Freelance Instructor Agreement

Introduction

Thank you for your interest in working with Lake District Activities Ltd.

This document sets out how we work with freelance instructors. It explains what we expect from you when representing Lake District Activities and what you can expect from us in return.

The aim is simply to make sure everyone is clear about how things work. Setting this out in advance helps avoid misunderstandings and helps us deliver a consistent, professional experience for our clients.

Please read this document along with any relevant risk assessments, policies and specific operating procedures.

To confirm your agreement please complete the form here:

https://forms.gle/G8N6Fo183uraQYXe7

Qualifications and remit

Before we can formally book you for work, we will need to see evidence of your relevant qualifications.

You should only operate within the remit of your qualifications and experience.

The only exception to this is when you are working alongside another instructor who is taking the lead technical role for areas that fall outside the remit of your award. If this applies, we will discuss it with you when confirming the booking.

You must hold a valid 16-hour REC First Aid qualification or equivalent. Proof of this will be required before we formally book you for any work.

Insurance

When working for Lake District Activities under a labour-only agreement, you are covered by our Public Liability insurance to the value of £5 million.

Occasionally you may be subcontracted to deliver a Course or Activity on behalf of Lake District Activities. In this situation you will be required to hold your own insurance relevant to the course content, also to a value of £5 million.

Most work falls under the labour-only arrangement. If a subcontract arrangement applies, we will let you know when confirming the booking.

Professionalism

When working with our clients you are representing Lake District Activities. We expect instructors to conduct themselves professionally at all times.

In particular we expect that you will:

• Be punctual and prepared.
• Dress appropriately and look professional.
• Use suitable and in-date personal PPE.
• Avoid using your phone when with clients unless necessary.
• Not smoke when working with clients.
• Avoid bad language.
• Not criticise Lake District Activities, our policies or our ways of working when with clients.
• Not criticise other companies or instructors when with clients.
• Not promote your own business to Lake District Activities clients.
• Listen to any complaints politely and pass them on to Lake District Activities to deal with.

Instructor authority

When you are leading a Course or Activity for Lake District Activities you are the technical authority for the day while in the field. We rely on your professional judgement to manage the group and respond to the conditions you encounter.

This includes decisions such as:

• managing the group and pacing
• route choice and navigation
• adjusting plans due to weather or ground conditions
• turning a group around or stopping an activity
• removing a participant if safety requires it

Outdoor activities often require plans to change once you are on the hill or at the venue. Making sensible proactive adjustments is a normal part of running a safe and enjoyable day.

However, where a decision would significantly change the agreed plan – for example changing the venue, altering the activity being delivered, or cancelling the day – we ask that you contact the Lake District Activities office where possible so we can agree the best approach with the client.

If immediate action is required for safety, you should of course act first and inform us as soon as reasonably possible afterwards.

While instructors have authority in the field, overall operational decisions ultimately sit with the Director of Lake District Activities.

Quality assurance and training

Maintaining a high standard of delivery is important to us.

Each instructor working with Lake District Activities will normally be quality assured at least once per year. This may involve observation while delivering a Course or Activity, followed by feedback.

From time to time we may also organise additional training sessions. These may be delivered one-to-one or as small group sessions with other instructors and may focus on technical skills, venue procedures or general improvements to delivery.

The aim of this process is supportive rather than formal, helping maintain consistent standards and share good practice.

Timing and joining instructions

We aim to provide final joining instructions at least 24 hours before the start of the Course or Activity.

This will normally include:

• meeting location
• meeting time
• client contact details
• a brief on what is expected by the client
• any known medical information

Please aim to arrive at the meeting point at least 15 minutes before the client arrival time.

We usually communicate these details via WhatsApp.

Client personal details

Client contact details provided to you for the purpose of delivering a Course or Activity should be deleted from your phone once the event has finished.

Acknowledgement of risk and medical information

Clients are asked to complete an online Participant Information & Medical Form before their event. This helps us gather relevant medical information and other details in advance where possible.

Before starting the Course or Activity, you should remind clients that participation involves inherent risk and make sure they are happy to proceed.

Medical information depends on what clients provide in advance, so it is important to check verbally with the group before starting to confirm whether anyone has any relevant medical conditions, injuries or other concerns.

Risk assessments and operating procedures

You will be given access to our Google Drive, where relevant risk assessments and operating procedures are stored.

Before working for us you must read any documents relevant to the Course or Activity you are delivering and watch any relevant SOP videos.

These documents normally include:

• Generic Risk Assessment – outlining the typical risks associated with the activity or course.
• Specific Operating Procedures – usually in video format, covering venue-specific ways of working.
• Change Log – showing any changes since the SOP was produced.

Changes are normally communicated via WhatsApp, but instructors should also check the change log periodically.

It is important that you work within the parameters set out in these documents. If anything is unclear, please ask.

Accident and near-miss reporting

You will be provided with guidance on how to report accidents and near misses. It is important that this process is followed so that accurate information is recorded and available if needed later.

