How To Book Choose your party from the ‘Birthday Parties’ pages’ Choose a date, and have another date or two as reserve dates just in case Call the TrekCo Office on 01273 487509. Tell us: Date Which slot you’d like – morning or afternoon (also evenings May – Sept) Which activities you want for your party How many party participants Their age We will let you know whether your preferred date/time is possible, and will pencil it in the calendar for you. You will need to pay a £50 non-returnable deposit to secure the party. You may do this by credit/debit card on the phone, Paypal, or send a cheque made out to ‘Trekking Co Ltd’. We will hold the booking for 5 working days if you are sending a cheque, or if you want a few more days to finalise your own arrangements. We will then keep the event on our system until two weeks has elapsed, but it is not a ‘booking’ or even a ‘provisional booking’ – it’s just there in case you are delayed, change your mind etc. so we don’t have to type in the details again! After that we’ll re-open the slot. Once we receive your deposit, we will send you a Course Agreement (contract) to sign. You must send this in beforehand; we will need the form before we can start any activities. Along with the Course Agreement we will send a general document of information which is not specific to your visit and contains general information. You can pay the balance on the day or you can call before the day to settle up. Either is fine. Activities High Rope Adventure 3 Hours Minimum Group of 8 £25 Per Person Extreme Activity Experience 3 Hours Minimum Group of 8 £30 Per Person Mountain Bike Extreme 2 Hours Minimum Group of 8 £25 Per Person + Bike Hire Rock And Ride 3 Hours Minimum Group of 8 £40 Per Person + Bike Hire Catering We can cater for parties and have a full catering kitchen and a cafe. This is at Deers Leap – so if you’re on a party involving mountain biking you’ll already be there. If it’s a high ropes party at Blackland Farm, then Deers Leap is just up the lane so it’s a two-minute drive with no turns to make. Very easy. Catering can be how you like it; our office will put you in touch with the catering team. Note: The deposit is non refundable. This isn’t negotiable nor can it be transferred to another date. If you cancel for any reason, the deposit is forfeit. If someone is ill, you should claim on your insurance policy – unfortunately we will still have made arrangements for the day and we cannot recoup these costs or sell the day to someone else, so we cannot refund your deposit. If we cancel, we will refund the deposit. This would only be in the event of extreme weather, and is very unlikely. We have cancelled two days in the last 15 years due to bad weather… Please read our Terms and Condition Regarding Parties & Similar Events. Our Office Trekking Company Cranford House Kingston Road Lewes East Sussex BN7 3NB Tel: 01273 487509 Contact Us FAQ – Party Information Q: What’s the difference between Deers Leap and TrekCo? A: We are sister companies, 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. TrekCo provide the outdoor activity instruction, Deers Leap is the mountain bike park next door. However, please turn up at the right place! (See below) Q: What information do we get when we book? A: 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. Q: Where do we meet? A: 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. Q: What’s your postal address? A: 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! Q: What time should we arrive? A: 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. Q: Is there an indoor space where we can eat? A: Of course you’ll want to offer everyone food afterwards, and we supply great party food from our cafe in the courtyard at Deers Leap Park to suit all tastes – from pizza to birthday cakes, buffets and much more – find out more! We don’t have an indoor space where you can serve your own food, but our catering is excellent and very reasonably priced. 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. Q: Is there an outdoor space where we can have a barbecue in the summer? A: Yes, we have barbecue areas and grilles at Deers Leap that you can reserve for £20. They are about 200 yards from the car park at Deers Leap, and if it’s dry you can drive down there 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. Q: What do we need to bring? A: 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. Q: What about medical conditions? A: 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. Q: Do I need to stay whilst the party is on? A: 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. Q: Do I need to send a deposit? A: 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! Q: Do you have time slots for the parties? A: 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. Q: How early/late can I book? A: 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. Q: Can I transfer my £50 deposit to another day? A: 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. Q: What if I/someone else is ill? A: 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. Q: What if I have fewer than 8 people? A: We still have to ask you to pay for 8 – that’s the minimum. Please read our Terms and Condition Regarding Parties & Similar Events.