Ballyhass Terms & Conditions

For the purpose of these Terms and Conditions, bookings and products are categorised as follows:

2.1 Public Booking

A booking made by an individual or small party via The Company’s website and/or booking line for a scheduled public session (including public activities, public sauna sessions and public aquapark sessions). Public Bookings are paid in full in advance and are subject to the Public Booking payment and cancellation terms set out below.

2.2 Group Booking

Any booking that The Company prices, schedules or delivers on a group basis (including sports teams, birthday parties, stags/hen parties, corporate groups, clubs, youth groups and community organisations), excluding School Tour Bookings and Residential Bookings (which are defined separately below).

Unless otherwise stated in writing by The Company, Group Bookings are subject to a Minimum Charge equivalent to eight (8) participants.

2.3 Group Package

A Group Booking that is marketed or sold as a “Group Package” on The Company’s website and/or in booking communications. For the avoidance of doubt, a Group Package is not a different booking type from a Group Booking and is subject to the same Minimum Charge of eight (8) participants, unless otherwise stated in writing by The Company.

2.4 School Tour Booking (Day Visit)

• A booking where the organising party is a primary/secondary school, college, or educational provider (including where a school engages The Company through a third-party organiser) attending for a day visit (non-residential).
• Unless otherwise stated in writing by The Company, School Tour Bookings are subject to a Minimum Charge equivalent to twenty (20) participants.
• Unless otherwise agreed in writing by The Company, up to four (4) supervising adults may attend at no charge (“Included Supervisors”). SNAs and other support staff are treated as supervising adults and count towards any Included Supervisors/free-place allocation unless otherwise agreed in writing by The Company in advance.

2.5 Residential Booking

• Any booking that includes overnight accommodation (including, without limitation, bunkhouse/residential school trips and group overnights).
• Unless otherwise stated in writing by The Company, Residential Bookings are subject to a Minimum Charge equivalent to twenty (20) participants (including due to catering and operational requirements).
• Unless otherwise agreed in writing by The Company, up to four (4) supervising adults may attend at no charge (Included Supervisors). SNAs and other support staff are treated as supervising adults and count towards any Included Supervisors/free-place allocation unless otherwise agreed in writing by The Company in advance.
• Residential Bookings involve accommodation and (where applicable) catering commitments and therefore may operate on a more restrictive change and cancellation basis than non-residential day visits, as set out in these Terms and Conditions.

2.6 Membership / Pass

A membership or pass product purchased from The Company (including, without limitation, sauna memberships/passes, wakepark memberships/passes, and any other membership product offered from time to time) that provides access to benefits, discounts, credits or entitlements, subject to:

1. (i) the membership terms confirmed at purchase; and
2. (ii) these Terms and Conditions.

2.7 Camp Booking

A booking for a scheduled camp programme operated by The Company (including weekly camps, residential camps and seasonal programmes). Camp Bookings may have product-specific deposit, payment, change and cancellation terms, which are set out in the “Camps” section below and/or at the point of purchase.

2.8 Booking Confirmation Date

The date on which The Company issues a Booking Confirmation, receipt, invoice or other written confirmation (including by email and/or online confirmation).

2.9 Arrival Date

• For Group Bookings and Public Bookings: the date the Client attends on site.
• For Camp Bookings: the camp start date.

2.10 Final Billable Numbers

For School Tour Bookings and Residential Bookings: the final participant numbers confirmed in writing (email and/or the Group Portal) by the Client by the applicable deadline set out in these Terms and Conditions. Final Billable Numbers form the basis of invoicing, subject to the Minimum Charge and the 5% Allowance.

2.11 Minimum Charge

Where a Minimum Charge applies, the Client will be charged for no fewer than the applicable minimum number of participants, even if fewer participants attend. Unless otherwise agreed in writing by The Company, the Minimum Charge is:

• (a) Group Booking / Group Package: eight (8) participants; and
• (b) School Tour Booking / Residential Booking: twenty (20) participants.

2.12 The 5% Allowance (Late Reductions)

For School Tour Bookings and Residential Bookings: if fewer participants attend on the Arrival Date than the Final Billable Numbers, the maximum reduction that may be applied is 5% of the Final Billable Numbers.

2.13 Billable Participants

For School Tour Bookings and Residential Bookings, the number of participants the Client will be charged for, calculated as follows:

• (a) Billable Participants will not be less than the applicable Minimum Charge, unless otherwise agreed in writing by The Company;
• (b) after the Final Billable Numbers deadline, any reduction for lower attendance is capped at the 5% Allowance; and
• (c) if more participants attend than the Final Billable Numbers and capacity/safety permits, The Company will charge for the higher number of attendees.

