Squirrel Wood is operated by Doncaster Scout Council – Squirrel Wood, registered charity number 1125979.
Our correspondence address is:
6 Aintree Drive
Balby
Doncaster
DN4 8TU
Email: squirrelwood@doncasterscouts.org.uk
These terms apply to bookings for camping, accommodation, day visits, evening visits, activities and equipment at Squirrel Wood.
Squirrel Wood is run by volunteers. In these terms, “we” means Doncaster Scout Council – Squirrel Wood and “you” means the person or organisation making the booking.
The person making the booking must be authorised to act for their group and must share these terms and our site rules with the adults attending.
1. Booking enquiries and confirmation
Check our availability calendar before submitting your enquiry. The calendar shows existing bookings but does not guarantee the availability of accommodation, equipment or volunteer instructors.
The booking form provides an estimated price and submits a provisional enquiry. Submitting the form does not confirm a booking.
Your booking is confirmed once we have accepted your enquiry, received the required deposit or full payment and sent written confirmation.
Please submit enquiries at least two weeks before your proposed visit. Request activities with your initial enquiry to give us time to arrange volunteer instructors.
2. Deposits
The following deposits apply:
| Booking type | Deposit |
| Overnight camping | £25 per night |
| Overnight hire of Squirrel Lodge | £50 per night |
| Overnight hire of The Drey | £25 per night |
| Activities | 20% of the activity price |
| Day or evening bookings without an overnight stay | 20% of the booking price |
For overnight bookings including activities, the accommodation deposit and activity deposit are added together.
The total deposit will never exceed the total booking price. If the calculated deposit is higher, the full booking price is payable instead.
Deposits must be received within 28 days of the provisional reservation. If payment is not received, we may cancel the reservation and release the space.
For bookings made fewer than 30 days before arrival, full payment is required to confirm the booking.
Deposits are deducted from the final balance. If you cancel, section 6 applies.
3. Prices and payment
Prices are fixed once your booking is confirmed and the deposit has been paid. Changes you request may alter the total price and will be confirmed separately.
Published prices are the full amount payable. No VAT is added.
Payment is by bank transfer only. Use your booking reference when making payment.
The final balance must be received at least seven days before arrival. Provide final information early enough for us to issue your invoice and receive payment by this deadline.
Additional charges agreed or incurred during your visit must be settled before departure.
If payment is overdue, we will contact you and give you an opportunity to resolve it. Continued failure to pay may result in cancellation. Any cancellation charge will be assessed under section 6.
4. Final numbers
Final camping numbers must be supplied at least seven days before arrival.
Reductions after this deadline are treated as a partial cancellation. Section 6 applies to the affected part of the booking.
Additional participants must be agreed with the booking team. Acceptance depends on capacity and any additional charges must be paid.
Do not exceed the capacity of your booked accommodation or activity sessions.
5. Changes requested by you
Contact the booking team to request changes to dates, accommodation, activities or other arrangements.
Changes depend on availability and only take effect once confirmed in writing. We will explain any price difference before you accept the change.
Requests to add or change activities must normally be made at least 30 days before arrival. Requests within 30 days will only be considered in exceptional circumstances and cannot be guaranteed.
If a requested change cannot be accommodated, your existing booking remains in place unless you cancel it under section 6.
6. Cancellation by you
Email cancellations to squirrelwood@doncasterscouts.org.uk, quoting your booking reference.
Notice is calculated from the date we receive your email to your scheduled arrival date.
The following maximum cancellation charges apply:
| Notice before arrival | Maximum cancellation charge |
| 61 days or more | Deposit |
| 31 to 60 days | 50% of the cancelled booking price |
| 8 to 30 days | 75% of the cancelled booking price |
| 0 to 7 days or failure to attend | 100% of the cancelled booking price |
Payments already made count towards the charge. The deposit is not added again on top of the percentages above.
Cancellation charges will reflect our reasonable losses, taking account of costs saved and income recovered through replacement bookings. We will not recover the same loss twice.
Any payments above the applicable cancellation charge will be refunded.
For a partial cancellation, these terms apply only to the cancelled part of the booking.
7. Activity bookings
Request activities and preferred times with your initial booking. Requests remain provisional until confirmed in writing.
We provide instructors for instructor led activities. Availability depends on suitable volunteer instructors being available.
Groups must provide adults to supervise their participants throughout sessions. Instructors manage the activity but do not take over the group’s wider supervision, welfare or safeguarding responsibilities.
