Educational Visit Enquiry Form

Cancellation policy 
If the school cancels a visit: 

• At more than 8 weeks’ notice, no charge is incurred. 

• At between 8 weeks’ and 2 weeks’ notice, 50% of the fee is charged. 

• At between 2 weeks’ and one week’s notice, 75% of the fee is charged. 

• At less than one week’s notice, the full fee is charged. 

If Nottinghamshire Wildlife Trust cancels at any point, the fee will be waived. Staff may offer to reschedule the visit. 

Payment policy 
We request payment on invoice. This will be sent to you via email following your visit.  

Further Information for your visit 
The information below will ensure that you and your group have a safe, memorable and fun day out with Nottinghamshire Wildlife Trust: 

• Rules – Our activities take place on our nature reserves, some of which may be Sites of Special Scientific Interest (SSSI) and may be surrounded by deep water. Our team know the sites they are working on very well. Please support them by ensuring the site rules are followed and instructions and guidelines are carried out. 

• Responsibilities – Whilst our engagement staff will lead the activities, we consider your visit leader to be in charge of the party and are therefore responsible for monitoring and managing behaviour. Participants who are acting in a way that is disruptive to the activities being delivered, may be asked to not take part. This is particularly if the health and safety of themselves or others is at risk. They will need supervising by your staff. If your group is split into two or three, we ask that one member of teaching staff per group is available to act in loco parentis. This information will be clarified in your confirmation email. Please note the recommended adult to child ratios below. 

• Food - During a full day visit, our staff will not be present at lunch time. You will need to provide lunch for your group. Packed lunches can be brought or food and drinks can be purchased from our café. We would advise participants not to rely solely on the café, as it can get very busy during lunch time, increasing waiting times and risking a delay to your afternoon activities. We have a designated area for food and drinks to be left while children are out on site so they don’t have to carry it with them. On very hot days, we request that children take water bottles with them when out on the reserve.  

Health and Safety 

We are proud of our health and safety record. To help us keep up these standards, please consider the following points: 

• EYFS: 1 adult to 4 participants 
• Key Stage 1: 1 adult to 6 participants 
• Key Stage 2: 1 adult to 8 participants 
• Key Stage 3: 1 adult to 10 participants 
• Key Stage 4: 1 adult to 15 participants 
• A-Level: 1 adult to 15 participants 
• University: None – at your group leader’s discretion (based on any individual needs) 

• Clothing - Please ensure that pupils are dressed appropriately for their visit with suitable footwear. In hot weather, our sites can be very exposed so we recommend that children wear hats and long trousers and that their shoulders are covered. Please note that only extreme weather conditions will disrupt our activities. 

• Risk assessments – The visit organiser will receive risk assessments for the activities in advance of the visit.  Please note that risk assessments for the coach journey and any other times of the visit are the responsibility of the school. 

• First Aid - All our engagement staff are first aid trained and will carry first aid kits but you should also bring your own and a designated first aider. All accidents should be reported to the teacher and a member of our team. In the booking form and above and on the day of the visit, please advise us if any pupils have medical conditions that require them to carry inhalers, auto-injectors etc. Please note that a designated adult from the school should accompany them at all times so they can assist with administering medication if necessary. 

• Site Movement - Due to the nature of our sites, some of which may be used by the public, we ask that pupils move around the site by walking in pairs or in a line behind the activity leader with a designated adult at the rear of the line. 

• Hygiene - We ask for your co-operation in ensuring that pupils do not eat anything they find on the site and that they wash their hands before eating their lunch or a snack. Please ensure that open cuts on hands are covered as a precaution against Weils’ disease which is a rare water-borne disease. Nottinghamshire Wildlife Trust staff have plasters and gloves available for use if necessary when pupils are pond dipping.