2.14 Group Portal

Where provided: an online portal issued by The Company to a group organiser/leader to manage booking information, submit documents, and confirm Final Billable Numbers. Submissions through the Group Portal are deemed “in writing” for the purpose of these Terms and Conditions.

2.15 Event

Any scheduled visit, activity session, camp programme, course, membership session/entitlement, group booking, Public Booking, or ancillary service provided by The Company at any location, whether booked online, by phone, by email, or via the Group Portal.

3.1 A booking is confirmed only when The Company issues a Booking Confirmation in writing (including by email or website confirmation).

3.2 Where applicable, a booking is only secured once the required deposit or full payment has been received in cleared funds in accordance with these Terms and Conditions.

3.3 Once confirmed, The Client will have an allocated date and time slot. The Client must notify The Company as soon as reasonably practicable of any mistake in the Booking Confirmation.

3.4 The Company will use reasonable endeavours to commence participation at the booked time; however, it remains the responsibility of each participant to arrive in sufficient time. Late arrivals may not be permitted to undertake Activities and no refunds or compensation will be payable in such circumstances.

4.1 Bookings may be made by contacting The Company on 022 27773, by email, or via The Company’s website (www.ballyhass.ie) using the online booking system and/or enquiry/request form.

4.2 Any pricing, availability, proposed itinerary, or booking details provided by The Company by email, telephone, or otherwise are indicative only and do not constitute a binding offer. The Company may amend prices, availability, schedules, and/or proposed arrangements at any time prior to Booking Confirmation.

4.3 A booking is only secured once:

• (a) The Company has issued a Booking Confirmation (including by email or website confirmation); and
• (b) where applicable, the required deposit or full payment has been received in cleared funds in accordance with these Terms and Conditions.

4.4 Until both steps above have occurred, The Company is not obliged to hold any date, time slot, capacity allocation, pricing, or activity schedule for the Client, and the requested date/time may be released or allocated to another party without notice.

4.5 To proceed with a booking following an enquiry, the Client must confirm acceptance of the proposed booking details in writing (email is sufficient) and provide any information reasonably requested by The Company (including approximate numbers, activity selection, and a group organiser contact). Where applicable, a customer reference may be issued and must be quoted in all correspondence and payments.

12.1 This section applies to any request to change, reschedule or amend an Event.

12.2 Where more specific terms apply elsewhere, those terms take priority.

12.3 Client-requested changes

• Requests must be in writing (email and/or Group Portal). Telephone requests are not binding unless confirmed in writing by The Company.
• The Company will use reasonable endeavours to accommodate changes, but all changes are subject to availability, operational capacity, staffing ratios, safety systems and programme suitability.
• Pricing may change where a change is accepted and will be confirmed in writing.

12.4 For Group Bookings, date change requests made within 21 days of Arrival Date may be refused and may be treated as cancellation and rebooking.

12.5 Changes or cancellation by The Company

• Minor changes: may include reordering activities, substituting a similar activity, adjusting start times, or instructor allocation changes. Minor changes do not entitle the Client to cancel without charge or to any refund.
• Major changes: cancellation, change of site, or significant reduction/modification of facilities that materially affects the Event. Where possible, The Company will offer options (accept changes; reschedule; or cancel and refund monies paid, subject to any properly incurred third-party costs).
• Closure/interruption after commencement: no refund entitlement; reschedule/credit may be offered at The Company’s discretion.

22.1 Participants should arrive at least thirty (30) minutes before their scheduled start time to allow for check-in, equipment fitting and the safety briefing.

22.2 Activities operate on fixed start times and limited capacity. Late arrivals may not be accommodated where doing so would impact safety, instructor ratios, capacity or the experience of other participants later in the day.

22.3 If a participant misses their start time for any reason (including traffic delays), it is at the discretion of the Site Manager whether the participant can be re-accommodated within the day’s schedule. Where a late arrival cannot be accommodated, no refund or part-refund will be payable.

A) Deposit Requirement (All Group Bookings)

5.1 Once your booking date is confirmed, The Company will issue a deposit invoice for 25% of the total booking value, based on the provisional numbers on file at the time of confirmation.

5.2 The deposit must be paid within the timeframe applicable to your booking window (see “Late Booking Rules” below) to fully secure your booking.

