision responsibilities sit with WIO. Supervision responsibilities commence from pick-up time and finish once a participant is returned to the designated drop-off point.
- When the client is transporting participants to and from a WIO programme venue, supervision responsibilities sit with the client.
Swimming Responsibilities:
- WIO assumes full responsibility for the safety management of swimming when the activity is delivered as a WIO programme activity and is led by a WIO Tutor.
- The client assumes full responsibility for the safety management of swimming outside of WIO led sessions. This includes: During break times, before or after WIO led sessions and during client-led swimming sessions (pre-agreed as one of the programme rotations).
School Groups:
For overnight programmes with school-aged participants e.g. school camps please refer to Supporting Adult Responsibilities document, provided during the booking process. This document outlines WIO responsibilities and the responsibilities of supporting adults (teachers or parents) whilst on programme.
Adult Groups:
For programmes with adult participants (19+), it is the responsibility of the individual to manage themselves outside of WIO-led sessions. WIO does not take responsibility for adult participants outside of agreed programme times, except in certain circumstances. These circumstances include when a location is deemed remote or hazardous, in which case adult participants must follow the safety instructions given by a WIO tutor. WIO is not responsible for participants who go against the safety instructions given.
Supervision Handover
Once on programme, a supervision handover from one party to another must be communicated clearly and agreed upon by both parties.
GEAR INFORMATION
Day Programmes
For single day programme or a series of days, we recommend participants bring:
- A day pack with: sun hat; sunscreen; comfortable active-wear type clothing; sturdy footwear; a warm outer layer; rain jacket; personal medication; full drink bottle; plenty of energy giving snacks and a healthy lunch.
Caving Activity: If the programme includes caving, we recommend participants bring overalls (or an extra set of clothes) and gumboots (or an extra pair of shoes).
Water-Based Activities: For water-based activities we recommend bringing: A wet-suit (if available) or thermal top and bottoms; a windbreaker; quick drying shorts; a fleece or wool top; a fleece or wool hat; footwear suitable for wearing in the water; towel; and swimming togs.
Overnight Programmes
For overnight programmes, a recommended programme gear list will be provided.
PAYMENT, REFUND AND CANCELLATION POLICIES
WIO is committed to keeping costs as low as possible. To increase accessibility the majority of WIO programmes are heavily subsidised. As a not-for-profit organisation WIO operates on a programme cost recovery basis for school and community programmes.
WIO payment and cancellation policies are designed to recuperate the costs already invested in a programme that cannot be recovered. Payments, refunds and cancellation policies vary between Group Bookings and Open Enrolment progammes. The policy for each programme type are outlined below:
GROUP BOOKING POLICY
Due to strict activity safety ratios, the cost of a group booking hinges on the expected total group size and the type of programme activities. Once set, the total programme cost is fixed.
The programme cost does not decrease if the number of participants drops 30 days prior to or on the programme start date. WIO strongly encourages clients to make allowances for this in your budgeting decisions.
WIO cannot guarantee that a booking place will be held until a completed Booking Confirmation document has been completed.
Programme delivery dates are set on the completion of a Booking Confirmation document. At times due to unforeseen circumstances dates may need to change, alternative dates may be offered subject to WIO programme scheduling. Date changes cause disruption to work schedules and involve extra programme administration costs. You may change your programme dates once at no extra cost. Any additional date changes will incur an administration fee of $250 plus GST per change.
Group booking discounts may be available for multi-year bookings.
Payments
Deposit Invoice
- A deposit is required for programmes to a value of $1000 or more.
- 50% of the total progarmme cost will be invoiced once a booking has been finalised (on receipt of a completed Acceptance of Service) or within 90 days of the programme start date.
- The deposit invoice is payable on receipt.
Final Invoice
- The final invoice will be sent within 20 days of the programme start date.
- The final invoice is payable within 7 days of receipt.
Cancellation & Refund Policy
- A deposit is fully refundable when the client cancels 46 days or more before the programme start date.
- When the client cancels within 45 days of the start date, the deposit is non-refundable.
- If WIO cancels a programme at any time the deposit will be fully refunded.
- Refunds will be processed to the client within 10 working days of the cancellation being confirmed
- If WIO or the client postpone a programme booking due to unforeseen circumstances, WIO will make every reasonable effort to find replacement date(s) within the calendar year. If a replacement booking time is not found the deposit is non-refundable for requests made by the client within 45 days of the programme start date. If the request was made by WIO the deposit is refundable.
