Birthday Party FAQs
Payment
When and how do I pay for the party?
Booking is via our website and Eventbrite: https://www.kentwildlifetrust.org.uk/things-do/birthday-parties.
Can I pay over the phone?
You will be instructed to pay via Eventbrite, if you have any problems with this please call us and we can take payment over the phone: 01622 662012
Do I need to pay a deposit to secure the booking?
Payment is required in full upon booking. Additional attendees and adults can be added on at a later date, up to 2 weeks before the date of the party.
Do we have to pay for parking?
There is no parking charge at Tyland Barn, Maidstone. Parking charges do apply at Sevenoaks however birthday party attendees are exempt from parking, so long as you provide Kent Wildlife Trust with all car registrations no less than 2 weeks before the party. After making your online booking, you will receive an email with details to send us the registrations. Car registrations for all adults staying at the party need to be sent to [email protected]
What is your cancellation policy?
Birthday parties cancelled less than 14 working days in advance will be subject to a cancellation fee which will be equal to the full cost of the minimum charge for the party.
Timings
What time slots are available for birthday parties?
10.00-12:15 and 13:00-15:15
What time can I arrive at the venue and who do I ask for?
Please arrive no more than 30 mins before the party starts. The tutor will meet you by the main building.
Is the time it takes walking to site (woodland parties at Sevenoaks) included in the party time or do we need to arrive earlier?
Walking to site is included in the party timings; please ensure party guests arrive promptly as the party will not be extended.
Food and drink
Can we bring our own food and drink?
Yes. You can bring your own food for the party. Food needs to be easily transportable and we encourage you to use recyclable/reusable plates and cutlery. We also ask that all rubbish is taken away with you at the end of the session.
We discourage bringing sharp knives to cut a birthday cake for health and safety reasons, so if you wish to have a cake at the party please consider pre-cutting the cake or using individual cupcakes instead.
When will we eat lunch/cake?
Lunch will be eaten roughly half way into the party and is 30 mins long. If you wish to not have a break for lunch we can shorten the party by 30 mins. Cake can be cut after lunch.
Where do we sit for the food and is there shelter?
At Tyland Barn we have an open fronted barn with tables and benches. At Sevenoaks we have a sheltered outside area with picnic tables.
For woodland parties at Sevenoaks, we eat at the party site which is in the open. All party food must be easily transportable. If it is raining we put up tarps and shelters. In extreme bad weather we would discuss best options with you.
Is there anywhere adults can get a hot drink?
At Sevenoaks, hot drinks and some snacks are available from the visitor centre (subject to opening times). At Tyland Barn, there is a café (subject to opening times) which adults can use before or after the party – The Pond at Tyland Barn.
Do you cater for vegans/vegetarians?
If you are booking a Woodland Party, we can provide vegan hot chocolate and vegan marshmallows.
Organisation
How many staff members will be leading the party?
Parties of up to 25 will have one member of staff leading. Parties of 25+ will have two members of staff.
What is the maximum number of children allowed at a party?
Woodland parties are limited to 18 participants due the nature of the activities on offer. Wilder parties can be 25+ and will have two members of staff leading.
Are extra children/siblings/children under 1yr that are not participating allowed?
There is no charge for children under the age of 1.
Any participatory children would need to be paid for as an attendee; any non-participating children will need to be booked as an additional adult.
How near to the party date can I add final numbers?
Additional attendees can be purchased up to 14 days prior to the event. This can be done by amending your booking via Eventbrite. You will receive instructions on how to do this with your booking confirmation.
How many adults should I bring to help?
Kent Wildlife Trust recommends an adult/child ratio of 1:1 for pre-school age children, 1:5 for 4-8 year olds and 1:8 for 8yrs+. We ask that you do not bring more than the recommend ratio of adults, as parties can become over crowded. If you would like to bring additional adults, there is a small surcharge to pay.
Can we decorate the area, put up balloons, use table covers?
As most of the activities (including eating) are outside, we generally find there is no need for any decoration. If you wish to bring a table cover, then please do. We do not allow balloons, due to their negative environmental impacts.
Can we have a mixed theme party?
We are unable to offer mixed theme parties. Please choose from one of the themes available.
What options are there for bad/wet weather?
We run parties in most weathers, so please ensure children are dressed appropriately for the conditions.
We would only cancel in the case of extreme bad weather, for example high winds, lightning or heavy snow.
We do have indoor spaces at both sites that we can use as shelter for Wilder parties, and for Woodland parties we have shelters that can be put up.