5.3 Bookings without a deposit paid within the required timeframe may be subject to change or cancellation.

5.4 The deposit is a key part of how we manage our calendar and operations. It allows us to confirm your visit, plan staffing, organise logistics, and maintain a reliable schedule for all groups attending our site. Clients are asked to book responsibly.

B) Confirmation of Final Numbers (Final Billable Numbers)

School Bookings (Standard rule: bookings confirmed ≥ 6 weeks prior):
5.5 Final Billable Numbers must be confirmed six (6) weeks before the Arrival Date. These confirmed numbers form the basis of invoicing, subject to the 5% Allowance.

5.6 If updated confirmation is not received by the deadline (via email or the Group Portal), The Company will assume the most recently provided numbers are the Final Billable Numbers.

Private Group Bookings (Standard rule: bookings confirmed ≥ 6 weeks prior):
5.7 Final Billable Numbers must be confirmed one (1) week before the Arrival Date.

5.8 If updated confirmation is not received by the deadline (via email or the Group Portal), The Company will assume the most recently provided numbers are the Final Billable Numbers.

Why this matters:
5.9 This confirmation period is essential to prepare activity schedules, allocate instructor rosters, and ensure the café is stocked and prepared. It also enables The Company to offer capacity to other groups on waiting lists where applicable.

C) Arrival-Day Check, Final Invoice and Payment

5.10 Participant numbers will be checked upon arrival.

5.11 Following verification, The Company will issue the final invoice to the Client. Payment is due the day after your visit (the next working day where the day after falls on a weekend/public holiday), unless otherwise agreed in writing by The Company.

5.12 The deposit paid will be deducted from the final invoice.

Optional payment on arrival (cash accepted):

5.13 The Client may choose to pay the estimated outstanding balance on arrival (including by cash) as a payment on account. Any amount paid on arrival will be deducted from the final invoice issued after verification. Unless otherwise agreed in writing by The Company, any remaining balance is payable the day after the visit (or the next working day where the day after falls on a weekend/public holiday).

D) The 5% Allowance (Late Reductions)

5.14 If fewer participants attend on the Arrival Date than the Final Billable Numbers, any reduction is capped at the 5% Allowance (up to a 5% reduction). Subject always to the Minimum Charge, the Client will be invoiced on that basis.

5.15 This policy exists because staffing schedules, safety ratios, accommodation allocations and operational commitments are finalised in advance and cannot generally be reallocated at short notice. Final Billable Numbers (and any permitted adjustments) must be recorded in writing via email and/or the Group Portal.

E) Additional Participants (Increases)

5.16 If a group arrives with more participants than the Final Billable Numbers, The Company will charge for the higher number (space, staffing and safety permitting).

5.17 The Company reserves the right to refuse additional participants where capacity, staffing ratios, safety systems, or schedule constraints prevent accommodation.

F) Illustrative Examples (Non-binding)

5.18 Booking Summary:

• Participants initially booked: 150
• Total value at booking: 150 × €53 = €7,950
• Deposit (25%): €7,950 × 0.25 = €1,987.50 (paid and deducted from final invoice)
• Final Billable Numbers (confirmed): 100 participants

5.19 Arrival Day scenarios:

Scenario 1 (within 5% Allowance):

• Final Billable Numbers: 100
• Arrived: 96
• 5% Allowance: 5 participants
• Actual drop: 4 (within allowance)
• Final invoice: 96 × €53 = €5,088

Scenario 2 (over 5% Allowance):

• Final Billable Numbers: 100
• Arrived: 87
• 5% Allowance: 5 participants
• Actual drop: 13 (exceeds allowance)
• Final invoice basis: 95 billable participants
• Final invoice: 95 × €53 = €5,035

9.1 This section applies to Public Bookings (bookings made by individuals or small parties through The Company’s website/booking line for scheduled public sessions, including public activities, sauna sessions and aquapark sessions).

Payment
9.2 All Public Bookings must be paid in full in advance at the time of booking. A booking is only secured once payment has been received and confirmation has issued.

Cancellation by the Client (48-hour rule)
9.3 The Client may cancel a Public Booking and receive a refund provided The Company receives the cancellation request at least forty-eight (48) hours before the scheduled start time.

9.4 Where eligible, refunds will be processed back to the original payment method; alternatively, at the Client’s request and with The Company’s agreement, the refund may be issued as Credits, subject to the Credits policy.