- Third Party Bookings: Cancellation costs associated with third party bookings made by WIO on behalf of the client will be passed on to the client. Examples include: third-party contract catering, marae bookings, off-site accommodation bookings, third-party transport.
- Force Majeure: WIO is not liable for cancellations, delays, or changes caused by events outside of our reasonable control, including severe weather, natural disasters, public health restrictions, venue closures, disruption by third-party providers or other circumstances that make delivery of the programme unsafe or impractical. In a force majeure situation, WIO will work with the client to reschedule the programme where possible. If rescheduling is not possible, WIO will refund the deposit amount in full.
OPEN ENROLMENT POLICY
Self-funded open-enrolment programme fees (e.g. holiday programmes) are due at the time of application. Fees are payable upon invoice from WIO. A programme place cannot be confirmed until payment has been made. Payment plans are available, please enquire.
Participant Fee Protection Rules
WIO undertakes to meet all its obligations under the Student Fee Protection Rules 2022.
Our withdrawal and refund policies and procedures set out a participant’s refund entitlement in the following situations:
- Where a participant withdraws either before, during or after the relevant refund period as specified.
- Where WIO cancels or ceases to offer a programme for whatever reason.
- Where an international participant’s visa application has been declined.
Any participant who has a question about a programme fee or entitlement to a refund can contact WIO directly to discuss their options. All current contact details are available on the Whenua Iti Outdoors website: www.whenuaiti.org.nz
Enrolment Withdrawal and Refund Policy
WIO programme costs are fixed. The cost of delivering a programme does not decrease if the number of participants drops. If circumstances change after enrolment and the participant can no longer attend, the earlier we are informed the better. Early notification increases the chance that those on a waiting list can take the available place. These factors inform WIO Open Enrolment cancellation and refund policies, as set out below.
Where a participant is removed from a programme due to behaviour, failure to follow instructions, or undisclosed medical or behavioural information, no refund will be provided. Any costs relating to early removal (transport, staff time, supervision, accommodation, or clinical support) will be charged to the participant, guardian, or client.
Force Majeure: WIO is not liable for cancellations, delays, or changes caused by events beyond our reasonable control, including severe weather, natural disasters, public health restrictions, venue closures, or disruption by third-party providers. WIO will make reasonable efforts to offer an alternative programme date. Refunds may not apply where programme costs have already been incurred.
Refunds will be transferred into a nominated bank account. This can take up to 14 days. We not provide cash refunds.
Cancellations and Withdrawals:
The refund policies set out below are applicable where a participant withdraws from a programme in which they have enrolled and paid the enrolment fee, as prescribed.
For all programmes where the participant enrolment fee is less than $500 the following withdrawal and refund policy will apply:
- 15 (or more) days prior to the programme start date, a refund equal to 75% of the total programme cost applies.
- 6-14 days prior to the programme start date, a refund equal to 50% of the total programme cost applies.
- 5 days prior to programme start date, no refund.
For all programmes where the participant enrolment fee is more than $500 the following withdrawal and refund policy will apply:
| Course Length | Withdrawal Period (Prior to course start date) | Refund Amount |
| For courses of 2 days or less | None | Refund is at the discretion of WIO. |
| For courses of more than 2 days but under 5 weeks | Up to the end of 2 calendar days of the course commencing | 50% of the participant enrolment fee. |
| For courses of 5 weeks or more but less than 3 months | Up to the end of 5 calendar days of the course commencing | 75% of the participant enrolment fee. |
Where a programme is cancelled by WIO, for whatever reason, participants will receive a 100% refund of any enrolment fee paid. Refunds will be transferred into a nominated bank account. This can take up to 14 days. WIO does not provide cash refunds.
Programme Attendance
If a participant’s attendance on a programme is less than 50% due to sickness or injury, a partial refund may be applied on a case-by-case basis of up to 25% of the total programme cost. A partial refund in these circumstances will be at the discretion of WIO.
WIO DISCLAIMERS & STATEMENTS
The following statements and disclaimers are also located within the WIO enrolment form.
