Booking
For General enquiries & availability for ALL centres please ring Jan on 01600 750221
HOW DO I BOOK?
Complete the booking form with as much information as possible and return to Hilston Park OEC. Newcastle, Monmouth, NP25 5NY. We will send you an acknowledgement confirming your booking and detailing the costs and the dates by which payments should be made.
HOW ARE BOOKINGS ALLOCATED?
Schools in the owning authorities of Blaenau Gwent, Torfaen, Monmouthshire and Newport:
In May you will be asked to return your booking applications for the following academic year. Bookings are allocated in June. Demand is high and we are not always able to provide everyone with their first choice. We may refer to last year's allocation to ensure that applicants who were not previously successful are given priority.
In the unlikely event that we are unable to offer you a booking, you will be placed on the reserve list and informed of available dates as they occur.
Other Users:
We begin to accept bookings from other users in July. Bookings are allocated on a first come first served basis.
HOW MUCH DEPOSIT WILL I NEED TO SEND YOU?
Please do not send your deposit with your application. Our charges detail the nominal deposits required for each centre. Deposits are due for payment 10 weeks prior to the start of your visit. Cheques made payable to Monmouthshire C.C. are non returnable or transferable. If deposits do not reach us by the required date your booking will be re-allocated.
HOW DO I FINALISE THE DETAILS OF MY BOOKING?
You are welcome to contact the centre and discuss your programme. 10 weeks prior to your visit you will need to send to the centre, a completed reply slip detailing the final make-up of your party (final payment will be based on these numbers) and confirmation of the programme that you will be following.
WHEN SHALL I SEND THE FINAL BALANCE?
Please send the final balance not later than 6 weeks before the start of the course. We do not send reminders so please make a note of when balances are due. Cheques should be made payable to Monmouthshire C.C.
WHAT HAPPENS IF I NEED TO CANCEL?
If you should need to make a cancellation, please let us know as soon as possible. We ask you to confirm cancellations in writing to eliminate misunderstandings and errors. When a cancellation is received more than 10 weeks before the start of a course then there is no charge to the client and all monies are refunded. If a cancellation is made after that time, then every effort is made to fill that place from the 'Reserve List'. If we can achieve this then all money other than the deposit is returned. However if we cannot fill the place and cancellation is made less than 6 weeks prior to the start of the course then full course fees (equivalent to the cost of a minimum number centre booking) are payable.
INSURANCE
The Gwent Outdoor Centres have third party liability cover of £15 million. You are advised to contact your own insurance broker should you wish to take out cover for personal accident or loss or damage to personal effects.
TRANSPORT
Transport will be provided to and from activity/study areas for those groups following centre-approved programmes. Groups are responsible for providing and meeting the cost of transport to and from the centre.
DOMESTIC ARRANGEMENTS
The centre staff daily provide a cooked breakfast, packed lunch and two course evening meal.
For weekend groups the first meal provided is normally breakfast on the Saturday morning. Groups may wish to contact the centre to discuss alternative arrangements.
AVAILABILITY
Visits are normally programmed Monday to Friday and Friday to Sunday. Mid week groups should arrive by 10.30 a.m. on Monday and depart by 15.00 p.m. on Friday.
Weekend groups normally arrive by 18.30 p.m. on Friday and depart by 15.30 p.m. on Sunday.
Shorter or longer stays can be arranged.
STAFFING
Centre staff are available to help groups with their programmes and will normally lead all courses that involve "Adventure Pursuits" such as caving, climbing, canoeing. Visiting party leaders are responsible for overnight supervisory duties. It is recommended that parties of young people be accompanied by responsible adults in a ratio of 10:1.
We hope you enjoy your visit!
