Completing your application form
It is very important that you provide all details requested on the form including the sections concerning payment details and the signature of consent. It is also important to note that incomplete forms will be returned to you and undoubtedly slow down the processing of your application. Please look carefully through the event listings and select two choices best suited to you.
Transport
When applying for an event please bear in mind that you are responsible for getting your child to and from the venue. Diabetes UK will not provide transport.
Priorities and alternatives
The events are extremely popular and due to demand, it is not possible to take everyone who applies. Children who have not attended a Diabetes UK event in the past, or have not attended for three years, are given priority when allocating places. If your child has attended previously do not expect to hear from us before May 2012. In the event of your first choice being fully booked we will try to offer your second choice. If you do not wish to be considered for an alternative event please only state your first choice on the form.
Payment
All Diabetes UK Care Event prices will be listed on this years application form. Our commitment to safety, expert staff teams and high staff ratios mean that the real cost of our events is over double the price we charge you. If you have difficulty paying the full price, a grant may be available. Please refer to the application form for details of the payment methods available and funding sources.
If you are experiencing problems securing funding for your child’s place, your diabetes team may be able to help you apply for locally held funds.
On receipt of your application it will be processed and entered onto our database. If you intend using payment methods 2 or 3 it is at this stage that we will contact the named person you have given to confirm that funds have been agreed. Please ensure you have supplied us with their full address and contact details.
Further information
It is also at this time that you will be issued with a form requesting medical information about your child. Diabetes UK will also contact your child’s diabetes team and school for further medical and behavioural information. It is not until all requested forms are completed and returned to us that we can confirm a child on an event.
Confirmation
Only when you are sent a letter of confirmation will you know that you have a place. Please note we cannot ‘promise’ or confirm a place over the phone or through a third party. Enclosed with the letter confirming your child’s place will be an invoice requesting payment, please do not send any money before receiving an invoice. Don’t forget you can arrange to pay for your child’s event by instalments if you prefer.
Cancellation
Once your child has been confirmed, if for any reason you cancel a £25 administration charge will be invoiced to you. If you cancel 28 days or less before the event starts and we are unable to fill your place with another participant, you will be asked to meet the full cost. This is because Diabetes UK will have booked your child on the event and will still have to pay for that booking even if your child does not attend.
Pocket money
All meals, snacks, drinks, activities, day trips and insurance are inclusive of the event price. Your child may require pocket money for their event – details will be given in the pre-event information.
Accommodation
Your child will be accommodated in single gender dormitories of various sizes with showers/WCs. Staff will be sleeping close by to help and supervise.
Joining instructions
Full details of the event programme, travel information and a suggested ‘kit’ list will be forwarded in a ‘joining instructions pack’ three weeks before the start of the event.