Risk Declaration and Consent Statement
When taking part in a Whenua Iti Outdoors (WIO) programme, it is possible that the programme may require participation in an adventure activity, the safety of our participants is our utmost priority. WIO is registered with WorkSafe NZ as an Adventure Activity Operator (AAO No. 177) and has passed a safety audit conducted by Qualworx Ltd. The safety audit established that WIO’s Safety Management System and delivery of the following activities complies with the Safety Audit Standard for Adventure Activities (2017). WIO is certified to deliver:
- Abseiling & Rock Climbing
- Caving
- Kayaking – Open Water
- High Ropes Course
- Mountain Biking
WIO may, on occasion, engage third party providers to deliver components of the programme. Where that component of the programme is an adventure activity, WIO will have conducted due diligence to ensure that the third party has current registration with WorkSafe NZ and is an approved provider of adventure activities. This may include, and is not limited to, the following activities:
- Waka
- White Water Rafting
When taking part in any adventure activity, risks are encountered that could result in emotional and physical injury up to and including fatality. Participation in any activity in the natural environment will expose the participant to the risks associated with exposure to natural hazards. For water activities (including kayaking, rafting, waka, swimming, paddle boarding), this includes the possibility of drowning and the effects of cold-water immersion. For at height activities (including abseiling, rock climbing, high ropes course and caving), this includes falling from height and the dangers associated with rockfall. For mountain biking, this includes injury resulting from a fall or collision.
WIO manages these risks with the use of highly trained staff who make decisions about acceptable risks, while enabling students to build their skills, knowledge, experience, confidence and judgement. WIO will take all reasonable steps to manage risks to an acceptable level and to set appropriate safety standards. At times WIO staff will make decisions on behalf of the group about the acceptability of certain risks. Participants must follow the instructions of staff in regard to safety and risk management. WIO works at a range of sites and locations locally, regionally and nationally, at such times participants will need to be transported from location to location. WIO manages a fleet of vehicles, all drivers are certified to carry passengers.
- I understand that there are risks associated with activities in the outdoors. I also understand there are risks involved in travelling in vehicles. I am aware that WIO will take all reasonable steps to manage these risks to an acceptable level and to set appropriate safety standards.
- If I (or my dependent) do not comply with the instructions of any WIO staff member in regard to safety or risk management, I acknowledge that WIO may not be held responsible for any outcome
Medical Disclaimer
WIO aims to accommodate the needs of every individual on programme. At times our programmes operate in remote areas with limited access to medical resources and facilities. We ask that you provide as much detail as possible of ANY pre-existing medical conditions or behavioural needs. If medical or behavioural information is not declared, we reserve the right to not accept participants on arrival. Whilst on programme if a participants’ behavioural or medical issues raise safety concerns or negatively impact the group, they may be asked to depart the programme early. Should there be any changes to the information supplied prior to the programme start, it is your responsibility to inform WIO. Thank you kindly in advance for supplying information that allows us to best support the participants needs.
Food Allergy Disclaimer
WIO takes food allergies and dietary restrictions seriously. It is essential that all allergies and special dietary needs are communicated well in advance of the programme. While WIO takes every precaution to prevent cross-contamination, we cannot guarantee a completely allergen-free environment. Participants and/or guardians should ensure they have any necessary medications (e.g. EpiPens) and that WIO staff are informed of their use. Participants with severe food, in particular nut allergies, are encouraged to bring their own snacks / food items.
Behaviour Consent
Whenua Iti Outdoors reserves the right to depart a participant early, without refund, if undisclosed behavioural issues are deemed to cause safety concerns or unfairly impact the group while on the programme.
Any associated costs as result of an early departure are the responsibility of the participant, whānau or client.
Privacy Statement
Whenua Iti Outdoors (WIO) collects personal data, including contact and demographic information, medical details, and dietary requirements. We collect this personal information to protect the safety and well-being of all participants and to meet the contractual reporting requirements of our funders. For this reason, we may need to share data with your school/organisation and/or other external providers. We understand that people have a choice in whether to provide us with some types of personal information. If you choose not to enter the information requested, your application may be declined for safety or other reasons. You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information or to have it corrected, don’t hesitate to get in touch with us at [email protected], or 03 526 7842, or Whenua Iti Outdoors, 375 Main Rd Lower Moutere RD2 Upper Moutere 7175
Media Consent
During the programme WIO staff may take photographs or video. This media may appear in WIO publicity material, and in that of our sponsors or funders. Media channels include but are not limited to print media, publications, social media, newsletters and websites. By providing media consent, permission is given to WIO to use photographs or video. Photos and videos are only to be taken and shared in accordance with WIO Media Policy.
