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For Booking a Course as of 1st September 2019

The information below is for Course Organisers who wish to book a group to attend Arthog from the 1st September 2019.

Important Changes

For bookings from 1st September 2019 onwards, there have been some important changes that Course Organisers will need to be aware of. These are:

  • Course Organisers will be able to submit booking forms for the next 2x Academic Years 2019/20 & 2020/21. This will allow for more time to plan and save.

  • There is a new Deposit and Cancellation Policy which removes the need to pay a physical deposit; only in the event of a cancellation will a deposit payment be required.

  • We have simplified the fee structure, making it more transparent. The fee is now based on a single tariff applied throughout the year, with specific 20% discounted periods.

  • Travel to and from Arthog has been separated from the actual course fee. A coach transport booking service is still available on request for all groups and will be arranged by Telford & Wrekin or Shropshire County Council. Groups choosing the train option will need to book this directly with Transport of Wales Trains.


Making a Booking

In order to stand the best chance of securing the booking dates you prefer, please submit a completed Booking Form by Friday 15th February. Booking Forms should be emailed to info@arthog.co.uk or faxed to 01341 250023.

Please click on the following links to access the booking information

Please note: We will always try our best to allocate to you your preferred dates. This may not always be possible, so when we contact you, we will discuss the options that are available to allow you to come to Arthog.


Confirming & Arranging Your Booking

Once dates have been agreed, Arthog OEC will send via email your Booking Confirmation and additional information for Course Leaders, Parents/Carers and Participants.

The booking will constitute a legally binding contract, and a cancellation prior to the course will incur a cancellation fee.

  • 4 months prior to the Course Start Date - final numbers will be requested by Arthog.
  • 3 months prior to Course Start Date - submission to Arthog of final numbers
  • 6 weeks prior to Course Start Date - an invoice will be issued for final payment of course payable in 30days
  • 4 weeks prior to Course Start Date - Consent forms and group information sent to Arthog
  • 2 weeks prior to Course Start Date - final invoice payment due
  • 1 week prior to Course Start Date - Arthog will make contact confirming details, accommodation, dietary, special needs etc...

Programme planning

In the term before your visit you will be invited to discuss requirements and plan your programme. It is helpful if you have familiarised yourself with the adventure activities before hand and decided your preferences.

All Schools attending should ensure that they have followed the relevant procedures and guidance for Education Visits Co-ordination.

The Arthog Wales booking form and process meets the requirements of the Telford & Wrekin and Shropshire Educational Visits approval, and covers the requirement of Form 16a. Therefore you will not be required to submit a Form 16a if you are planning to attend Arthog Wales.


Education Visit Co-ordination

Please Note: Course Organisers are responsible for the risk assessment of their transport to and from the centre, down time and self led activities. Risk assessing children with medical, dietary, behavioural, and / or special needs should be undertaken by the school, and Arthog Wales notified. If further guidance is needed then please contact the following:

 TELFORD & WREKIN SCHOOLS SHROPSHIRE SCHOOLS 
Mrs Jo Barnett
Outdoor Education Service Manager
Telford & Wrekin Council
2nd Floor
Wellington Civic Offices
Telford
TF1 1LX
Tel: 01952 382057
Mobile: 07973 716547
jo.barnett@telford.gov.uk
Mr Dave Thorley
Shropshire Outdoor Education / DofE Advisor
Learning Skills
The Shirehall
Abbey Foregate
Shrewsbury
SY2 6ND
Tel: 01743 254485
Email: dave.thorley@shropshire.gov.uk

Important Pre-Course Information

Please download and complete the following, then send by email info@arthog.co.uk or fax 01341 250023 at least four weeks before your visit.

This information is vital for us to prepare for you attending, and allows the Outdoor Educators to understand the needs of your group.

Contact parents

On receipt of your booking confirmation you can contact parents. You will need to send the parents:

Please note: Early recruitment and opportunities to pay over a longer time by instalments can be helpful to parents.


Cancellation charges

If Arthog OEC cancels a course due to unforeseen events, or events outside of its control, then alternate dates, or a refund will be offered.

If a cancellation of a course is made by the Visiting Group due to attend, then in line with our Deposits and Cancellations Policy, Arthog OEC will issue an invoice based on the agreed booking numbers, and length of course.

All cancellations must be confirmed in writing addressed to Centre Manager, Arthog Outdoor Education Centre, Arthog, Gwynedd LL39 1BX, or alternatively by email to info@arthog.co.uk

  • Up to 6 months before course start - 25% cancellation fee based on booking form
  • Within 6-4months before course start - 75% cancellation fee based on booking form
  • Within 3 months before course start - 100% cancellation fee based on booking form

Visiting Groups are advised to have suitable insurance to cover for cancellation of the whole course and for individual participant(s) withdrawal from the course.

These booking conditions are designed to allow our Visiting Groups flexibility and to ensure the financial viability of Arthog, whilst enabling the participant fee to be kept as low as possible. If you do have any concerns or queries please do contact us to discuss.


Transport

Coming by Coach

A Coach Transport booking service is available on request for groups and can be arranged via Arthog by Telford & Wrekin or Shropshire County Council. A quote will be produced for consideration of the Course Organiser.

If the quote is accepted, then this will be invoiced separately and not included in the course fee.

Alternatively groups may wish to book transport independently.



How to book a Coach

TELFORD & WREKIN COUNCIL
SHROPSHIRE COUNTY COUNCIL
Transport Procurement enquiries

Transport.Contracts@telford.gov.uk

Telephone: 01952 384620 
Passenger Transport Commissioning

nick.nuthall@shropshire.gov.uk

Telephone: 01743 253032

Shropshire Active Contractors list as of 23-01-19

Coming by Train

Destination: Morfa Mawddach Train Station

Transport for Wales Trains currently allows for a maximum of 60x passengers per booking, and stipulate that booking for places can be received no earlier than 3x weeks in advance of travel.

Groups choosing this option will need to make their own arrangements.

To book train tickets then contact group.travel@tfwrail.wales with departure, arrival dates and number travelling. Visit the Transport for Wales website https://tfwrail.wales/ways-to-save/group-travel

To arrange for your luggage to be delivered to and from Arthog then please contact Telford & Wrekin Fleet Services on;

AFSOsFLEET@telford.gov.uk or call 01952 384824

The course Leader is responsible for risk assessing the journey to and from Arthog. Please refer to your Educational Visits Guidance.


Duty of care

The school teacher has the ultimate duty of care for the children from their school. The head of centre at Arthog should be consulted where visiting staff have any concerns