For leader led activities, groups must provide leaders with the required qualifications or competence, their own risk assessments and any necessary permissions or approvals.
Follow published age limits, participation requirements and instructor directions. Supply any required consent or declaration forms before participation.
An instructor or duty warden may stop, postpone or cancel a session because of unsafe conditions, equipment problems, instructor availability or unsuitable behaviour.
Where we cannot provide a booked session for reasons other than a breach by your group, we will offer an agreed alternative or refund the affected activity. Where a session is stopped because of your group’s behaviour, section 15 applies.
8. Changes or cancellation by us
Campsite preferences cannot always be guaranteed. Weather, ground conditions, maintenance or safety concerns may require a different allocation.
We will explain material changes as soon as possible. An alternative that materially changes your booking will not be imposed without your agreement.
If we cannot provide your booked accommodation, activity or visit, we will offer an agreed alternative or refund payments for the services we cannot provide.
These provisions do not remove any other rights or remedies you may have under applicable law.
9. Arrival and departure
Unless otherwise agreed, hire times are:
| Hire period | Access times |
| Evening | 4pm to 9pm |
| Day | 9am to 4pm |
| Overnight | 4pm to 4pm the following day |
Friday arrivals are from 4pm unless earlier access has been agreed with the duty warden.
Access outside your booked times requires advance agreement and may incur an agreed additional charge.
On arrival, the group leader must report to the Wardens’ Den and complete an attendance list for everyone staying on site. Tell the duty warden about changes during your visit.
Tell the duty warden if your group leaves for activities elsewhere and when you expect to return.
Request a departure inspection or building handover at least 30 minutes before leaving.
10. Accommodation, cleaning and damage
Bring your own bedding and a sheet to cover each mattress.
Leave buildings, toilets, kitchens, campsites and equipment clean and tidy. Follow the handover instructions and report faults, damage or missing items promptly.
Do not move beds or adjust heating controls without agreement. Keep cleaning chemicals secure and the cleaning cupboard locked between uses.
Gas and electricity are included in the accommodation price.
Squirrel Lodge heating
Central heating runs on a timer during the morning and evening. Extended heating may be arranged for £15 per day.
Squirrel Lodge cleaning
A £50 cleaning charge applies if Squirrel Lodge is not left clean and tidy.
The heating and cleaning charges above apply to Squirrel Lodge only.
Fireplace fuel
Fuel for the open fireplace in Squirrel Lodge is not included. Bring your own suitable fuel and follow the fireplace instructions.
Damage and breakages
Groups will be charged the reasonable cost of repairing damage or replacing equipment they damage or lose, excluding normal wear and tear.
11. Equipment and charging
Return equipment to its designated collection or storage point in a clean and usable condition.
Equipment must not be left on site before or after your booking without prior agreement.
Portable power station charging can be arranged through the Wardens’ Den for £5. A responsible adult from your group must supervise it throughout charging and follow the manufacturer’s instructions.
We do not provide a phone charging service.
12. Supervision, safeguarding and risk assessments
Groups remain responsible for the supervision, safeguarding, welfare and behaviour of their members throughout their visit.
Provide appropriate adult supervision, first aid cover, permissions and organisational approvals.
Read the relevant Squirrel Wood risk assessments before your visit. Assessments cover the general site, Squirrel Lodge, The Drey, the campfire circle and individual activities.
These assessments support your planning but do not replace your group’s own assessments. Consider your participants, programme, equipment and supervision and review arrangements when conditions change.
The campfire circle assessment applies to that facility. Groups must provide their own risk assessment for fires elsewhere on site.
Scout groups must follow current Scouts rules and guidance. Other organisations must follow their own applicable requirements.
Safeguarding concerns must be reported immediately through the appropriate safeguarding procedures.
13. Emergencies and accidents
In a life threatening emergency, call 999 immediately.
Report emergencies to the duty warden as soon as possible so that emergency arrangements can be implemented and access kept clear.
The defibrillator is near the toilet block.
Follow displayed evacuation instructions and go to the designated assembly point. Group leaders must account for everyone in their group.
Groups must provide their own first aid kits and appropriate first aid cover.
Report accidents to the duty warden and complete an accident report before departure.
14. Site use and conduct
Vehicles
Observe the 5mph speed limit and use hazard lights when driving around the site.
With permission, vehicles may go to the perimeter of your campsite for loading or unloading. Return them promptly to the car park.
