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.
In addition to the 60 or 120 visitor admissions to Kew Gardens, you are entitled to an additional 20 complimentary tickets to visit Wakehurst, our wild botanic garden in Sussex.
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. In order to achieve this objective and ensure membership is available for those who need it the most, organisations must fulfill the following eligibility criteria:

The organisation's primary purpose must be charitable. Organisations must be a registered charity, community interest company (CIC), community benefit society or voluntary community group.
Organisations must not charge group members service fees, particularly where such fees contribute to the organisation's core operating costs.
Organisations must be based within the M25.

CAS membership is for eligible community group visitors to visit Kew on an informal, self-led basis. If your group does not meet our eligibility criteria, you may still visit through Kew's Group Bookings offer, which offers discounted entry for 15 plus visitors. If you are visiting for formal educational purposes, then you can visit through our schools programme.

CAS 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 contact details for a primary contact (the 'Group Leader'), 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. Members will also provide contact details for a finance/admin contact.

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 or finance/admin 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.

If visiting as a group, 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 Dos and Don'ts.

Garden guidelines may differ for Wakehurst. If visiting Wakehurst as part of your membership, Group Leaders are responsible for ensuring all group service users are also familiar with our Wakehurst Dos and Don'ts.

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 groups which include children or young people aged 16 and under)

a. For groups bringing under children or young people aged 16 and under to the Gardens:

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. All children aged 16 and under must be accompanied by an adult. When visiting as a group, you shall ensure that a sufficient number of adults (the "Supervising Adults") accompany and supervise children and aged 16 and under at all times whilst on Kew's premises. We recommend you maintain the following adult-to-child ratio as set out in our CAS Frequently Asked Questions.

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. The Lead Adult is responsible for the group (including children, young people, and Supervising Adults) at all times during the visit.

b. For group members that intend to bring children or young people aged 16 and under to the Gardens.

bi. All children aged 16 and under must be accompanied by an adult. Parents/guardians are solely responsible for children and young people aged 16 and under at all times during their visit. Group members shall ensure that children and young people aged 16 and under are supervised by their parent/guardian throughout their visit.

c. You shall ensure that all group members understand that young people over 16 years old may be required to show proof of age on entry if visiting unsupervised.

Risk assessments

It is your responsibility to carry out a risk assessment for your own visits to the Gardens. You can use our community group risk assessment as an example to help you. This can be found in our CAS Frequently Asked Questions.

Each community group is responsible for preparing their own risk 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.

If visiting Wakehurst, please refer to risk assessment guidance that is specific to Wakehurst.

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 group members.

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.