Terms and Conditions

Terms and Conditions January 2026

  • All bookings should be made through the Online Scout Manager (OSM) venue management system. If made through email there is no guarantee the site you request will still be available.
  • If you already have an OSM account, please use it to make your booking. If not, you will be asked to create one.
  • To complete your booking, you will need to provide:
    • The dates you wish to stay.
    • The pitch or facilities you want to book.
    • The number of people attending.
  • If you do not have access to OSM, please send the above information via email to the Booking Secretary.
  • The system asks for contact details. We are only interested in your name, your group/section, your role in scouting, a contact email address, and a phone number.
  • The system will prevent bookings for facilities that are already reserved.
  • A minimum of one week’s notice is essential to allow for appropriate warden cover arrangements.
  • North Leeds Scout groups are expected to arrange “self-wardening” through their group key holder unless they have booked the hut.
  • All bookings are subject to review and confirmation by the bookings team. Please do not confirm your visit to your group until you receive official confirmation.
  • Bookings can be adjusted and amended up until the time of your booking via email to the booking secretary.
  • Final adjustments to attendee numbers can be made at the time of your visit, and an amended, accurate fees invoice will be issued accordingly.
  • Please bring your own first aid kit.
  • Please ensure you read and understand the relevant risk assessments before your visit. These are on the Wike Website and available at the campsite.
  • Visiting groups are expected to complete their own risk assessments for all activities planned that are not organised or run by Wike Campsite.
  • Wike Campsite does not normally require a deposit, though this may be requested for larger camp bookings.

Cancellation Policy

  • In the event of a cancellation within 4 weeks of the booked date, Wike reserves the right to make a charge.
  • If you are cancelling fewer than 4 weeks before your booking date, please email us to discuss the applicable cancellation fee.

Non-Payment Policy

  • If payment is not received by the due date, the matter will first be escalated to your Group Lead Volunteer (GLV).
  • If the invoice remains unpaid, it will then be escalated to the District Lead Volunteer (DLV).
  • Until the outstanding invoice is cleared, we reserve the right to refuse new bookings from your section and/or group.

Site Rules

Times

  • The campsite day commences at 4.00 p.m. and ends at 4.00 p.m.
  • Early arrival or late departure must be agreed in advance and may incur additional charges.
  • Group leaders are responsible for supervising young people in car parks and arrival areas. Nominate a leader to meet participants at the designated arrival and departure times. 

Cleaning

  • It is your responsibility to clean the hut and facilities after use before you leave the site.
  • All groups on site are responsible for ensuring toilets and showers are cleaned daily and again before departure and that bins are emptied. This includes evening visits.
  • Please dismantle and remove any dams built in the stream before leaving.

Fires

  • Please maintain a manageable fire size in the Campfire Circle – large bonfires are not permitted.
  • Ensure orange fire buckets by each field tap are filled with water before lighting any fire.
  • On the upper camping area, fires must be confined to the Fire-shelf or an altar fire.
  • On the bottom field, please use existing fire areas.
  • Do not damage living trees – no chopping or sawing of branches.
  • Return any unused wood to the woodpile.
  • Do not put glass on fires – it does not burn and leaves dangerous shards.
  • If burning waste, please ensure it is fully consumed, and ashes are disposed of when cold.
  • Return all oil drums to the store, stacked upside down.
  • All ashes, including those from the Campfire Circle, must be disposed of in the designated area.

General Conduct

  • No rope swings.
  • Tables and benches must not be removed from the hut – outdoor furniture is available separately.
  • Motor vehicles must not be driven onto grassed areas.
  • Please observe out-of-bounds areas: farmland, woods, and the golf course.
  • To prevent erosion, please use the established pathways between the top and bottom fields.
  • Do not throw anything onto neighbouring farmland or the golf course.
  • If you use chemical toilets, please empty them into the cesspit – ask the Warden for guidance if this is needed.
  • Uniformed organisations are requested to fly the Union Flag when in camp.
  • The site must be quiet by 11:00 p.m.

