Terms and conditions

Terms and conditions for free education visits to Cadw sites

Cadw offers free self led education visits at Cadw Heritage staffed sites where charges are normally applied, to a wide range of learners. (See qualifying groups)

This scheme only covers educational visits which take place during term time, and within normal school/college hours. It does not cover entry (except for a few limited and specified categories of qualifying user) on weekends, bank holidays and public holidays.  All additional fee paying public events at Cadw sites are excluded.  

All bookings are subject to availability and the discretion of the site.

If you after viewing these terms and conditions you are unsure if your group qualifies for a free educational visit, or you have any further queries, please contact the Cadw Education mailbox.

To qualify for a free, self led, education visit — the visit must 

• be by a qualifying group
• be booked at least 5 working days in advance
• have a genuine educational purpose
• include clearly defined learning objectives, planned and structured learning activities
• be led by the applying teacher / group leader.

You may be asked to provide:

• proof of status within your organisation
• information about your organisation
• details of the planned educational purpose of the visit

Please note:

• The booking and booking form is to be completed by the group leader. We are not able to accept free site bookings from commercial tour operators, language schools or similar groups booking on behalf of schools. Cadw will not accept booking forms completed by tour operators or other third parties on behalf of education groups
• For school bookings not made by an EU school directly, charges apply.  We operate a group booking rate
• Our Guidance for group/school visits
• Our Resources
• We also offer education activity sessions at some sites

Qualifying groups include:
Weekday term-time only

• Schools (nursery, primary and secondary)  from European Union (EU) countries
• EU school groups on an organised exchange visit to the UK — when joined by teachers and pupils of the host school. Applications should be made by the host school or educational establishment
• Home Educating Families and recognised Home Educating Groups
• organisations with an educational remit that arrange visits for groups of those with additional support needs, special learning needs or disabilities, gifted and talented children, and mentoring services attached to a formal learning organisation
• groups from EU universities or colleges studying relevant courses
• groups with UK student visas who are studying relevant courses full time, at a UK institution for at least one semester
• adult learner groups from local authority lifelong learning courses, the University of the Third Age, Workers’ Educational Association or similar advertised provision
• teachers and education professionals participating in continuing professional development
• Ministry of Defense cadet force groups
• Young Archaeologists’ Club groups
• holders of a valid Children’s University Passport To Learning (must be accompanied by a paying adult)

Weekday term-time, and — subject to site pressures — weekends and holidays

• EU Scouts and Guides (and junior groups) and Boys’ and Girls’ Brigade groups, pursuing a relevant badge
• Boys and Girls Clubs of Wales undertaking heritage activities
• youth groups and skills/work programmes on themes related to work — e.g. heritage, tourism, hospitality, traditional skills

Groups not eligible for free entry

Any groups that arrange visits through a commercial operator, or do not meet the criteria outlined above will not be eligible for free entry, including but not limited to:

• Tour and coach operators
• educational establishments outside the EU
• Organisers of study holidays, or summer schools, lecture tours and similar programmes arranged on a commercial basis between educational organisations, universities and holiday organisations
• Third parties who profit from organising visits for education groups
• Organisations bringing groups of adults on leisure visits, such as Women’s Institutes, local amenity groups and student societies
• Groups wishing to use outside providers such as tour guides, artists and theatre groups
• English as a Foreign Language (EFL) groups and language schools;
• Child-minding services and holiday clubs and camps

Note — Groups of 15 or more visitors who are paying together, but do not qualify for a free educational visit, may be eligible for a 10% discount.

Supervision ratios

You must meet the required ratios of leaders to learners

Groups that include children under 16 must have adequate adult supervision at all times when on site. The required adult to child ratio will vary according to the age of the children.

Learners are to be effectively supervised for the whole visit, at the following adult to learner ratios:

• 1:2 for Nursery & Reception — Foundation Phase under 5s
• 1:6 for Year 1 & 2 — Foundation Phase 5–7 years
• 1:10 for Key Stage 2 & 3
• and 1:15 for Key Stage 4 +

For an adult learning group, there are no ratios but there must be an appointed group leader.
There must be at least one qualified first aider accompanies each school group

How to book

To book your free Self Led visit, please follow these simple steps:

• Please ensure you have read, understand and can comply with our terms and conditions
Telephone the site to check the availability for the date you’d like to visit. Please book your visit at least 5 working days in advance. Less than this and although we will do our best to process your booking, we cannot guarantee a free visit.
• Only once you have agreed a date and time with the site, complete the online booking form
• Bookings must contain the contact details of the person who will be leading the group on the day of the visit.

Group leaders:

• By booking a free educational visit you agree to accept the terms and conditions of entry.
• Are recommended to undertake a free pre-planning visit to familiarise themselves with site.
• Must complete their own risk assessment for their group — online Hazard Information Sheets are available to assist with this requirement.
• Are to have clear learning objectives related to the site being visited and planned learning activities for the visit.
• Ensure the correct adult to child ratio are maintained throughout the visit
• Must take full responsibility for the behaviour and welfare of the group for the duration of the visit. All signage and safety warnings on the property must be obeyed, site staff should be treated with respect and any requests they make acted upon appropriately — Cadw site staff reserve the right to ask groups to leave the site if the behavior of group members is disruptive to other visitors or endangers the health and safety of any person or people on the site.
• May be asked to supply proof of status and details of the organisation you belong to or the educational work planned on site.
• Ensure Group arrives within half an hour of the time arranged for the visit. Admission may not be possible to parties which arrive outside of this time frame.
• Inform the site at least a week prior to your visit if you intend to bring more adults than you originally booked for. If you do not, any additional adults may be required to pay the entrance fee.
• Contact the site directly and promptly if you need to change the time of arrival, cancel the visit, or if you are unavoidably delayed.
• Education visits must not be resold, used for commercial gain, advertised or used to provide entry to third parties or non-educational members of a group.

And be aware that

• If we believe for any reason that a booking has been made in breach of these terms and conditions we reserve the right in our absolute discretion to refuse free admittance and charge the standard full entry price.
• Any group or organisation found in breach of the terms will not be permitted entry and may be barred from accessing the scheme in future. We will contact the relevant authorities if there’s evidence of fraudulent activity.
• These terms and conditions and all disputes or claims arising out of or in connection with the same shall be governed by and construed in accordance with the law of England and Wales.
• Adverse weather conditions occasionally cause sites to be closed at short notice for health and safety reasons. We apologise for any inconvenience caused but it is not possible to give teachers advance notice on these rare occasions. Please contact the site before travelling.