SITE HIRE TERMS AND CONDITIONS
These Terms and Conditions apply to the hire of the Whenua Iti Outdoors (WIO) site and facilities by external groups or individuals. They outline the responsibilities of the hirer and the conditions under which the site and any WIO high elements may be used. WIO high elements include the Climbing Tower, High Ropes and Climbing Wall Centre. Site hire does not include supervision by Whenua Iti Outdoors staff.
Scope of Hire
Site hire does not include WIO instructors, supervision, equipment fitting, or activity delivery.
A nominated hire representative must complete a WIO on-site induction.
The hirer is responsible for ensuring that all participants comply with these Terms and Conditions.
Risk Disclaimer
Activities at height involve inherent risks, including the risk of serious injury or death. By hiring and using high elements at the WIO site, the hirer acknowledges these risks and accepts responsibility for managing them appropriately.
WIO will take all reasonable and practicable steps to maintain its facilities. However, WIO accepts no liability for injury, loss, or damage arising from the hirer’s use of the site where such loss results from the hirer’s actions, omissions, or failure to manage risks appropriately.
Hirer Responsibilities
- The hirer is responsible for managing all risks associated with the activity.
- The hirer assumes full responsibility for all participants, spectators, and visitors associated with the hire during the hire period.
- The hirer must ensure participants are briefed on safe use of the facility, including any high elements hired.
- The hirer must not alter or adjust any fixed safety systems.
- WIO equipment may not be used unless specifically included in the hire agreement or approved in advance.
- The hirer must ensure continuous and active supervision by a suitably competent and experienced adult appropriate to the activity being undertaken.
- The hirer must ensure all participants are aware of emergency procedures and evacuation points as outlined during the site induction.
- Any incidents, injuries, or near misses must be reported to WIO as soon as practicable.
- The hirer must arrive and depart within the agreed hire period.
- The hirer is responsible for providing appropriate first aid equipment.
- The hirer is responsible for the cost of repairing or replacing any damage to WIO facilities, equipment, or property caused during the hire period.
- The hirer must leave the facilities clean and tidy and remove all waste generated during the hire period. Additional cleaning fees may be charged if the facilities require cleaning beyond normal use.
- The hirer is responsible for holding any insurance required for the activities they intend to undertake, including public liability insurance where appropriate. WIO may request evidence of insurance prior to confirming the booking.
High-Element Hire Requirements
- The hirer must provide their own appropriately qualified and competent instructors, who must be approved by WIO prior to the hire date.
- The hirer assumes full responsibility for the safe management of the activity.
- The hirer must provide appropriate technical gear for the hired element unless otherwise agreed. Use of WIO technical gear may incur an extra fee.
- Hire includes access to the specific booked high element and the designated surrounding space only, unless agreed otherwise.
- The hirer must ensure participants are briefed on safe use of the hired high elements.
- Where participants under 18 years of age are present, the hirer must ensure appropriate adult supervision ratios are maintained at all times.
Site Regulations
- WIO is a smoke-free and vape-free organisation.
- Drugs are not permitted onsite.
- Alcohol is limited to adult participants only and must not be consumed before or during adventure activities. The hirer must ensure alcohol use does not compromise safety or supervision.
- Emergency exits must remain unobstructed at all times.
Force Majeure
- WIO is not liable for cancellations or changes caused by events outside our control, including severe weather, natural disasters, public health restrictions, or any circumstances that make the site unsafe or unusable.
- WIO will work with the hirer to reschedule dates where possible.
- If rescheduling is not possible, WIO will refund hire fees in full.
Payment and Cancellation
- Full payment for site hire is required prior to the hire date.
- Hire of The Climbing Centre operates on a donation basis.
- Cancellations made 14 days or more before the hire date will receive a full refund.
- Cancellations within 13 days of the hire date are non‑refundable.
- If WIO cancels the booking (e.g. due to maintenance or safety issues), a full refund will be provided.
Acceptance of Terms
By confirming a booking, the hirer agrees to these Terms and Conditions.