Booking Procedure

How do I book a holiday at The Oakes?

The group leaders need to discuss if The Oakes is a suitable venue for their group’s weekend away. If yes, the leader makes a provisional booking by phone. The provisional booking is held for about 14 days. It must be confirmed by returning a signed booking contract accompanied by a non-refundable deposit of £20 per place booked . If a response is not received by the due date noted in the contract cover letter, the booking may be cancelled.

What happens after the contract is sent to The Oakes?

Upon receipt of the signed contract and non-refundable deposit, the group leader will be sent:

a confirmation letter including the outstanding balance
a Group Booking Confirmation form
‘What to Bring’ sheet for campers
optional insurance leaflet for campers/leaders
Parent/Guardian Consent and Contact Information form for campers
Contact Information and Consent Form for Leaders, Staff, and Volunteers

The visiting leader must complete the Group Booking Confirmation form and return it as soon as the information is available but no less than one month prior to the start of the camp. The leader collects the completed Parent/Guardian Consent and Contact Information forms along with the balance of the payment and sends all to The Oakes.

Is there a size limit for a group booking?

There is no minimum number. The maximum number is 48 campers (this excludes visiting leaders). If one group books 45-48 camper places, it will be considered an exclusive booking. Exclusive bookings require a minimum payment of 45 campers even if fewer than 45 attend. Space is limited for visiting leaders. Please check availability at time of booking.

Are the age ranges flexible?

Bookings from children under 8 years old cannot be accepted.

Based on experience, catering for age ranges more than four school years has presented problems. However, if special circumstances apply, there may be flexibility with the age range.

Is it possible for campers to attend as day visitors, arrive late, leave early, or leave the site and return?

None of these options is recommended because it is disruptive for the individual and the rest of the campers. However, depending on the circumstances exceptions may be made.

Is it possible to use our own booking and consent forms?

The Oakes requests that Oakes forms are used. This ensures all details are covered and makes processing easier for the office.

Is it possible to arrange a site visit?

Yes, please call to arrange. Generally a mid-week time will work the best.

What are typical bookings for term time and school holidays?

Typically during term time several groups of the same age range join together for a weekend camp. Leaders may accompany their groups, but it is not a requirement.

During holidays, bookings are usually made on an individual basis. However, a group of up to 20 campers will be allowed to book during a holiday camp. This will require a contract. Or groups can submit booking forms on an individual basis to open camps, and places will be assigned on a first-come, first-serve basis. Leaders generally do not accompany children on holiday camps.

How do I guarantee the gender of camper places?

The Oakes sleeps a maximum of 24 girl and 24 boy campers.

If the group booking is not an exclusive booking, the male/female breakdown must be communicated to The Oakes as soon as possible. Ideally, it should be noted on the booking contract. When several groups are booked in the same weekend, the group first submitting the deposit and gender breakdown will get priority. Note, this means the sooner you submit a gender breakdown, the more likely you will be able to bring your desired gender mix. Your gender breakdown will be confirmed upon receipt.

This requirement is important to optimise available space and allow as many children/young people as possible to hear the Christian message. People wanting to take up places in the past have been unable to do so due to late/unclear information from group bookings.

Is there a cancellation policy?

The Oakes must be notified in writing of all cancellations . The following charges will apply according to the time before the holiday: 8 weeks – 50% of total cost

Within 4 weeks – 75% of total cost

Within 2 weeks – 100% of total cost

The non-refundable £20 deposit will be included as part of the percentage due.