Terms and Conditions for Self-led Educational and Supported Visits

Cadw offers free self-led visits at Cadw staffed sites, where charges are normally applied, to support a wide range of learners and those working with families and individuals with complex needs. 

All bookings are subject to availability and the discretion of the site. Educational establishments bringing children under 18yrs or young adults must provide a Risk Assessment when making an online application.

All additional fee paying public events at Cadw sites are excluded.  

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

To qualify for a free self-led visit please check the following criteria:

  • be for a qualifying group (see below)
  • booked in advance
  • have a genuine Educational/Support purpose with clearly defined objectives, i.e. planned and structured learning activities
  • led by a teacher / carer / group leader (named on form) who has read and understood these terms and conditions
  • submit a risk assessment if you are an educational institution bringing children under 18yrs or young adults
  • upload your risk assessment when completing your online application (if applicable) 
  • read our planning your education visit for advice on completing your Risk Assessment 

Group leaders are encouraged to:

How to book:

To book your free self-led education/supported visit, follow these simple steps:

  • ensure you understand and can comply with these terms and conditions
  • telephone the site  to check availability and book your visit at least 5 working days in advance (3 for single Home Educator and Foster Families). Less than this and although we will do our best to process your booking, we cannot guarantee a free visit
  • only when you have booked your visit and been given a booking code, complete the Self-led Educational and Supported Visits form, to confirm the booking.

Note: Bookings must contain the contact details of the person who will be leading the group on the day of the visit. 

Please note:

The booking process is to be completed by the group leader of the qualifying group. We are not able to accept free site bookings from commercial tour operators, language schools or similar third parties booking on behalf of a qualifying group and will not accept booking forms completed for free visits by such. For bookings not made directly, charges apply. We operate a group booking rate.

Foster families (or sessional / support worker with foster child):

You will need to show your separate Action for Children — Foster Family Cadw Entry Scheme — Letter of Authorisation from your Foster Agency, as proof of status to the custodian at site (or support worker equivalent). And you will need information from it to complete the booking form.

Please Speak to your Fostering Agency or Action for Children Fostering Wales on 01633 270422 if you do not have one. Or, you will need a Maxcard.

Foster Families — with Action for Children — Foster Family Cadw Entry Scheme — Letter of Authorisation (Or the foster child with Sessional /Support Worker with similar) and Maxcard users.

Tempo Time Credit Volunteers

You will need to show your separate Tempo email with unique code (on phone or print) as proof of status to the custodian at site. And you will need this to complete the booking form. To obtain this you will need to click on to the Use your Tempo Time Credits link on Tempo website and your Tempo Time Credits will be taken from your account. Tempo Time Credits will then email you a unique code. Please Speak to Tempo all Wales Programme on 029 2056 6132 if you experience issues.

Timebanking UK Volunteers

You will need to show your separate Timebanking UK Cadw Voucher with unique code as proof of status to the custodian at site. And you will need this to complete the booking form. To obtain this you will need to contact  Timebanking UK on 01453 750952.

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)
  • Tempo Time Credit volunteers – with Tempo unique code
  • Timebanking UK Volunteers – with Timebanking UK Cadw Vouchers
  • Foster Families – with Action for Children — Foster Family Cadw Entry Scheme — Letter of Authorisation.

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.

Outside of peak visit times:

  • local authority family services teams, for individuals, families and/or groups working towards improving their circumstances
  • rehabilitation charities, such as MIND and those supporting Dementia
  • agencies involved in rehabilitation following drug and alcohol dependency
  • agencies supporting Back to Work initiatives
  • fusion activities supporting above
  • family Holiday Association organised groups
  • health providers supporting patents with mental and physical health needs

  • Oasis; Welsh Refugee Council; TGP Cymru; Sharedydd; Share tawe; Homes4U; British Red Cross; Ethnic Youth Support Team ( EYST); Displaced People In Action ; African Community Centre; Swansea Asylum Seekers Support; Tai Pawb; Sudanese Community Association; Housing Justice Cymru; Chinese Association in Wales; BAWSO; All City of Sanctuary Groups in Wales; Bloom; Just Across; The Gap, Newport; Women Seeking Sanctuary Group.

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.

Please 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 accompanying each school group.

Group leaders:

  • by booking a free Supported 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
  • for educational visits are to have clear learning objectives related to the site being visited and planned learning activities for and around the visit
  • ensure the correct adult to child ratio are maintained throughout the visit
  • must take full responsibility for the behavior 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 activity planned on site
  • ensure your 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 agreed with site/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
  • supported visits must not be resold, used for commercial gain, advertised or used to provide entry to third parties.

Please be aware:

  • 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.