Pony Party Terms & Conditions

 

IMPORTANT – PLEASE READ

These terms and conditions for Pony Parties (“Conditions”) together with the General Terms and Conditions of Entry to Keysoe International apply to all persons booking and using Keysoe International arenas and grounds (“KI”). These Conditions are issued by Keysoe International Limited (the Operator or we or our). Acceptance of these Conditions will result in a legally binding contract between you (the Client, Organiser, or you or your) and the Operator.
It is your responsibility to familiarise yourself with our General Terms and Conditions of Entry (KIF-0033) and these Special Terms and Conditions. If you do not understand or have any questions relating to these Conditions or any Special Conditions you should contact the Operator without delay for clarification.
These Conditions may also be referred to as “Pony Party Terms and Conditions”.
Entry to KI shall be at our discretion. We reserve the right to refuse entry to or expel any person from KI in accordance with these Conditions.
The following Conditions apply to all Pony Party bookings:

1. BOOKING AND PAYMENT
1.1. Full payment is required at the time of booking to reserve the event date. A secure payment link will be provided. Cash payments are not accepted.
1.2. When the booking and payment is made then a legal contract will be formed on the terms set out herein, and any documents attached, between you as the Client and us as the Operator.
1.3. Menu choices and any specific requirements including any allergies must be confirmed at the time of booking. Please refer to clauses 2.9, 2.12, 2.13 and 2.16 for further details.

2. THE CLIENT’S OBLIGATIONS
2.1. It is the Client’s responsibility to obtain permission and full consent from the parent or legal guardian of their invited guests, and make them aware of the requirements, risks and disclaimers in these terms and conditions if they are not in attendance at the event.
2.2. Children and vulnerable persons remain the responsibility of the parent / guardian / carer / responsible person over the age of 18 years old (herein referred to at the Supervising Adult) at all times and must be always accompanied by their Supervising Adult whilst on KI property.
2.3. For each event a minimum of 3 Supervising Adults over the age of 18 years old must attend per 15 children.
2.4. The Client may arrive no earlier than 30 minutes before the event to prepare and decorate the party space. The Operator will provide basic decorations as part of the package. Party poppers, confetti cannons or similar items are not permitted.
2.5. The Client is responsible for removing all their decorations from the party space and the KI site at the end of the event.
2.6. The event will begin precisely at the allocated start time and will not be delayed for any late attendees. The Client’s invited guests should report to reception/café 10 minutes before the scheduled start time. They will then be escorted to the designated event area.
2.7. Attendees must dress appropriately for the weather and for interaction with the ponies.
2.7.1. Suitable footwear must be worn for interaction with the ponies. Wellington boots, sturdy shoes or boots with a hard sole and small heel are acceptable. No open toe shoes will be allowed in close vicinity of the ponies. If appropriate shoes are not worn, we may have to limit access or provide a fence to protect the guests’ feet.
2.7.2. Where the riding package is selected, long, weatherproof trousers should be worn, with gloves encouraged depending on the weather at the time of the event.
2.7.3. Any jewellery that could be a hazard, such as necklaces, rings, or long earrings will need to be removed prior to any interaction.
2.8. If an attendee is wearing any inappropriate clothing as referenced in clauses 2.7.1 and 2.7.3, the Operators staff have the absolute right and final decision on whether any interaction with the ponies is allowed.
2.9. If the Client has booked pony rides as part of the event, then they must provide the height and weight of each rider at the time of booking to ensure they meet the criteria required for this activity. The Operator reserves the right to refuse any attendee to ride on the day if it is found that they do not meet the specified height and weight requirements and furthermore no refunds will be provided by the Operator in this instance.
2.10. KI is a working training yard. All attendees must always remain in the designated event area(s).
2.11. All attendees must adhere to the Operators behaviour guidance and fully co-operate with all instructions given by the Operators staff before, during and after handling and interacting with the ponies.
2.12. It is the Clients responsibility to advise the Operator of all known allergies, either through touch, air born or ingested for all attendees prior to the event.
2.13. Menu items may contain or come into contact with WHEAT, EGGS, TREE NUTS, and MILK or other allergens. It is the Clients responsibility to contact the Operator prior to the event for specific information on any allergens and for any special requests.
2.14. The Operator will try and accommodate allergies wherever possible, but it is the accompanying Supervising Adult who retains full responsibility at all times to ensure any contact is prevented, limited or ceased as required.
2.15. The Client may bring a cake and it is a specific requirement that this is always nut-free.
2.16. The Client must ensure any required medication for an attendee is brought to the event and that the Supervising Adult is qualified to administer any such medication (including any allergy related medication). For the avoidance of doubt the Operators staff are not responsible or otherwise permitted to administer any medication.
2.17. It is the Client’s responsibility to inform the Operator if any attendees are particularly anxious or nervous around ponies and provide any relevant details at the time of booking to allow the Operators staff time to prepare and work more sensitively with individual’s needs.
2.18. Ponies must NOT be fed at any time.
2.19. Although we love all animals, the Operator requests that all dogs and other animals are kept away from the event. However, assistance dogs will be permitted near to the pony interaction area.
2.20. After touching the ponies, all attendees must wash their hands with soap and water in the washroom facilities provided.
2.21. All attendees agreed to abide by the Operators Code of Conduct (KIF-0034) which can be viewed on our website;
www.keysoe.com/code-of-conduct/

