Information for teachers
How to book
Get in touch with our dedicated and friendly team who’re more than happy to answer any queries and help you book your next trip!
Make an enquiry via our form or give us a call.
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.
Young persons support fund
Hampshire Outdoor Centres are pleased to offer a support fund which can provide financial assistance to young persons who would like to visit to one of our centres.
Safeguarding
As a service provided by Hampshire County Council, Hampshire Outdoor Centres (HOC) is committed to ensuring children, young people and adults are protected from harm and that their welfare is at the forefront of the Council’s work. This safeguarding commitment extends to the Council’s duties and responsibilities in relation to the workforce, where both safeguarding, and employee relations policies must be followed.
Find out more about how we take active steps to meet this commitment by downloading our HOC Safeguarding Statement.
Frequently asked questions
Deposit and payment
When is the deposit payment due?
The deposit payment is due within seven days of being raised. We will raise the deposit invoice upon receipt of the completed booking confirmation table.
What happens if I can't complete the deposit payment within the time frame?
The booking is not secure until the deposit payment has been made. If we don't receive the deposit payment within the requested time frame, the dates will be released for other schools and groups to book.
When do we need to confirm our final student numbers?
We will contact you four months before your arrival to request your final student numbers. You will then have 14 days to get back to us with any amendments. If we don't hear from you within the 14 days, we will confirm your student numbers based on the numbers that we hold.
When is the balance payment due?
The full booking balance is due 3 months prior to your arrival date.
What happens if I can't complete the balance payment within the time frame?
If you don't complete the balance payment within the requested time frame we will cancel the booking.
Staff costs
How many free staff spaces are included?
For every 10 students you can bring one adult free of charge. For example one to 10 students is one free adult, 11 to 20 students is two free adults.
Is there an additional charge for staff attending as 1:1 support?
There is a fee for any additional staff outside of the 1:10 ratio. This includes any 1:1 support staff. The additional fee is to cover costs incurred for meals and accommodation.
Can I bring additional staff?
As long as we have space in our accommodation, you are welcome to bring additional staff. There is an additional fee for extra staff.