A summary of booking procedures is provided below. Please communicate, where possible, via email: manager@tracnewent.org.uk

1. We receive your requests for information, or an enquiry about availability of dates.
2. An offer of a booking for an agreed date will be sent to you along with any documentation required. This date is held for 7 days and will only be held beyond that if a deposit is received.
3. You return the ‘Initial Booking Form’ to us with any estimated numbers etc.
4. The initial deposit invoice is sent to you covering 10% of estimated total or £135 whichever is greater. Receipt of this payment fixes your booking.
   This deposit is non-refundable and non-transferable.
   At the centre manager's discretion this may be refunded if an alternative booking of similar size is booked in your cancelled slot.
5. A second invoice is sent out to you 8 weeks prior to arrival to bring your deposit up to 50% of estimated total numbers.
   This deposit is non-refundable.
   If cancellation is within 3-6 months of the booking date you will still be liable for this 50% charge even if it has yet to be invoiced.
   Non-payment of this invoice will result in loss of the initial deposit and your booking dates will be made available to another enquirer.
6. A refundable damages deposit will be added to your final invoice which will be sent to you approx. 2 weeks before you arrive and is payable either before you arrive or on arrival in cash.
7. You return the ‘Bedroom and Facilities Booking Template’ to us no later than 3 weeks prior to arrival. This will confirm your final visitor numbers and allow us to issue an accurate final invoice. If this is not received then we will use your original visitor numbers as per your Initial Booking Form.
   N.B. Once the final invoice has been sent we no longer issue refunds for reduced visitor numbers.
   Should your visitor numbers increase above those of the final invoice then we will issue a supplementary invoice to cover the additional cost.
8. You arrive and hopefully have an amazing time at TRAC.
9. When you leave, we check for any damages and discuss any that we find with you. We hold refund of the Damages Deposit for 7 days in case anything new comes to light.
10. If no damages are found, then your deposit will be refunded within 7 days of departure. If any damages are highlighted, then the deposits minus the costs will be refunded. If damages exceed the deposit amount you will be invoiced for the balance.
11. Hopefully you tell everyone what an amazing time you had and what a terrific place this is and book to come back again next year. If for any reason you are unhappy about anything, please tell us. We would also recommend that you book for the following year at this point, as we often have more requests for bookings than we have dates available. Bookings are on a first come first served basis.

Please refer to the 'Booking & Cancellation Policy' section of our Terms and Conditions for full details of the cancellation policy.