Birthday Parties at Blackland Farm and Deers Leap – More Information

What’s the difference between Deers Leap and TrekCo?

None – it’s the same company, and our two bases for birthday parties in Sussex are next door to each other. So we’re pretty flexible in arrangements between the two. However, please turn up at the right place! (See below)

What information do we get when we book?

When you book, we’ll send you the information you need for your party. This will be:

1. A Course Agreement. This is your contract which you need to sign and return (we advise you to keep a copy). It has the details for your party on it.

2. A document with general joining details, kit list, directions, medical form, frequent questions etc. This document is the same for all birthday parties and activity days for families, and contains nothing specific to your own group.

Where do we meet?

If you have booked a birthday party involving biking such as ‘Rock and Ride’ or ‘Mountain Bike Extreme’, meet at Deers Leap. The address is: Deers Leap Bikes, Saint Hill Green, East Grinstead, RH19 4NG. if using a satnav, this will take you to a small triangular junction. Go South for 200m towards Sharpthorne and you’ll see our entrance clearly marked.The phone number is 01342 325858.

If you have booked either High Ropes Adventure or Extreme Activity Experience go to: Blackland Farm, Grinstead Lane, East Grinstead, RH19 4HP. It’s one mile south of Deers Leap on the same lane, clearly marked. The phone number is 01342 811251.

What’s your postal address?

Please send any post to:
Trekking Company
Cranford House
Kingston Road
Lewes
BN7 3NB

This is the office address only; no activities take place here!

What time should we arrive?

Please get to us about 15 minutes before your time slot. We aim to introduce ourselves, explain things and start activities straight away at the start of the time slot so that you get maximum activity time.

Is there an indoor space where we can eat?

At Deers Leap there is a room for parties which is dry and welcomes mud! You can book this for the time of your party and up to 1.5 hours afterwards for a £20 flat fee.  You could get about 15 children in the room. There are toilets and a courtyard for children to amuse themselves in.

There is no indoor facility available at Blackland Farm for parties except for the accommodation blocks; these are rarely free but if so, we can book one for about £70 for the day. This would include toilets, showers, and a full kitchen. You’d need to book a long time in advance and availability is generally very low, but please ask.

Is there an outdoor space where we can have a barbecue in the summer?

Yes, we have barbecue areas and grilles at Deers Leap that you can reserve for £20, just like the indoor space. They are about 200 yards from the car park at Deers Leap, but we can drive your food down there for you on our quad bike to save you carrying everything. There are safety rules for the barbie – mainly that you must have water and you must keep the fire supervised. There is a form to sign for this. Barbies must finish and the park be empty by 8.00pm latest; this is a local by-law connected with the use of Deers Leap.

What do we need to bring?

Just make sure the children are clothed appropriately for the weather with rough, loose clothes that you don’t mind them getting dirty. The nature of most of our activities is rough and active, so please expect that clothing may be damaged and will certainly need washing.

What about medical conditions?

We have instructors who work with children with a wide variety of conditions. You do need to tell us in advance if you have a child coming who has any medical condition, whether you think it significant or not. Please ensure that they bring inhalers, epipens etc with them as needed.

It is important that other parents who are sending their children to us with your group are made fully aware of what their children will be taking part in.

Do I need to stay whilst the party is on?

Yes – we do need an adult present with the group, or at the very least on site. It is not possible to leave a group with us unsupervised; there must be a responsible adult (over 18 at a minimum) present at all times.

Booking Details – Money, Conditions etc.

How do I book a party?

There are full details on the Booking a Party page

Do I need to send a deposit?

Yes. Please send a £50 deposit for birthday parties. Cheques to ‘The Trekking Company’ or ‘TrekCo’ please, or call 01342 325858 to pay by card. Please make sure you clearly state which party you’re paying for!

Do you have time slots for the parties?

Yes, Parties are 10.00 – 1.00 or 2.00 – 5.00, with an extra 5.00 – 8.00 p.m. slot in the summer (May to September). If your party is two hours (biking), then it can be the time you choose within that slot.

Ultimate Extreme Combo, which is an all day extreme event, is 10.00 a.m. to 5.00 p.m.

How early/late can I book?

Anytime you like; if we have a space then you can book. Just remember that you don’t have a booking until we receive the deposit, and the deposit is not refundable.

Can I transfer my £50 deposit to another day?

Regrettably, no. The idea of the deposit is that once we get it, we’ll keep the day for you and tell anyone else it’s full. So we would be turning people away from that day – this means the deposit is forfeit if you change your mind.

What if I/someone else is ill?

You’d need to claim on your insurance; unfortunately we still have to pay our staff and will have kept the time for you, so we’d still have to ask you for the payment. This is standard for any event.

What if I have fewer than 8 people?

We still have to ask you to pay for 8 – that’s the minimum.

 

FULL TERMS AND CONDITIONS FOR PARTIES AND SIMILAR EVENTS