After booking

Once your booking is confirmed, you will receive access to key information and planning resources, including parents’ presentations, booking confirmation details, forms, and guidance to support you through each stage of your visit.

We use a structured system to:

  • Collect key information about your group
  • Confirm programme details and requirements
  • Manage updates and changes efficiently

You will be asked to provide information such as participant numbers, additional needs, and programme preferences. Keeping this information up to date helps ensure your visit runs smoothly.

This process is designed to:

  • Reduce duplication of information
  • Keep communication clear and consistent
  • Provide a single, reliable record of your visit planning

You will have access to a range of downloadable resources, including planning templates, risk information, forms, and guidance documents to support your preparation.

Site visits and open days

We understand the importance of feeling confident in your choice.

You may be able to:

  • Arrange a site visit
  • Join a virtual call with the team
  • Attend an open day (where available)

These opportunities help you:

  • Explore facilities
  • Ask questions
  • Plan more effectively

Stubbington Study Centre holds three Open Days each year, allowing children and their parents or carers to visit before their trip. These visits help families prepare and build confidence, but are not intended for discussing individual school or pupil requirements. Schools will be advised of the arrangements when booking.

Before you travel

Preparing for your visit is an important part of ensuring a smooth and successful experience.

You will be guided through key planning steps once your visit is confirmed, but generally you will need to:

  • Confirm participant numbers and group structure
  • Submit required information, including medical, dietary, and additional needs
  • Share key information with parents and carers
  • Finalise your programme and logistical arrangements

As visit leader, you are responsible for collecting and providing accurate information about your group in advance, including medical conditions, dietary requirements, and swimming ability where relevant. This ensures activities can be adapted appropriately and safely.

Early planning and clear communication will reduce last‑minute changes and help our team prepare effectively for your arrival. Where appropriate, your centre may offer additional planning support, such as a pre-visit meeting or a discussion with the team about your programme.

Medical forms and consent

It is the group leader's responsibility to ensure they have obtained fully informed (parental for under 18s) consent for group members to attend Hampshire Outdoor Centres before arrival. Furthermore, parents/guardians and visiting staff accept that, by their nature, adventure activities may involve some level of risk which cannot be fully eliminated.

Failure to disclose relevant information may result in groups or individuals not being permitted to undertake activities at Hampshire Outdoor Centres.

It is important that group leaders obtain information from parents or guardians for under 18s, relating to:

  • Medical conditions
  • Additional needs
  • Swimming ability (for programmes with water content)
  • Dietary requirements

Visiting group leaders must disclose this information prior to the visit using the HOC Group and Staff List Form.

Medical and consent information can be collected using the school's own forms or our form templates:
Medical Questionnaire and Activities Consent Form

The Outdoor Education Advisers’ Panel (OEAP) supports local authorities, schools and academy groups in England, Wales and Northern Ireland and provides advice on good practice in off-site visits, outdoor learning and learning outside the classroom. Their guidance may be useful when planning your visit to Hampshire Outdoor Centres.

Parent and carer communications

We provide resources to help you communicate clearly and consistently with parents and carers.

  • You will be able to access:
  • Kit lists to help families prepare
  • Guidance on medical, dietary, and consent requirements

It is the responsibility of the visit leader to ensure fully informed consent is obtained for all participants before arrival.

Providing clear and timely information to families helps build confidence and supports a positive experience for young people.

Financial support

We are committed to making outdoor learning accessible to all young people. Financial support may be available through schemes such as the Young Person Support Fund (exceptions apply) or the Friends of Minstead fund (for Minstead Study Centre bookings only), which can help reduce barriers to participation.

We have also compiled a list of other funding sources to support you. This support is intended for individuals or groups who might otherwise be unable to attend. Applications must be submitted by the school or group leader and should identify the individuals requiring support. We may request relevant information to help us assess each application.