How to book
We've helped schools book their adventures for over 12 years. When you choose a Rootd trip here's what you can expect from our process, all geared to make sure you have the best possible trip.
Step 1 - Confirming your booking
Once you have decided to go ahead with your booking, we will hold the dates for you and send you a booking form, along with information to help launch your trip to parents.
Your provisional booking will be held for a maximum of 14 days to give you time to launch the trip and work out your anticipated group size. (Numbers can be reduced by up to 10% of your total group size no later than 10 weeks before). Upon receipt of your completed booking form you will then be sent an invoice for the initial deposit. Whilst this is normally 30% of the total trip balance, we can arrange to split it into staged payments, with prior agreement.
If this is your first time on a Rootd school trip, we would love you to join us for a preview of our camp in advance of booking your trip. We find it really helps when launching the trip to know what to expect and to answer any questions that parents may have. Please contact us to arrange a convenient date and time.
Step 2 - Launching to parents
It’s a good idea to launch your trip as soon as possible to parents. You will be sent a parents guide, kit list, example programme, and answers to those frequently asked questions. We recommend sharing this information as soon as possible to help parents prepare for their child’s upcoming school trip and to buy or borrow the required kit. This also gives time to put in place any payment plans.
Holding an information evening for parents is an invaluable way to either launch the school trip as a way to encourage participation, or as an information evening for parents of children taking part. It is an essential opportunity for parents to ask questions and understand what their child should expect on the school trip. We recommend holding your information evening as early as possible.
For schools choosing to host a parents presentation we can send you a Powerpoint presentation, or depending on our availability, come to your meeting to share the benefits of a Rootd trip with your parents. Schools who have not visited Rootd before find this particularly helpful.
Step 3 – Confirmation of your trip
After your deposit payment has been received you will receive written confirmation of your trip, along with further useful information to help prepare and plan. We are also always available to answer any questions that may arise either from teachers or parents.
On your booking confirmation email you will find your departure and arrival times. These have been set to work with your activities and meal times, so please ensure your coach driver is aware of these times well in advance.
Should you need to change either of these times for any reason, please let us know as soon as possible and well in advance of your school trip. Please ensure you read the directions and instructions on the route and coach drop off point and share these with your coach driver prior to departure.
Step 4 - 12 Weeks before
We will send you a handy checklist in case of anything you may have forgotten. At this point we will also ask that you confirm your final group size, along with gender splits and details of all accompanying teachers. Your balance invoice will be sent based on these final numbers and is due for payment no later than 8 weeks before arrival.
Step 5 - Dietary and medical forms
Please ensure these are completed and returned to us no later than 6 weeks prior to your arrival date, in order for us to make all the necessary arrangements in preparation for your school trip. Don’t forget to include the names of all accompanying teachers, as well as their dietary requirements. If you wish to discuss any complex dietary requirements please feel free to call and discuss these with us.
Step 6 - Final Activity Programme & Risk Assessments
We will send you a handy checklist in case of anything you may have forgotten. At this point we will also ask that you confirm your final group size, along with gender splits and details of all accompanying teachers. Your balance invoice will be sent based on these final numbers and is due for payment no later than 8 weeks before arrival.
Step 7 - Your arrival
If at any stage of your booking there’s anything else you need, you can pick up the phone and speak to one of the Rootd team directly.
Otherwise, you can now relax safe in the knowledge that we look forward to providing you and your students with the adventure of a lifetime!