Cancellations inside 48 hours / Non-attendance
9.5 Cancellations received within 48 hours of the scheduled start time, and no-shows, are non-refundable, except where The Company agrees otherwise in writing at its discretion.

How to cancel (and when it is effective)
9.6 Cancellation requests must be submitted by telephone to the booking line on 022 27773 and/or in writing by email to the address provided on your booking confirmation.

9.7 A cancellation is only effective when it is received by The Company. Cancellation requests left on voicemail are not treated as received and will not qualify; please speak to a team member or submit your cancellation in writing by email.

Booking changes
9.8 Requests to change date/time for a Public Booking are treated as a cancellation and rebooking, unless The Company agrees otherwise in writing. Any change is subject to availability and may incur an admin fee at The Company’s discretion.

Refund processing
9.9 Refunds (where due) will be processed back to the original payment method where possible, or by an alternative method at The Company’s discretion.

10.1 This section applies to Summer Camps, Weekly Camps, Residential Camps and any seasonal camp-style programmes operated by The Company (“Camps”). Camps are priced and staffed based on planned instructor ratios, programme logistics and (where applicable) accommodation commitments. Accordingly, Camp bookings operate on a different payment and cancellation basis to Group Bookings.

A) Camp Types and Deposits

Residential Camps (overnight accommodation):

• Deposit: €100 per participant
• Typical retail price (RRP): approximately €630 (pricing varies; confirmed at booking)

Weekly Camps / Day Camps:

• Deposit: €50 per participant
• Typical retail price (RRP): approximately €260 (pricing varies; confirmed at booking)

Early Bird Offers:
10.2 Where an Early Bird price is offered, the booking is charged at the price paid at the time of booking and refunds (where applicable) are calculated on that basis. Early Bird prices are not retrospectively adjusted and do not combine with other discounts unless stated at the point of purchase.

Adventure Pass / Membership pricing for Camps:
10.3 Where a member/Adventure Pass price is available, eligibility is determined at the time of booking and payment and requires an active membership/Adventure Pass at that time.

10.4 As a goodwill gesture, where a Client purchases an Adventure Pass within 48 hours of making a Camp booking, The Company may, at its discretion, apply the difference between the price paid and the applicable member price as Credits (not a cash refund). No adjustments will be made after 48 hours.

B) Payment Terms

10.5 The balance of the Camp fee is due no later than seven (7) days before the Camp start date (the “Start Date”), unless otherwise stated in writing by The Company.

10.6 If full payment is not received by the due date, The Company reserves the right to treat the booking as cancelled and offer the place to another participant.

C) Cancellation by the Client (Refunds)

10.7 All cancellation requests must be made in writing (email is acceptable). Timeframes are calculated by reference to the Start Date:

• 14 days or more before the Start Date: Full refund, including any deposit paid.
• 8 to 13 days before the Start Date (inclusive): Refund of amounts paid, excluding the deposit (deposit retained).
• 7 days or fewer before the Start Date: No refund of fees paid (including deposit), except where The Company agrees otherwise in writing.

10.8 The deposit is a reservation and administration fee that secures a place and supports programme planning.

10.9 Camps may continue to show availability online after a cancellation; this does not create an entitlement to any refund or credit beyond the terms above.

D) Date Changes

10.10 Date changes may be permitted subject to availability and programme suitability (including age group, capacity, accommodation constraints and staffing). If a change is approved and the new Camp is priced differently, the Client must pay any difference (or receive a refund/credit of any difference, as applicable).

10.11 If a date change is requested within seven (7) days of the Start Date, The Company may refuse the change (or treat it as a cancellation) due to operational constraints.

E) Refund Processing

10.12 Refunds (where due) will be processed back to the original payment method where possible, or by an alternative method at The Company’s discretion.

7.1 Once a gift voucher has been purchased it cannot be cancelled, extended or transferred.

7.2 Gift vouchers apply to Activities and cannot be used against intangible goods, food or café orders.

7.3 Pro-shop specific vouchers can be purchased but must be specified on the voucher.

7.4 “Goods and services” under older vouchers means any adventure activity that can currently be booked on the website.

Voucher details at time of booking / redemption:

7.5 Voucher codes (and any required voucher details) must be provided at the time of booking and/or redemption. A voucher cannot be applied where the correct voucher details are not provided.

7.6 Where voucher details are missing, incomplete, lost or forgotten, the booking may be required to proceed at full price unless and until the voucher can be verified.

7.7 Once verified, The Company may apply the voucher retrospectively at its discretion and subject to operational/administrative constraints.