PPE provided by you

Your personal PPE must be CE-rated or equivalent, within its service life and subject to regular inspection.

You should maintain a simple recorded inspection schedule for your own equipment. Insurers may ask for this information if an incident occurs.

Before working with us you will be asked to confirm that you maintain a PPE inspection record for your personal kit.

PPE provided by clients

Occasionally clients may bring their own PPE, such as helmets, harnesses or climbing equipment.

It is your responsibility to assess whether this equipment is appropriate and safe to use. If you are not satisfied with its condition or suitability, it should not be used.

This also applies to any climbing rack used by clients on suitable courses.

Under no circumstances should client-owned ropes be used.

PPE provided by Lake District Activities

All Lake District Activities equipment is subject to regular inspection and maintenance schedules.

When rigging systems or attaching clients to safety systems, you should normally use Lake District Activities equipment.

There may be occasional exceptions to this, such as using your own harness when belaying a client, using your own climbing rack on an appropriate course, or in a rescue situation. If you are unsure, please ask.

Before using any equipment you should carry out a quick visual and tactile inspection.

If you believe equipment may be damaged, it should not be used and should be placed in the quarantine box in the storage unit. Please let us know so we can investigate and replace it if necessary.

Photography

Photos from Courses or Activities are extremely helpful for marketing. If possible, please take photos during the day and send them to us by WhatsApp afterwards, ideally on the same day.

Once you have sent them to us, they should be deleted from your phone.

Communication

After finishing a Course or Activity, please message the Lake District Activities office to confirm that you are safely off the hill. This should be done within one hour of the planned finish time.

If we do not hear from you, we may begin an escalating search process which could involve contacting emergency services.

Where the venue for the day is not confirmed until meeting the client, please send a quick message within 30 minutes of meeting them confirming your plan for the day.

Social media

You are welcome to post about the day on your own social media channels.

Please make it clear that you were working on behalf of Lake District Activities and tag the appropriate account where possible.

The current tags are:

• @lakedistrictactivities – Instagram
• @lakedistrictactivities.co.uk – Facebook

Client relationships

Many freelance instructors also run their own businesses and we fully respect that.

However, we ask that instructors do not actively seek to take work directly from clients introduced through Lake District Activities.

If a client approaches you directly about future work, please discuss it with us first. In some cases we may ask you to deliver the work through Lake District Activities, and in others we may agree a different arrangement.

Payment

Invoices should be submitted electronically after the Course or Activity has been completed.

Payment is normally made within 7 calendar days of receiving your invoice, often sooner. Payment is made by BACS.

As a freelance instructor you are responsible for your own tax and National Insurance.

The day rates below apply for the 2026/27 season unless otherwise agreed at the time of booking.

Course or Activity	Minimum Qualification Level	Day Rate
Adventure day (full day)	ML & RCI	£180
Adventure day (Esk)	ML & RCI	£185
Adventure day (half day)	ML & RCI	£120
Adventure day (moving venues at lunch)	ML & RCI	£185
Fisher Place or Hodge challenge (lead role)	MCI*	£200
Fisher Place or Hodge challenge (support role)	ML & RCI	£180

* Equivalent canyon or cave specific qualifications may also be appropriate.

Cancellation by Lake District Activities

Occasionally we may need to cancel a booking with you. This usually happens if a client cancels, if group numbers change and fewer instructors are required, or for other operational reasons.

The cancellation payments are as follows:

• More than 3 calendar weeks before the delivery date – no payment.
• Between 2 and 3 calendar weeks before the delivery date – 25% of the agreed day rate.
• Less than 2 calendar weeks before the delivery date – 100% of the agreed day rate.

Where possible we will try to offer alternative work on the same date.

If reasonable alternative work is offered and declined, the cancellation payment will not apply.

Please note that a booking should only be considered cancelled once Lake District Activities confirms this directly. If a client contacts you and says the day is no longer going ahead, please still treat the booking as live until you hear from us.

Cancellation by you

We understand that sometimes instructors need to cancel work. If this happens, please give as much notice as possible.

If you know of another suitable instructor who may be able to step in, please let us know.

Vehicle use

If you transport clients in your own vehicle, you must have appropriate insurance that allows this.

Storage unit

Our storage unit is located at Low Wood Bay Watersports Centre and is unit number 7.

Access is via key-card and padlocks. If you need access, these will be provided before your booking. Cards and keys must not be shared with anyone outside Lake District Activities.

Please help keep the unit tidy by returning equipment once it has dried, even if it was not from your own session.

Parking at the facility is managed by ANPR. Please make sure we have your correct registration details if needed.

Privacy

Lake District Activities follows GDPR requirements. Our Privacy Policy can be found on our website.

Your personal information is stored securely and only used for operational purposes.

Working together

We believe the expectations set out here are reasonable and reflect the professional standards we aim to maintain.

In return, you can expect clear communication, fair treatment and prompt payment from us.

Our goal is to build long-term working relationships with instructors who share our standards and approach.