Do not drive onto camping pitches. Keep tracks, turning areas, gates and emergency access clear.
Vehicles may remain at campsites overnight only on sites 11 and 12, with prior duty warden permission and a maximum of one vehicle per site. They must park where agreed and keep tracks and emergency access clear. All other vehicles must return to the car park after loading or unloading.
Fires and woodland
Outdoor fires are only permitted in designated fire pits or altar fires. Follow temporary restrictions and the duty warden’s instructions.
Supervise fires, provide suitable fire safety equipment and fully extinguish them after use.
Fallen deadwood may be collected. Do not cut, mark or damage trees or remove branches from standing trees. Do not use saws or axes in the woodland. Chainsaws may only be used by qualified and authorised site staff.
Do not burn rubbish. Allow ash to cool completely and follow disposal instructions.
Clean altar fires and grills and return portable equipment to storage.
Wet pits require the duty warden’s permission and an agreed location. Fill them in and leave the area safe before departure.
Dismantle temporary woodland shelters and restore the area before leaving.
Shared facilities
Respect other groups’ campsites and privacy. Shared facilities remain available to other visitors unless exclusive use has been expressly agreed.
The play area is for children under 10 and must be supervised by a leader.
Do not enter the maintenance compound or other restricted areas without authorisation.
Do not use toilet facilities to wash camping equipment, clothing or footwear.
Rubbish and dogs
Bag rubbish and place it in the bins in the car park.
Keep dogs on leads and under control. Clean up after them immediately. Dogs are not permitted in buildings, except assistance dogs.
Security
Keep valuables secure, lock buildings when leaving them and make sure your group can be identified.
Staff may challenge anyone whose identity or reason for being on site is unclear.
Noise and generators
Keep noise to a minimum between 11pm and 7.30am. Generators must be switched off during these hours.
At other times, music, instruments and generators must not cause a nuisance. Groups using generators must assess fuel storage, electrical safety and safe operation.
Alcohol, drugs, smoking and vaping
Follow the Scouts Green Card on alcohol. Adults directly responsible for young people must not drink. Maintain appropriate supervision at all times and do not allow under 18s to drink alcohol.
Adults not on duty must still behave appropriately and remain fit for their next duties.
Recreational drugs are prohibited.
Smoking and vaping are not permitted in buildings, marquees, tents or vehicles. Please smoke or vape off site and away from children and young people.
Drones and shooting equipment
Drone flights require prior permission from the duty warden. Pilots must follow applicable requirements and respect other visitors’ safety and privacy.
Do not bring firearms or airguns onto site without prior written approval. Shooting activities may only take place on an approved range under authorised supervision.
Shop
Ask at the Wardens’ Den for shop opening times. Group tuck shops are permitted.
15. Breaches of terms or rules
The duty warden may stop an activity or require an individual or group to leave for serious or repeated breaches of these terms, site rules or safety instructions.
A warning and an opportunity to put matters right will be given where practical. Immediate action may be taken where necessary to protect people or the site.
Any charges or refunds following an early end to a visit will be assessed fairly, taking account of the circumstances, reasonable losses and applicable rights.
16. Insurance and liability
Squirrel Wood’s insurance is arranged through Unity and covers Squirrel Wood’s own liability. It does not provide insurance for visiting groups.
Scout groups must ensure their visit and activities are covered by their own insurance arrangements. Non Scout groups must provide their own appropriate insurance.
Groups should also check their cover for equipment, personal belongings and cancellation.
Nothing in these terms excludes or limits liability for death or personal injury caused by our negligence or any other liability that cannot lawfully be excluded or limited.
17. Complaints
Raise problems with the duty warden during your visit so that we have an opportunity to resolve them.
For unresolved complaints, email squirrelwood@doncasterscouts.org.uk with your booking reference and details.
We will acknowledge your complaint within five working days and explain the next steps.
This process does not replace safeguarding reporting or restrict your legal rights.
18. Personal information
We use booking and attendance information to administer visits, communicate with groups and maintain necessary records.
Our Privacy Policy explains how personal information is collected, used, retained and protected.
19. Acceptance and applicable terms
By paying your deposit or full booking payment, you confirm that you have read and accepted the booking terms and site rules supplied to you and are authorised to accept them on behalf of your group.
The version supplied when your booking is confirmed applies to that booking unless a change is subsequently agreed with you.
Reasonable operational safety instructions may be issued during your visit. These do not allow us to change agreed prices or remove your legal rights.