Waste Disposal

  • All users must either burn their waste or take it home.
  • There are no waste disposal facilities available on site.

Alcohol and Substance Policy

  • All site attendees must follow the Green Card at all times.
  • Wike Campsite maintains a strict policy prohibiting the use of illegal substances on site at all times.
  • Smoking and vaping is only permitted off site. Please use the old gateway near to the warden’s hut.
  • All groups are responsible for ensuring their members comply with this policy.

Use of Facilities

  • Facilities must only be used during your agreed booking period unless specific arrangements have been made in advance.
  • Use of huts or other indoor areas for storage, food prep, cooking, or shelter outside of your booking period is not permitted and may incur additional charges.
  • Please ensure lights, heating, and appliances are turned off after use. Charges may be applied for excessive or unnecessary energy use, such as indoor lights or heaters being left on overnight, or outdoor lights left on during daylight hours.
  • The Wardens Hut is accessible only for “self-wardening” purposes, including accessing the alarm system. Use of the Wardens Hut for recreational activities or any other purpose is not permitted without prior arrangement or explicit permission from the District Centre Manager.
  • The Bunk House and Activity Shed are not bookable and should only be accessed with prior arrangement or explicit agreement from the District Centre Manager

CCTV Use

  • CCTV is used in selected outdoor locations for security and safeguarding purposes, and for monitoring facility use.
  • Footage may be reviewed to verify booking times, investigate incidents, or resolve disputes.
  • By booking at Wike, you accept the use of CCTV for these purposes under standard safeguarding and data protection policies.

Additional Charges and Fees

  1. Wike Campsite reserves the right to apply additional charges for:
    1. Unauthorised use of facilities or use outside the agreed booking period (e.g. early arrival, late departure)
    1. Use of areas not included in your booking.
    1. Excessive or unnecessary energy use, such as outdoor lights being left on during daylight hours.
    1. Failure to clean facilities before departure
    1. Damage to site property
    1. Failure to empty bins and dispose of refuse
    1. Any other breaches of site rules or behaviours that reasonably deem to warrant additional charges
  2. These fees help ensure fair use of the site and cover the additional costs of running and maintaining the facilities.
  3. Charges may be calculated after your visit once final numbers and use have been confirmed.
  4. Final adjustments to attendee numbers can be made at the time of your visit, and an amended, accurate fees invoice will be issued accordingly.
  5. If you have concerns about any aspect of your invoice, please contact a member of the Treasurer Team in the first instance. Disputes or unresolved issues will be escalated to District Centre Manager/Chair of Wike Steering Group.

Issue Reporting and Emergencies

  • Any serious issues or concerns during your stay should be reported to us as soon as possible, and before departure, to ensure they can be addressed appropriately.
  • In the event of an emergency, such as a medical incident, safety hazard, or severe weather, your group’s designated first aiders should respond immediately.
  • Please contact emergency services as necessary.
  • Following the emergency, please notify us promptly using the provided contact details to keep us informed. Contact names and numbers in hut kitchen and on main site noticeboard

Liability

  • Wike does not accept liability for loss of or damage to personal property.
  • Wike does not accept liability for loss or damage to any equipment or property brought on site by your group.

Extreme Weather and Unforeseen Circumstances

  • In the event of extreme weather, natural disasters, or other unforeseen circumstances beyond our control (e.g., flooding, government restrictions, pandemics) that impact your booking, Wike Campsite will work with you to reschedule or cancel your booking on a case-by-case basis.
  • Refunds or fees related to cancellations due to these circumstances are handled on a case-by-case basis.
  • Please monitor weather reports and contact us promptly if you anticipate any issues with your planned stay.
  • Wike Campsite will make every reasonable effort to assist but cannot guarantee outcomes and accepts no liability for any loss or inconvenience caused by such events.