Guidelines

CYCLABILITY® CIC
Session Guidelines
Last updated December 2025

Please note attendance at a session is treated as acceptance of the following terms:

Bookings can be rescheduled up to 48 hours before the session starts; this will allow time for the slot to be rebooked and the session to be fully utilised.
A booking is only complete if a valid consent form is held in our system.
Each booking should include FULL names for all participants.
Observers are not permitted at the session; everyone attending should have a valid booking.
Mobile devices are not allowed to be used during the session to ensure everyone's full attention is focused on participant safety.
Online group bookings may be made for up to 5 people. We reserve the right to cancel larger groups if a large group booking is made by splitting the booking.
Each bookings is for 55 minutes. This is to allow time for riders to leave the track before the next group starts to avoid congestion.
Bookings are not transferable or refundable.
All attendees must be 16 years or older.
By making a booking you are agreeing to follow our guidelines.

Coming to a session:

We run booked time slots (typically 10am, 11am and 12 – depending on the time of year). Please do not come to a session without a booking, or at a different time to your booked slot.

(We are currently trialling additional functionality in our new booking system and some slots maybe available to book on the day. If you do not have a booking £5 will be payable at the track. If you have a booking for the same day but at a different time we will charge £2 for additional administration. All on-the-day changes are subject to availability.)

Participants and volunteers should park in the main car park unless they are unable to walk from there or cannot get under the height bar. Only those who need to, should park by the gates to the athletics track.

Please bring your own helmet if you have one. We also have helmets we can lend to you for the session.

Please arrive promptly at the time that you have booked and confirm your arrival with the person at reception.

Carers are responsible for the participants in their care and should supervise them at all times and preferably cycle around with or near them (at their own risk) or keep a very close eye on them from the trackside. They should also deal with any minor mishaps and first aid requirements. To help us with our safeguarding responsibilities to our participants, parents/carers should not use any electronic device other than to take a photograph when the participant is stationary off the red track, taking care not to capture any other participant in the picture.

When tandems and side-by-side cycles are used, the carers should be capable of cycling these with the participant. Please note it is not possible to book a specific cycle.

Please do not congregate around the entrance to the track or stand in the bike area if not cycling and please keep out of the exclusion zone around the cabins.

Smoking / Vaping:

Please note that smoking (including vaping) is not permitted within the perimeter fence of the athletics track (nor near the entrance gate).

Mobile Devices:

Mobile devices should not be used by participants or carers during a session (on or off the track) other than in an emergency.

Photography is allowed of a consenting individual or group at the start or end of their ride; but only if no other participant is captured in the image.

Booking:

A consent form should be completed for each new participant before coming to the session.

Bookings can be made directly through the website using the online booking system. Multiple bookings can be made at the same time using this system.

Group bookings can be made by emailing booking@cyclability.org for more information.

Bookings can be rescheduled online, up to 48 hours before the booked session.

Refreshments:

Refreshments are available at the track . We charge £1 per person for a drink and biscuits to cover the cost of replenishing our supplies. Please bring cash, card or apple pay if you would like a drink.

Service Animals:

We do not permit dogs to be brought to our sessions, but in accordance with the Equality Act 2010 we make an exception for service dogs to attend provided someone is brought along to care for the dog while the owner is riding. We do not provide a dog care service. The footprint of the Athletics track area is very large and we are adjacent to Shotover Country Park; so there is ample space for the dog to be walked away from the cycling activities. The dog may not however be kept in front of the bike storage cabins or anywhere near the high traffic area in front of the entrance to the track as this poses a risk in terms of the safe running of our sessions. The dog remains the responsibility of the owner at all times.

Cancellation:

Very occasionally we will need to cancel a session. If this happens, we will let you know using the information provided at the time of booking and you will be able to reschedule your session without charge.

Covid (and other illnesses):

Many of our participants are vulnerable, so please do not attend if you have any symptoms of any illness or think you might be infectious.

Your cooperation in following these guidelines is greatly appreciated and helps ensure the sessions can be run safely for all our participants and volunteers. To maintain the safety of others, anyone not following the guidelines may be asked to leave the track.