We have hosted plenty of hen parties on the glamping field over the years so hopefully we can help you create the perfect, fun filled weekend that runs smoothly. We have put together a few pointers below that we hope will help you along the way!
STEP 1- GETTING AN IDEA OF NUMBERS AND COMMITMENT
This is often the most tricky step for the organiser- we know organising a large group of people is never an easy task! We advise the organiser to collect guests contact details from the bride to be as soon as possible. We often find that groups don’t often all know each other beforehand. You will then be able to send out an initial email to find out who’s available on your elected date as well as outlining what you’re proposing (based on our initial reply to your enquiry) and a price estimate.
STEP 2- CONFIRMING NUMBERS
Once you have firm numbers for a given date ask guests to give you a deposit to ensure their commitment by a certain date. Even though we only ask for a £100.00 non refundable deposit to secure the weekend it will help you quickly firm up who’s serious about attending. We don’t ask for final numbers to be confirmed until 8 weeks prior to arrival as we know it takes a while to hear back from everybody! However if there is a significant drop in numbers then please let us know as soon as possible.
STEP 4 – BOOKING
Once you have numbers confirmed, and deposits in hand, you can secure your weekend with us by paying the deposit. The remaining balance is then due 8 weeks prior to arrival. Don’t delay, particularly if you would like to book the whole site as our weekends disappear very quickly!
STEP 5- PLANNING YOUR STAY
Now you’ve secured your weekend you can start thinking about putting together an itinerary for your stay. We do send out an activities sheet to provide some inspiration for guests. You’ll find recommended onsite and offsite activities on there and there’s something to suit every interest! One thing to bear in mind is if you are all travelling by public transport it is often much easier and more budget friendly to organise activities to be held on the field. We work with some fantastic suppliers who can come and set up activities on site.
We tend to find it’s best to use Friday night as a bit of a settling in/ bonding night. With everyone arriving at different times as well as not everyone knowing each other it’s a good idea not to plan too much and instead have a chilled out evening around the campfire.
You will also need to think about food during your stay. There are a variety of options here. You can:
1. Order your meals through us. We have a menu specifically for groups that we can send out to you. You can order meals, tea hampers or even have your whole weekend catered for with our weekend catering package.
2. Lots of our guests have a BBQ on one of the evenings. You can order BBQ packs from us that are sourced from the local butcher.
3. We often find that a supermarket delivery to the field works best as it saves having to organise which members of the group are bringing what.
A complimentary breakfast hamper is included for your first morning (bacon, eggs, bread and milk.) You can order an additional breakfast for your second morning.
You will also need to think about travel. Are you going to be travelling by public transport or does everyone have to get themselves to the site independently? Once there, will there be any additional costs such as taxis etc and can this be paid by card or will some cash be needed? We do send out a directions sheet with local trains stations, taxis etc which you can forward on to everyone in your party.
Once you have decided on all of the above you can put together a detailed itinerary and budget to send to all members of your group. Things to include are timings, activities, prices and what is and isn’t included. Also don’t forget to mention the dress code. Are you going out? Is there going to be a theme/fancy dress? If you are doing activities, what should guests bring to wear?
We do send out a kit list to guests 2 weeks prior to arrival which details everything that is provided on site.
STEP 6: POTENTIAL PROBLEMS
In our experience the main issue for group leaders is numbers dropping. As mentioned above make sure you receive some money from people before you book. If you don’t, there’s no commitment and the closer you get to the final balance being due, the more stressful it can get. Also we recommend telling the group 2 weeks before the 8 weeks when the final balance is due so there’s flexibility if people are late paying.
Too many cooks spoil the broth! We tend to stick to consulting only with the group leader when organising your weekend to avoid causing confusion and problems. If others would like to play a part in organising the weekend then a good idea is to give them a job they can be responsible for- after all there is always lots of pre planning that goes into the weekend. Some ideas include making a shopping list for the weekend, organising decorations for around the site and sourcing items to go with your theme.
STEP 7 – FINAL PREPARATIONS
Send out your final itinerary a few weeks before your stay and confirm any last minute details.
If you are having a supermarket delivery to the field then please consider arranging it for at least an hour after your arrival time in case you are delayed. It is also always a good idea to put my mobile number on the order in case the driver is lost. It’s much easier for me to direct them to the site.
Fridays are always very busy on the roads. I have had groups that have had journeys that have been much, much longer than planned so please allow an extra hour for travelling in case of traffic. It’s also a good idea if coming by car to get people to car share where possible.
Make sure you have passed on the directions sheet to everyone in the group!
Whilst unfortunately we can’t organise what the weather is doing for your weekend, checking a few days before arrival and sending out an email where necessary to remind people to e.g bring hay fever tablets, don’t forget wellingtons etc is always a good idea!
We hope the above is helpful for planning your perfect weekend away in the countryside with us. Of course if you have any further queries then please do get in touch!