Community Access Scheme at Kew terms and conditions
These are the terms and conditions applicable to the Community Access Scheme (CAS) of the Royal Botanic Gardens, Kew ('Terms') at Kew.
In these Terms, 'scheme' or 'CAS' refers to The Community Access Scheme, 'you/r' or 'member' refers to the group that is a member of CAS of the Royal Botanic Gardens, Kew at Kew (or applicant for such status), 'visitor' refers to a member's service users and accompanying staff/volunteers and 'we' and 'us' refers to The Royal Botanic Gardens, Kew or the Royal Botanic Gardens, Kew. ‘Lead Adult and Supervising Adult(s)’ shall have the meaning given in section 3 of these Terms.
Benefits of being a member of CAS
As a member you are entitled, upon presentation of a proof of membership to:
A maximum of 60 or 120 free visitor admissions (dependent on membership tier) to Kew each membership period during normal opening hours and subject to the usual conditions of entry. 120 is the maximum number of visits you can use in one membership period. If you have bought 60 visitor admissions, you can top this up to 120.
Visit more than once until your visitor admissions total reaches the maximum number of admissions each membership period.
In addition to the 60 or 120 visitor admissions, children aged under four years and essential carers, or personal assistants are also admitted free of charge, and this does not count towards your 60 or 120 visitor admissions.
Group service users can visit without essential carers or personal assistants where deemed appropriate by the group.
Being a member does not entitle you to free entry to any ticketed events, nor does it guarantee the availability of tickets to any such events.
Eligibility
Membership is for organisations providing services to people who face barriers to visiting the Gardens independently, as listed in the group types section of the application form.
Organisations must be a registered charity, community interest company (CIC), community benefit society or voluntary community group.
Organisations must be based within the M25.
Membership is for community group visitors to visit Kew on an informal, self-led basis. If you are visiting for formal educational purposes, then you can visit through our schools programme.
Membership is for the benefit of community groups only and is not suitable for individuals (though group service users can visit the Gardens independently as part of the group membership).
Obligations (for all members)
At the time of joining the scheme, members must provide primary contact details to receive important information about your membership, and for any queries we may have in relation to you visit, including matters relating to the actions of your visitors.
The primary contact for members will need to be a working member of staff or a volunteer with a defined role at the organisation
You must notify Kew at community@kew.org as soon as possible if your primary contact details change.
You are solely responsible for managing your visitor admissions and how these are distributed to service users. Kew shall not be responsible for visitor admissions that your service users may have used without your authorisation.
The Gardens will also be used by members of the public during your visit and due consideration should be given at all times.
You must always ensure appropriate behaviour by your visitors and guarantee they always make reasonable and careful use of the Gardens and any features in the Gardens. Your visitors must obey instruction signage and follow any specific instructions given by Kew staff, particularly with regards to issues of safety, access, and behaviour.
You must give all members of your group contact details for your group leader on the day of your visit and ensure that your group leader can be contacted at all times.
All members must be aware of and comply with these Terms and the Garden rules.
You shall remain responsible for any acts or omissions of your visitors whilst in the Gardens including, but not limited to, damage to Kew's property.
In the event that any visitor breaches any of these Terms, Kew shall be entitled at its sole discretion to refuse your member group access to Kew or to require your member group to vacate the Gardens or part thereof.
Additional obligations (for member groups which include children or young people under 18)
a. For groups primarily designed to support young people or children under the age of 18, or member’s bringing under 18’s to the Gardens without their parent/guardian
ai. You shall designate a qualified adult as the adult in charge of the group (“Lead Adult") This must be the person who will accompany the group throughout their visit
aii. You shall ensure that a sufficient number of adults (the "Supervising Adults") accompany and supervise young people and children at all times whilst on Kew's premises. We recommend you maintain the following adult-to-child ratio:
Early years (age 0-3) – 1:3 (normally no more than one child under one child under one year old for this ratio of adults to children.)
Age 3 to 5 - 1:4
Age 5 to 7 - 1:5
Age 7 to 11 - 1:8
Age 11 to 14 - 1:10
Age 14 to 18 - 1:12
SEND Special Educational Needs and Disabilities - 1:1 or with additional adult support as required.
aiii. You shall ensure that all Supervising Adults are familiar with the programme for the day and aware of any key hazards/risks at Kew.
aiv. You are responsible for your group (including children, young people, and Supervising Adults) at all times during the visit.
b. For members who intend to bring children or young people under the age of 18 to the Gardens with their parents/guardians
bi. You shall ensure that children and young people are supervised by their parent/guardian throughout their visit.
bii. Parents/guardians are solely responsible for young people and children at all times during their visit.
Risk assessments
It is your responsibility to carry out a risk assessment for your own visit to the Gardens. You can use our community group risk assessment as an example to help you.
Each community group is responsible for preparing their own assessment.
Members should be aware that:
a. the car park and adjacent roads can be busy.
b. the site is adjacent to a river and contains areas of deep water.
c. CCTV is in use at all times, recorded and monitored by Kew's Constabulary.
d. Emergency first aid incidents should be reported to Kew Constabulary in the first instance, who can then coordinate emergency services as required.
e. Heavy machinery and vehicles are in use throughout the gardens.
Kew has carried out risk assessments for Kew-delivered community and access learning sessions. These risk assessments are also available on request.
Proof of membership
You will need proof of membership when entering Kew.
Members who cannot show proof of membership may be required to pay an entrance fee, which will not be refunded.
Membership and any associated CAS benefits are non-transferable and can only be used by the member group.
Membership period
The membership period is 1 November to 31 October and membership is valid from the date you join the scheme until 31 October.
The annual membership fee does not reduce pro rata for members joining part way through the membership period. If you are unable to use your membership at any stage during this time, refunds or extensions cannot be offered in any circumstances.
Application and renewal process
You can apply for annual membership at any time during the membership period.
New memberships and renewals may take up to 28 days to process. Membership documentation will be sent to you by email.
We will contact you via our community newsletter approximately one month before your CAS membership is due for renewal. We will tell you when your current membership expires and what you need to do to continue your membership.
Further conditions
CAS membership cannot be used by a member’s staff/volunteers, unless accompanying its service users.
Your free admissions must not be used as a 'thank you' for staff/volunteers, nor for fundraising by way of charging your visitors for their entry.
We reserve the right, in our sole discretion, to refuse entry and/or CAS membership and/or to revoke CAS membership without refund if the CAS member behaves in a threatening or abusive manner towards any person at the Royal Botanic Gardens, Kew or damages or threatens to damage any of the collections or property of the Royal Botanic Gardens, Kew or acts in a manner which in Kew’s sole opinion brings Kew into disrepute.
We reserve the right to revoke your CAS membership at any time, without financial compensation, if you commit any breach of these Terms.
We reserve the right to change these Terms at any time, subject to a minimum of 30 days prior notice by email.
We reserve the right to alter the scheme at any time, subject to a minimum of 30 days prior notice by email.
We reserve the right to close the scheme at the end of any membership period, subject to a minimum of 30 days prior notice by email.
The validity, construction and performance of these Terms shall be governed by English law and we and you hereby submit to the exclusive jurisdiction of the English courts.
Contact
Enquiries about the scheme can be sent by email to community@kew.org, by phone on 0208 332 3600, or by post to: Community Access Scheme Administration, Museum No. 1, Royal Botanic Gardens Kew, Richmond, TW9 3AE
Royal Botanic Gardens, Kew is a non-departmental public body with exempt charitable status.