Weyside Bookings 2025

Herons Wey, Weyside and Enid’s Cabin are open to members of Girlguiding, Trefoil Guild, Scouting, uniformed organisations, charitable groups, and other youth organisations including Schools/Educational and Duke of Edinburgh groups for overnight/residential stays and day bookings.

The site is open exclusively to members of Girlguiding for evening bookings unless written permission is provided by the management committee.

The campsites, Weyside and Enid’s Cabin are solely reserved for Girlguiding groups in the first two weeks of the school summer holidays based on Surrey County Council’s school term and holiday dates. At all other times Herons Wey is open to other groups.

Under 18s are not permitted to be on site without an adult. 

Adults who volunteer with Girlguiding can ask to bring their family to Herons Wey for family camping up to 4 weeks before the intended arrival date.  These bookings are subject to availability and where possible will not be sited on a campsite adjacent to a group booking, unless agreed with the group’s leader.  Members of the Herons Wey Site Team can camp at Herons Wey with small groups to undertake service projects.

All adults staying overnight at Herons Wey, Weyside and/or Enid’s Cabin are required to have completed an Enhanced DBS (Disclosure and Barring Service), Access NI or Disclosure Scotland clearance through the organisation they are attending with, other than if:

• A premium has been paid to reserve the whole campsite.
• They are an adult camping with a Girlguiding volunteer for family camping.*
• They are an adult camping with a member of the Herons Wey Site Team.*

* The Girlguiding volunteer or Herons Wey Site Team member is responsible for ensuring any person without a DBS is not unsupervised around any groups of children and stays within the allocated campsite pitch overnight.

Police and Search & Rescue Dogs are allowed on site when there are no other users on the campsite; they will be accompanied by their handler(s). Other than Assistance Dogs, no other dogs are allowed on site.

For Girlguiding events/users:

For events involving an overnight stay someone in the event leadership team must hold, or be working towards, the relevant modules of the Going Away With Scheme.  Approval must be gained from their Commissioner as per the current Girlguiding policies.

For non-Girlguiding events/users:

The hirer must protect Girlguiding Surrey West against all losses while they are using Herons Wey. This includes damage to the site or to any property belonging to the owners and against all claims made by any person for personal injury or loss of or damage to any other property arising out of the hiring and caused by the negligent act, error or omission of the hirer, or the servants or agents, or members or guests of the hirer.

The hirer must take out and maintain an insurance policy covering third party liability, including all liabilities referred to above, for a limit of indemnity of not less than £5,000,000 (five million pounds) in force for the period of hiring, and must produce proof of the policy on request to any authorised officer of Girlguiding.

• Bookings can only be made if you are 18 years or older. 
• The website shows AVAILABILITY and provisional bookings can be made via the online booking system; this does not guarantee a booking. 
• The BOOK NOW tab shows the prices based on the night rate for Weyside and minimum occupancy rates for Enid’s Cabin for the  selected dates. Guest numbers can be altered later if numbers are unknown. 
• To book day visits, evening visits or for special requests please submit an enquiry form. 
• Provisional bookings can be made by selecting the BOOK NOW button for the required accommodation. 
• On the CREATE BOOKING page, guests can choose to request any additional services (i.e. equipment and activities) and can review the payments before completing the form and submitting the request by using the CONTINUE button. 

Booking Confirmation 

• In 3 working days – we will confirm if we can accept your booking. 
• We require payment within 2 weeks to secure the booking 
• Bookings are confirmed once the non-refundable deposit has been received; late or no payment will result in automatic cancellation of a booking request. 
• Payments can be made via BACS, credit card or cheque. Details of ways to pay will be emailed to you with the Booking ID which should be used as a reference. 
• Bookings made within 4 weeks of the arrival date must be paid in full to confirm the booking. 

• Bookings made in advance of 4 weeks of the arrival date will be subject to a deposit of 33% .

Bookings can be amended by replying to any of the received emails at any time prior to 6 weeks before the arrival date. 

Addition of guests or services may result in an additional payment being requested. Any changes resulting in the quote being reduced will automatically be handled by the system and any future payment amounts adjusted. No refunds will be given to any changes/amendments made to bookings within 6 weeks of the arrival date unless cancellation is by Girlguiding Surrey West. 

It is the guest’s responsibility to arrange appropriate insurance against cancellation or curtailment. 

Any breach to the terms and conditions listed above may result in your booking being cancelled; no refunds will be given. 

Cancellations by You (the Guest/Hirer) 

Cancellations of confirmed bookings must be received by us in writing (email or post) and will incur a cancellation fee: 

• More than 12 weeks prior to the arrival date – any monies paid, which includes deposits. 
• Non-arrival or cancellation 12 weeks or less from date of arrival – the full cost as per your booking quote. 

Cancellations by Us (Girlguiding Surrey West) 

If Girlguiding Surrey West should cancel your booking for any reason then you will be refunded in full any monies paid, including the deposit, within 28 days. 

If Girlguiding Surrey West should cancel your booking of any additional services for any reason, then you will be refunded in full any monies paid related to the additional services within 28 days. 

The Guest (Hirer) will not receive compensation for any cancellation other than the refund of fees paid. 

Data Protection: your data will be held on a Third-Party booking system ‘Checkfront’, which can be accessed by the County Office, members of the Herons Wey Management Committee and Wardens. Your data will only be used in relation to your booking.