Frequently asked questions
If you search for a subject and your query is not answered below, then please also check the Terms and Conditions or our social media pages for any answers you are seeking. If you still have a query, please feel free to send a message to us via the Contact page.
What is it?
Tea & Tents is a camping weekend like no other, run exclusively by, and for, a few WI members for no pay. Run entirely by volunteers.
When is it happening?
20 to 23 July, 2018 – camping over three nights to allow for arrival on Friday and departure on Monday. Organised activities will run on the Saturday and Sunday.
What extras might I want to pay for during the weekend?
Depending on their nature and the material costs involved, some activities / workshops will be provided free and some will have a modest charge per participant. You may wish to pay for outdoors activities provided by Walesby, merchandise (which will be purchasable online before the event), your own food, goodies purchased from the market, raffle tickets, the occasional drink in the bar, and that’s about it.
Can I contact Walesby directly about anything?
No. Any enquirers directed to Walesby are immediately forwarded onto us by Jeff. The organisers of Tea and tents have set the programme, costs and terms so please contact us directly with any queries. The only enquirers that Walesby will respond to are those relating to the activities that they are hosting for Tea and Tents.
Can I bring my baby / children
No, this event is for WI members only, so you may only bring children if they are 18 or over and a member of a WI and have purchased a ticket.
Do we bring our own tents, camping equipment and food?
If you are coming camping then yes please, including all camping equipment, sleeping mats, sleeping bag, and pillow, washing up bowl, torch, water containers, food and any preparation equipment to cook & serve meals and drinks.
If you are staying in a lodge, then you need to bring a sleeping bag, pillow and food – lodge kitchens are fully equipped with all utensils, pans and crockery. It is also recommended that all campers bring something that they can use to sit on in activities and social events, such as a folding camping chair.
I’d like to be with my friends, should I let you know?
If you have lodge tickets we will try our very best to ensure you are with your friends and will group people by WI where possible. If you have a camping ticket, everyone is in one field so you may site your tent wherever you like (within reason!)
Any wifi or phone signal?
There is no wifi or wired internet access, and only variable or no access to the major mobile phone networks. There is a pay phone on site, and you can give the Walesby Forest site office as a contact number for emergencies. However, we recommend that you just enjoy being offline and regard this weekend as a detox from mobile phones and internet!
When and where can I buy tickets?
Tickets will be sold in early 2018. To find out when, sign up to the email list: http://eepurl.com/H7qUr
Is there a waiting list if I don't get tickets?
No, there is no waiting list. Ticket holders who can no longer go can sell or swap their tickets via a dedicated Facebook group, Tea & Tents ticket swap.
What’s included in the ticket price?
Three nights' accommodation at Walesby Forest, access to a large marquee (or a lodge bunk with kitchen), a professionally printed programme showing all the activities (some complimentary, some fee paying), free tea and coffee, and lots of fun.
In addition, the ticket price also covers venue and facility hire costs, exclusive and private use of a large camping area and associated facilities, all the planning and preparation that went into making the event happen, membership of the Association of Festival Organisers, website & ticket selling software and hosting, insurance, additional portaloos, additional tents for activities, additional tables and chairs, event sundries and contingency. Oh, and VAT.
What if I change my car or traveling arrangements before Tea & Tents?
No problem – just drop us an email to let us know.
I can’t make it now, can I get a refund?
There will be NO REFUNDS due to the ticketing agent’s terms. It is not possible for us to refund any tickets. If you can’t make it and wish to sell on your ticket for face value, you can do so on the ticket swap Facebook group here. You must forward your eticket to the purchaser.
Will there be day tickets available?
Unfortunately we will not be having day tickets at this event due to it selling out. Tea & Tents is a camping weekend and campers must be given priority. If you only want to come for a day or one night, you still need a full weekend ticket.
Walesby Forest Activities
Activities offered by Walesby will be available as an optional extra at a modest additional cost and will be fully led and supervised by Walesby staff – details will be released nearer the time. Please remember that Walesby is a scout camp and activities will be based around usual scout capabilities, for instance, the assault course is for scouts not Army recruits! Please take a look at the photos on the Tea and Tents Facebook group page and Walesby to whet your appetite.
What’s the programme going to be like?
You will find out on arrival! The programme is designed based around all the volunteers and will hopefully be varied with something for everyone. Don’t feel as though you have to take part though, you are very welcome to just come along and relax away from the pressures of normal life. A printed programme will be available to every camper and will be distributed upon registration at Walesby, although this may not have absolutely everything that’s happening in it.
How can I volunteer?
A key philosophy of Tea & Tents is that the whole programme is delivered by the campers themselves (we are a talented bunch after all!), with the smooth running of the whole weekend supported by more lovely volunteers. Keep an eye on emails from us to call for help.
Will activities be indoors?
Some will, a lot won’t, it depends. We’ve hired the big marquee, and a second smaller marquee for craft as well as smaller activity tents for groups of up to ten. We will unlikely be using the classroom in Sherwood Lodge this time. Of course, it’s going to be glorious weather so we’ll sit out in the sun baking ourselves and getting up to all sorts!
Will it still just be WI members running everything?
As with previous years, we’re trying to celebrate the shared skills and talents of WI members to run the programme and share their wealth of knowledge. However, we have arranged for the team at Walesby Forest to run some fun outdoor activities that require specialist instruction (such as climbing and axe throwing) so they will be with qualified leaders who may be men!
Whats the postcode and Walesby website?
The postcode is NG22 9NG; website is walesbyforest.org.uk
What is the actual time it finishes and when do we leave?