Credits (Account Credit for Activities)

8.1 Credits are account credit issued by The Company for use towards eligible Activities only (for example, where a Client chooses credit instead of a refund or where The Company issues credit as a gesture of goodwill).

8.2 Credits are not cash, have no cash value, and cannot be exchanged for cash.

8.3 Credits cannot be refunded, transferred, extended or cancelled once issued.

8.4 Credits may not be used towards food or café orders, retail/pro-shop/merchandise, gift vouchers, or any other non-activity purchase, unless The Company agrees otherwise in writing.

8.5 Credits do not have an expiry date and may be used at any time, subject to availability and applicable booking conditions.

8.6 The Company reserves the right to amend this Credits policy from time to time; any amendment will not affect Credits already issued.

17.1 Adventure Activities involve inherent risks and are offered on a “Challenge by Choice” basis. The Company provides instruction and applies appropriate safety systems; however, accidents and incidents can occur. Participation is at the participant’s own risk, subject always to The Company’s obligations under applicable law.

Compliance with safety rules and instructions

17.2 All participants must comply immediately with safety briefings, site rules, signage, and instructions given by The Company’s staff. Participants must act responsibly and courteously and must not behave in a manner that may endanger themselves, other participants, or staff.

Right to refuse / remove participants

17.3 The Company reserves the right to refuse admission to, or remove, any participant from any Activity where, in the opinion of The Company acting reasonably:

• (a) the participant is under the influence of alcohol, drugs or any intoxicant;
• (b) the participant fails to comply with safety rules, instructions or required safety equipment/PPE;
• (c) the participant’s behaviour is unsafe, disruptive or unsuitable; and/or
• (d) the participant does not meet suitability requirements (including height/weight/harness fit or other safety constraints).

17.4 Where a participant is refused or removed for any of the above reasons, no refund will be payable.

15.1 The Client is responsible for the conduct of all members of its party (including participants, supervising adults, visitors and any third parties brought on site by the Client).

15.2 The Client will be liable for any loss, damage or additional cost incurred by The Company arising from any act or omission of the Client or any member of the Client’s party, including (without limitation) damage to buildings, accommodation units/pods, fixtures and fittings, furnishings, linen, equipment, vehicles, grounds, or other property of The Company.

15.3 Accidental / non-deliberate damage: Where damage is not deliberate, The Company may charge the reasonable cost of repair, replacement or reinstatement (including labour and call-out charges), up to a maximum of €500 per incident (unless otherwise agreed in writing). The Company will provide reasonable evidence (photos, invoices/quotes where available) and may estimate where immediate repair is required.

28.1 Maritime Tourism Ltd (trading as Ballyhass Adventure Group) acts as a data controller in respect of personal data processed in connection with bookings, memberships/passes, camps and participation in Activities.

29.1 These Terms and Conditions incorporate The Company’s Risk Acknowledgement and Disclaimer (and any related waiver/acknowledgement required for specific Activities).

29.2 The Client and each participant (or parent/guardian for a minor) will be required to complete and sign the Risk Acknowledgement and Disclaimer (including electronically) before being permitted to participate.

29.3 The Company reserves the right to refuse participation to any person who has not completed required documentation. For Group Bookings, the Client is responsible for ensuring documentation is completed by the deadline communicated by The Company.

These Terms and Conditions incorporate The Company’s Risk Acknowledgement and Disclaimer and any related participant documentation required for specific Activities (the “Participant Form(s)”). Participant Forms are required as part of The Company’s safety systems and may include (without limitation) participant identification, emergency contact details, and (where voluntarily provided) relevant medical information or access needs.

The Client acknowledges and agrees that:

Completion required: each participant (or, where applicable, a parent/guardian on behalf of a minor) must complete the required Participant Form(s) in the format required by The Company (including electronically) before being permitted to participate in Activities.

Refusal of participation: The Company reserves the right to refuse participation to any person who has not completed the required Participant Form(s) by the deadline communicated by The Company, or where incomplete/incorrect information prevents safe participation. No refund will be payable where participation is refused for this reason.

Group responsibility: for Group Bookings (including School Tour Bookings and Residential Bookings), the Client is responsible for ensuring that all participants complete the required Participant Form(s) by the deadline communicated by The Company.

Medical and access information: where a Participant Form indicates a medical condition, injury, or access/support requirement, The Company may restrict, modify or refuse participation where necessary for safety and/or may request further information (through the Client) to support safe participation, subject to capacity and operational constraints.