3. THE OPERTORS OBLIGATIONS
3.1. The Operator will provide a designated member of staff, a party space and host a 2-hour party experience with 2 ponies and 2 handlers. The experience content will be dependent on the party package selected.
3.2. The Operator will cater the event based on the menu choices made by the Client. Subject to clause 2.13 the Operator reserves the right to amend the menu at short notice in the event of any shortages on key ingredients.
3.3. A health and safety briefing and behaviour guidance will be given by the Operators staff at the start of the event and each Supervising Adult and responsible persons from the Client must attend.
3.4. If the Client has booked pony rides as part of the event the Operator will provide appropriate safety hats for all riders.
3.5. The Operator holds full Public Liability Insurance and an Animal Activity Licence with Bedford Borough Council.
3.6. The Operators staff in attendance have passed an enhanced DBS check and are First Aid trained.
3.7. Like humans, animals need to attend to the ‘call of nature’ every now and then. Whilst the Operators staff will do their utmost to ensure this happens before or after they start work, this is ultimately out of their control. If this does occur during the event then the Operators staff will ensure the area is effectively cleaned.
3.8. Sufficient time and washroom facilities will be provided for hand washing during the event.

4. GENERAL
4.1. The area provided for the ponies is arranged to allow them space and comfort with minimal noise to minimise the risk of them becoming agitated. Numbers of attendees around the ponies will be restricted at times if necessary and should a pony require a short walk to resettle they may be removed for a few minutes. Consideration must be given to their welfare at all times, and the Opertor appreciates the Clients and all attendee’s understanding in this matter.
4.2. Due to Data Protection Law the Operator will not take, use or publish any photographs of the attendees at the event.
4.3. Attendees are welcome to take their own photographs of the Operators staff, the ponies and their guests, but no flash photography must be used unless it is expressly permitted by the Operators staff as it may disturb the animals.
4.3.1. These photographs can be uploaded onto attendee’s personal social media sites, but the Operator expressly requests that these posts are not tagged to any of the Operators social media platforms.
4.4. Attendees must not take or publish any photographs of any other persons who are not directly involved with their event.
4.5. Verbal or written abuse of any kind (including threats of abuse or retribution) toward any of the Operators staff, members of the public or any animal will result in the immediate termination of the event and our services. Furthermore, the Operator at its sole discretion, reserves the right to take legal action if deemed appropriate in this instance. Please refer to the Operators General Terms and Conditions of Entry (KIF-0033) and Code of Conduct (KIF-0034) which can be view on our website. 4.6. The Operator is Keysoe International Limited, a company incorporated and registered in England and Wales with company number 13033311 whose registered office is at Harrowden Court, 66-80 Huxley Close, Park Farm Industrial Estate, Wellingborough, Northamptonshire, NN8 6AB, United Kingdom.

5. CANCELLATION
5.1. In event of cancellation of the booked event by the Client:
5.1.1. more than 14 days prior to the date of the event, and before the balance payment is due, the Operator will refund the Client, deducting £75.00 administration fee from the deposit paid.
5.1.2. with 14 days or less notice the Client will not be entitled to any refund.
5.2. In either event set out in 5.1.1 or 5.1.2, the Operator may, at its sole discretion, within 14 days of cancellation agree to rescheduling the booked event, and in that event any cancellation fee deducted may be reimbursed at the Operators discretion.
5.3. If the event is cancelled by the Operator due to adverse weather, then subject to the availability of both parties, it can be rescheduled. If a mutually convenient date cannot be agreed (within 3 calendar months of the original booking date) the Operator will refund the Client in full.
5.4. For the avoidance of doubt, it is not the Client’s decision to cancel an event due to weather conditions as subject to availability and at its sole discretion the Operator may have an all-weather alternative area available.
5.5. If the booking is cancelled by the Operator for any reason other than that detailed in clause 5.3, then the client will be refunded in full.

6. LIABILITY
6.1. Being around and interacting with live animals does carry an element of risk. Although the Operator endeavours to minimise every risk and hazard and the ponies are used to busy environments, they are animals and can act unpredictably if scared or hurt and serious harm can occur. The Client and all attendees agree that they attend the event at their own risk.
6.2. The Operator will not be held responsible for any allergic reaction not directly and expressly communicated at the time of booking the event.
6.3. Neither the owners, Operator, or any of its representatives or staff accept any responsibility or liability for any injury, accident, damage or illness to any person, property or animal whatsoever, or for any loss whatsoever, arising out of, or occurring during any use of the facilities, to the fullest extent permissible by law.

7. ENFORCEMENT
7.1. No failure or delay to enforce the Operators rights under these Conditions, should be construed as a waiver of the Operator’s right to do so.

8. LAW
8.1. These Conditions and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with English law.
8.2. In the event of a dispute relating to these Conditions, any contract we have with you or any other claim you may have against the Operator (including in negligence) you irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Conditions.

 

KIF-0019 Revision 2
Last updated 6th March 2024