Arthog Wales course organiser pack
We are now taking bookings for dates up to 31 August 2026.
The information below is for Course Organisers who wish to book a group to attend Arthog.
Important Information
- Course Organisers are able to submit booking forms for the Academic Years 2024 - 2025 and 2025 - 2026. This allows for more time to plan and for parents to save.
- A deposit is not required to make a booking but we do need a signed booking form before we can confirm dates.
- Booking Organisers and parents or legal guardians are strongly advised to have suitable insurance cover in the event of cancellations.
- We have a simplified transparent fee structure based on a single tariff applied throughout the year, with specific 10% discounted periods.
- The fees applicable to your course are determined if your school or group is based in Telford & Wrekin Council Borough or Out of Borough.
- Travel to and from Arthog is not included in the actual course fee. Transport by minbus during your course at Arthog is provided in the course fee.
- Groups choosing to travel by train will need to book directly with Transport of Wales Trains. Refer below.
- View information about Making a Booking
- View information about Confirming & Arranging Your Booking
- View information about Activity Programme Planning
- View information about Education Visit Co-ordination
- View information about Important Pre-Course Information
- View information about Contacting Parents
- View information about Cancellation Charges
- View information about Transport
- View information on Duty of care
Making a Booking
In order to stand the best chance of securing the booking dates you prefer, please submit a completed Booking Form as early as possible as availability can be guaranteed.
Booking Forms should be emailed to [email protected].
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 and 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.
- 12 weeks prior to Course Start Date - submission to Arthog of final numbers. The numbers supplied are critical in order for us to ensure we have sufficient accommodation, staffing and for invoicing purposes.
- 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. Download our list of Arthog Activities to help you to familiarise and decide on your preferred activities for your trip.
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 |
|
Mr Alan Braybrooke Outdoor Education Service Manager Arthog Outreach Short Wood Centre Limekiln Lane Wellington TF1 2JA Telephone: 01952 387378 Email: [email protected] |
Mr Dave Thorley Shropshire Outdoor Education / DofE Advisor Learning Skills The Shirehall Abbey Foregate Shrewsbury SY2 6ND Telephone: 01743 254485 Email: [email protected] |
Important Pre-Course Information
Please download and complete the following, then send by email [email protected] at least four weeks before your visit.
- Download Activity Group lists.
- Download Arthog's Individual Access Plan
- Download Child protection statement.
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:
- Booking information
- Download a Consent form
- Download a Kit list
- Download an Arthog - Your Quick Guide
- Advice to have suitable Travel Insurance to cover for injury or illness affecting attendance before or during the planned trip. Refunds can not be given.
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 Cancellations Policy, Arthog OEC will issue an invoice based on the agreed booking numbers, and length of course. Under these circumstances, Schools and Groups are strongly advised to have suitable Travel Insurance to cover for any cancellations fees.
Refunds can not be given for those not attending due to sickness or injury before attending a planned trip, or having to leave early during a planned trip. Parents / Legal Guardians are strongly advised to have suitable Travel Insurance for those attending.
All cancellations must be confirmed in writing addressed to Centre Manager, Arthog Outdoor Education Centre, Arthog, Gwynedd LL39 1BX, or alternatively by email to [email protected].
| Booking timeline | Whole group cancellation | Individual cancellation |
|---|---|---|
| Up to six months prior to course start. | 25% cancellation fee | No cancellation fee |
| Between six and three months prior to course start. | 75% cancellation fee | No cancellation fee |
| Within three months prior to course starting | 100% cancellation fee | 100% cancellation fee |
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
Schools and Groups will need to organise your own transport to and from Arthog OEC. The contacts below maybe able to assist with any enquiries you may have.
| TELFORD & WREKIN COUNCIL | SHROPSHIRE COUNTY COUNCIL |
|---|---|
|
Transport Procurement enquiries [email protected] Telephone: 01952 384620 |
Passenger Transport Commissioning [email protected] Telephone: 01743 253032 |
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 [email protected] with departure, arrival dates and number travelling. Visit the Transport for Wales website.
Please carefully consider your luggage transportation on the train for large groups. You may need to arrange transportation of bags separately to and from the centre.
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
- Course organisers should fill in the booking form, including alternative dates where appropriate.
- Send the completed form by email to [email protected] or fax 01341 250023 or post to Arthog OEC, Dolgellau, Gwynedd LL39 1BX.
- Download the group list.
A confirmation of booking will be sent to you when the booking process is completed.
Contact course participants
On receipt of your booking confirmation you can contact course participants and send them a consent form and kit list.
Deposits
Midweek bookings will have an invoice sent for deposits before your visit. The deposit invoice should be paid on receipt for the numbers you have booked. All deposits are non-refundable.
Weekend bookings must include a cheque for £30 per head at the time of booking, made payable to Telford & Wrekin Council. Weekend visits can be extended into Monday if required.
Programme planning
Before your visit we will contact you 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.
Group list
Download and complete the activity group lists, complex needs guidance (if relevant) and either email, fax or post to us two weeks prior to your visit.
Payment and cancellations
Deposit invoice must be paid in advance.
Arthog reserves the right to charge parties who cancel their course with less than two months notice, for the full cost of the cancelled booking.
Transport
Transport to and from Arthog must be organised by the course organiser. It is not included in the cost of adult courses. Arrival and departure times can be agreed when planning your programme.