GUIDANCE NOTES
RALLIES AND DUKE OF EDINBURGH (DOFE)
Camping in the Forest LLP is able to accept Rally and DofE / Youth Group bookings from
qualifying organisations on a number of sites. These notes are intended to clarify who qualifies
for the preferential rates these bookings are made at and to support the booking process.
Pricing is not included within this document.
1. WHO QUALIFIES AS A RALLY
Our Rally rate is available to any group associated with the Camping and Caravanning industry.
It is also available to the Camping and Caravanning Club District Associations or Special Interest
Sections.
2. WHO QUALIFIES AS A DOFE / YOUTH GROUP
The DofE rates are available to all recognised youth organisations. This is any group on a DofE
expedition, school groups, Guides, Scouts, Cubs, Brownies, Army, Air and Sea cadets and Girls
Brigades. However it is not available if all the children are accompanied by their parents.
There must be a chaperone present at all times unless all the group are over 18; in which case
they have to be partaking in a Gold DofE Award – such groups will be accepted at the Site
Manager’s discretion.
3. OTHER QUALIFYING CRITERIA - RALLIES
To qualify for the Rally pricing the booking must be for a minimum of 10 units. In High Season
you must stay for a minimum of 2 nights.
We only accept Rally bookings in High Season at Holmsley, Ocknell & Longbeech, Roundhill,
Thorpe and Bracelands. We cannot accept a Rally booking on any site during Bank Holiday
season.
4. OTHER QUALIFYING CRITERIA – DOFE / YOUTH GROUPS
All DofE, School Groups, Guides, Scouts, Cubs, Brownies and Cadets must have a supervising adult
present at all times unless solo camping is required as per the Gold Award. There must be 1
chaperone to every 7 students/children.
We cannot accept DofE/Youth Group bookings at Denny and Matley, Aldridge Hill, Thorpe, and
Setthorns. A small number of sites will take these bookings in high season: Bracelands, Ocknell,
Holmsley, Postern Hill, Cobleland and Cashel. No site will accept a booking of this nature during
Bank Holiday season.
GUIDANCE NOTES
RALLIES AND DUKE OF EDINBURGH (DOFE)
5. AVAILABILITY FOR RALLIES AND DOFE/YOUTH GROUPS
All requests for Rallies and DofE / Youth Group bookings will be considered on a first come, first served
basis. We will consider each booking in view of any other bookings on the site at the time requested.
In consideration to other campers the number of pitches booked for Rallies and DofE youth groups at
any one time on a site will be limited. If we cannot accommodate your requested site we will suggest
an alternative.
6. RALLY FIELDS
A separate Rally Field is available on selected sites; Ocknell, Roundhill, Holmsley, Bracelands and
Thorpe. These can be requested when booking. When the whole Rally field is not being used for an
individual booking it may be necessary to share with another party.
7. CONFIRMATION OF NUMBERS – RALLIES, DOFE AND YOUTH GROUPS
We appreciate that at the early stages of organising a Rally, DofE or Youth Group it will not be
possible to provide an exact number of units, students, chaperones and vehicles attending. However
to enable us to secure the pitches in advance to ensure no subsequent over booking, the organiser
will be asked to provide an approximate number of attendees. For Rallies only this will be preferably
split by pitch type required.
Full payment will be required within 14 days of the booking being made. A pro rata invoice will be
raised for you. If payment is not received in this timescale the booking will be cancelled without
notification.
We understand numbers may change and a reduction in numbers can be made without cost up to 14
days prior to the arrival date. Please contact your chosen site to make any amendments. Any
amendments made within 14 days of arrival which result in the overall cost of the booking reducing
will not result in a refund.
Please arrange to send the site a list of attendees 14 days prior to arrival.
If an attendees list is not received then the Site Manager may contact the organiser to request this
and to confirm arrangements. For Rallies, additional units may turn up on the day and be charged
rally rates subject to pitch availability. Though every effort will be made to accommodate, no
guarantee of a pitch being available can be made to those who have not confirmed attendance in
advance. If a pre booked unit fails to arrive unfortunately no refund can be offered.
6. Confirmation of numbers – DofEs, Youth
If you decide to cancel your Rally / DofE / Youth Group booking you mustGroups
do this at least 14 days
before you arrive on site. Cancelling a confirmed booking will be with the loss of a £25 administration
fee. Cancelling within 14 days of arrival will result in the loss of all monies paid.
GUIDANCE NOTES
RALLIES AND DUKE OF EDINBURGH (DOFE)
8. FAILURE TO MEET QUALIFYING CRITERIA – RALLIES
If the number of units falls below 10, the booking will revert to standard Camping in the Forest pitch
fee pricing which will be calculated based on the pitch type booked, the number of people on each
pitch and any extras required.
9. PRICING
For the latest pricing for Rallies and DofE groups/Youth Groups please contact the Meets and Groups
Co-Ordinator in the Sites Department at the Camping in the Forest Head Office or visit the website at
www.campingintheforest.co.uk
10. ON SITE RALLY GUIDELINES
To ensure the smooth operation of a Rally on arrival and throughout the duration of the stay, the
following guidelines are to be followed by all:

The event organiser is to be responsible for the Rally and should camp on site throughout the
duration of the event and is encouraged to arrive before the usual arrival time of 12noon by
arrangement with the Site Manager. The event organiser is responsible for co-ordinating the
arrival of the attendees whilst taking any instruction from the Site Manager.
 All attendees must report to Reception on arrival.
 Site Managers are responsible for allocating the area to be occupied by the Rally.
 Any event tents to be used by the Rally must be pre arranged with the Site Manager and
these will be charged for additionally.
11. ON SITE DOFE / YOUTH GROUP GUIDELINES
To ensure the smooth operation of a DofE / Youth Group on site, the following guidelines are to be
followed by all:

Site Managers will allocate an area for the group to occupy on site.
 A chaperone of 1 adult to every 7 children/students is required.
 Noise must be kept to a minimum, particularly after 10.30pm.
 Toilet and Shower facilities must be left in a clean and tidy condition.
 All rubbish must be disposed of in the bins provided.
 Any reasonable request made by the site team must be adhered to.
GUIDANCE NOTES
RALLIES AND DUKE OF EDINBURGH (DOFE)
12. HOW TO APPLY FOR A RALLY, DOFE OR YOUTH GROUP
Applications can be made direct with the site or centrally through the Meets and Group Co-Ordinator
in the Sites department at the Camping in the Forest Head Office.
For further information or assistance please contact the UK Club Sites Department on 02476 475326
or email gm@campingandcaravanningclub.co.uk. Alternatively please enquire with your chosen site
direct.