Booking Administration
Day Visits

By now you should be at the point of having a confirmed booking – dates and prices agreed and a copy of a signed booking form.  If not, then we will be in touch soon to make sure all those things are in place.

During the weeks leading up to your visit, we will be asking you to send us details of final expected numbers, information about your group participants and leaders, transport arrangements, etc.  Below are details of what we will need from you and when with links to the appropriate forms.

If you need any help in completing these forms or if you think you might be late in submitting the information, please feel free to drop us an email or call us so we can help.  We are here to help make this process easy for you, so that you can concentrate on preparing your group participants!

If you need information from us about our health and safety arrangements, please see our Resources section where you should find everything that you need.

Final expected numbers

We ask for the final balance of your course fees to be paid in advance of your visit.  So that we can arrange for your final bill to be sent to you, we will contact you 6 weeks before the start date of your course to ask for your final expected numbers.

As is often the case, you may still have one or two group participants who have not fully committed to coming at this stage.  We just ask you to keep in touch with any changes in your numbers prior to your visit.  This will help us make the appropriate changes to our plans if needed.

If we have offered your participants access to external funding, we will need their completed application forms by this time, as their eligibility will affect your final bill.  If we have not received the forms, you will be billed the full course fee.

Final group information

We will also be busy preparing for your visit, so there is more information that we will need from you 2 weeks before the start date of your course.

Click the button to complete our Final Group Information form and submit it.  If your arrangements change, you can submit details on the Amendments form.

The information you will need to have to hand:

  • Booking reference number (e.g. SA-12345)
  • Course dates
  • Travel arrangements to/from the Storey Arms
  • Arrival/departure times – confirmation
  • Your current group numbers – participants and leaders
  • Group leader names
  • Any known special medical/access requirements – only those that we need to know about before your visit to be able to make arrangements
  • Any additional information you might think is useful for us
  • Any questions that you have for us

We expect group leaders to have their own list of individual participant details and emergency contact information to bring with them on a day visit.

If you are uncertain about the information you will need, there is a form available in our Resources section which you may find useful.

Use this form to let us have information about your participants and leaders.  You only need to use this form once.  If you have any changes to your informaton, please use the Amendment Form below.

Use this form for any changes to the information that you have already sent us.  You can use it as many times as you need to.

We are here to help, so please get in touch if you need us!

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