The organised activities will finish on the Sunday night and all campers must vacate the site by 11am on Monday morning.
Can I leave early?
Campers leaving early can drive up to, but not onto our camping field this year. You can pull in at the top or bottom of the field just on the internal loop road. Just ask at Gwasanaethau if you need help getting your stuff to the car. There will be plenty of helping hands. Also, if you're leaving early, be mindful to camp near the edge of the field when you arrive to make it easier to pack up and leave. If you are staying in a lodge you should be able to drive up to the lodge to pack, but you will probably need to go to reception first to ask to be let in the barrier.
Are campervans & caravans allowed?
Yes – you can buy a live-in vehicle pass for £10 per vehicle. This covers a caravan or campervan up to five metres long and you will be situated in the main field, on grass, with everyone else. You may be directed to pitch the live-in vehicle in a suitable location on the edge of the field and close to one of the gravel access roads. Depending on the number of live-in vehicles on site, they may be put together.
I'm coming in my motorhome, is there somewhere to empty my chemical toilet?
Yes, an Elsan chemical disposal facility is available at Walesby.
Is there electric hook up?
There are no electric hook ups available at this site.
What’s the toilet & shower situation?
There is a large permanent toilet & shower block in our allocated field (new for 2018), plus we will be have extra facilities (posh portable toilets) at the other end of the field. If you think you’ll need to nip out in the night, we’d suggest you camp near those areas. Toilets, sinks and showers are also available in both lodge buildings and there are additional toilets in the central site area. Tea and Tents will be able to use both ladies and gentlemen’s sections in toilet and shower facilities on our main field and in both lodges.
What are the scout lodges like?
There are two lodges available for exclusive use by Tea and Tents campers and they both have bunk beds in dormitories of 4 or 8 (this is a scout camp after all!) Lots of photos are available on the Facebook group page of the lodges.
The bunks are all single, 6ft 2inches in length, with a proper mattress but you’ll need to bring a sleeping bag and pillow. Two lodge rooms have metal framed bunk beds that are likely to be more accessible if anyone has mobility concerns. We will do our very best to keep groups together as requested when booking, but may need to put some people in different lodge rooms if needs must.
There’s a little more detail, including floor plans, from on the Walesby website: http://www.walesbyforest.org.uk/
Is there disabled parking?
There is a hidden area at the side of the field for about five blue badge holders to leave their cars who need access during the event. It is as accessible as a field gets. No one is permitted to park next to their tents due to Walesby site rules, insurance and safety. All other vehicles (excluding live-in vehicles with passes) must be left in the car park field for the duration of the weekend. Please notify the organisers prior to the weekend should you need one of these spaces to be reserved. You will be given a car pass on arrival.
Will there be any tents already erected for us to use on site?
Yes, there will be 15 modern tents to hire, pre-erected by Walesby, each sleeping up to six people, at an additional cost. Campers who book a Walesby pre-erected tent will need to bring own bedding, cooking equipment, etc as only the tent and a ground sheet is provided. Tents can be booked when buying tickets.
This year we are also trialling an outside company to provide tents and put up/take down on site. You will be able to book directly with them. They have a variety of tent sizes as well as airbeds, chairs and other camping equipment available. More detail nearer the time.
What size tents may we bring?
Big ones, little ones, teepees, yurts, tiny little ones or a mahoosive one just for you. It’s up to you, whatever you have and whatever you feel comfortable in. The field is huge, come and fill it.
Can I leave on the Sunday?
You can arrive and leave whenever you like so long as you have a weekend ticket. For those leaving on the Sunday, we recommend you set up camp next to the access road as you will not be able to drive your car onto the field. For live-in vehicles leaving early, pitch up next to the access road so you can get out easily.
Are dogs allowed?
No, dogs are not allowed on site except assistance dogs.
Will I be allowed to use an electrical socket to inflate my mattress?
No, cars are only allowed on camping field for loading and unloading so we recommend that you bring a mechanical foot pump or a good pair of lungs!
How can I get there by public transport?
Please contact Walesby Forest site office for directions advice, and use a free search engine such as Google maps and directions to look up public transport options.
Is there room for my group to also have a gazebo?
Yes, campers are welcome to bring gazebos to have alongside their own or a group of tents. Tea and Tents would also welcome the loan of any spare gazebos to provide shade for activities and communal/social areas, don’t forget the solar or battery fairy lights to decorate them too!
Can I bring my trailer to tent pitch and keep it by my tent?
Yes, Walesby is happy for trailers to remain near tents in the camping area, but cars will need to be removed after the trailer has been unhitched and car unloaded for site safety and insurance purposes.
Are we allowed a fire pit, or BBQ?
Fire pits and barbecues are allowed provided they are raised off the ground or on fire resistant surface, and provided there is no risk of embers or sparks falling onto surrounding grass and scrub. (As we’re of course expecting good weather, everything may be tinder dry!) Fire pits must therefore be of a solid metal type, rather than fire basket type and disposable barbecues must only be used on concrete slabs, fire bricks or other suitable surface off the ground.
What free-of-charge outdoor activities are there to do at Walesby?
Crazy golf during Walesby activity times, Frisbee golf (bring your Frisbees!), walks in the woods, bird spotting (bring your binoculars!)
Any local hostelries nearby?
There is a small bar on site run by Walesby staff. The nearest pubs are the Carpenters Arms and The Red Lion, both about 1 mile away in Walesby – neither tested by the Tea and Tents team! There are lots of other hostelries in Ollerton approximately 10 minute drive away, and other pubs in the surrounding area if you search on Google maps around the postcode NG22 9NG.