YFHS Booking Page

YFHS 2025 Booking Form

YFHS 2025 - Bootham School, York, Sunday 17th - Sunday 24th August 2025

Yorkshire Friends Holiday School is a week-long residential Quaker event for 13-18 year olds in Yorkshire. Most participants come from Yorkshire and Ireland, but we welcome young people with a connection to Quakers from other places too. In recent years, we have had about 80 people attending, including 16 volunteer staff.

Basic information

Name of Young Person(Required)

First Last

Preferred name

Date of Birth(Required)

Sex at Birth(Required)

Our safeguarding risk assessment requires us to be sensitive to both natal sex and gender identity as regards activities and sleeping arrangments. Please input the sex as given on your young person's birth certificate.

Identified Gender

We understand that sex assigned at birth and the gender that a young person identifies with may not be the same. Please input the gender category your young person currently identifies with. If you leave this optional box blank we will assume gender is in line with natal sex.

Young person's pronouns

If you leave this optional box blank we will assume pronouns are in line with natal sex.

Address(Required)

Street Address Address Line 2 City County / State / Region ZIP / Postal Code Country

Phone

Optional, by completing this you consent to us contacting the young person by phone if necessary (e.g. if they've not arrived for the event when expected)

Optional, by completing this you consent to us contacting the young person by email, this will generally just be to add to our mailing list for information about YFHS events.

Parent/Guardian/Carer Contact Details

The information requested on this form can be completed by a carer, but only those with parental responsibility can confirm the consents (NB: This may not include a foster carer). If you would like to withdraw consent or have any further questions about the information we hold about you, please contact us at yfhssecretary@gmail.com. If the participant is over 18 this section can be used for emergency contact details.

Name(Required)

First Last

Address(Required)

Street Address Address Line 2 City County / State / Region ZIP / Postal Code Country

Phone(Required)

Email(Required)

Relationship to Participant(Required)

I confirm that I have parental responsibility for the named child and consent to them attending Yorkshire Friends Holiday School Reunion.(Required)

By ticking this box I confirm the above

We will confirm receipt of your application by email. If you have not received this within 2 weeks of submission, please contact yfhssecretary@gmail.com.

Emergency Contact Details

If something goes wrong during the week how can we get hold of you/someone who has the right to make good decisions for your young person?

The contact details as given in the basic information section are also my emergency contact details.(Required)

Yes

Name(Required)

First Last

Phone(Required)

Email(Required)

Second Emergency Contact Details

If something goes wrong during the week and we can't get hold of you how can we get hold of someone else who has the right to make good decisions for your young person?

Name(Required)

First Last

Phone(Required)

Email(Required)

Young person's medical and dietary information

If under 18 this must be completed by a Parent or Guardian. To support the young person while at Holiday School, we need to be clear about medical and social needs and to ensure parental consent for the administration of painkillers. This will help us to prevent or manage any difficulties that might arise during Holiday School. All information will be held in the strictest confidence. If you would like to discuss anything else that would enable us to provide the best support for the young person, please contact us by email yfhssecretary@gmail.com. We may contact you if we need to clarify anything mentioned in these sections of the form

Are there any specific condition(s) we need to know about to care for your young person well?(Required)

Please give details of condition(s) and required care.(Required)

Please detail any specific medical conditions or mental health issues we should be aware of e.g. asthma, allergies, migraine, fits, or any other illness or disability. The young person will not be in their normal environment and so may be more susceptible than normal.

Is your young person receiving any special support at school?(Required)

Please give details(Required)

Do they have any learning needs, social, emotional or behavioural issues which may require additional support during our event?

Does your young person require any regular or emergency medication to be administered at the event?(Required)

i.e. medications in relation to the conditions you specified above. e.g. Epi-pens, Inhalers, Hemophiliac medication. Generic treatments like plasters etc are covered later.

Please give details(Required)

Please detail any medication the young person will bring to the event. Please also let us know whether any of this medication should be kept by staff members (certain controlled medications may need to be left with staff, but we will discuss with you beforehand).

I give permission for the following to be administered if necessary(Required)

Paracetamol

Ibuprofen

Antihistamines

None of the above

Please tick to confirm that we can administer each of the above medications during the event if required

Dietary Preference(Required)

Omnivore

Vegetarian

Vegan

Please list any special Dietary requirements or food allergies the participant has

Ethically or medically related special diets, not matters of taste, please.

Any other information or concerns, e.g. with emotional issues, personality clashes, a recent bereavement.

Please let us know anything which may affect the participant at the event. Please update us on these or any additional issues nearer the time of the event.

Payment

YFHS will cost £400 per person (bursaries are available, see below). We prefer payments to be made by bank transfer, but can accept cheques. Payments by electronic transfer from within the UK should be made to YFHS - Sort Code: 56-00-70 Account Number: 66002214. Please put the participant's name as the reference. If you wish to pay by cheque please contact us for details of where to post these. If making electronic payments outside the UK please ensure that the payment is exchanged into sterling before transferring. This is to avoid any fees being deducted from the payment. If any fees are deducted we may request an additional payment. Our Bank Identifier Code (BIC) is NWBKGB2L and our International Bank Account Number is GB28NWBK56007066002214.

Payment Confirmation/Help with funding(Required)

I confirm that I will pay the £80 deposit now by bank transfer or cheque and the balance by 20th June

I confirm that I will pay the full £400 per participant by bank transfer or cheque

I need some help to find the £400 per participant

The participant won't be able to attend without full funding

YFHS and Quakers in Yorkshire can help with finding your young person funding for YFHS events if money is tight. This will usually (but not exclusively) come through your Quaker Area Meeting. Asking for help with funding will require us to be in touch with you, and your area meeting. Confidentiality and discretion, as reasonably possible, are assured. Where possible we ask that you contact your local meeting for support first, but appreciate that this isn't possible for everyone.

Further information

Your local Quaker Meeting (if relevant)

It is useful for us to know where, if at all, your child goes to meeting. YFHS falls into a lattice of Quaker youth provision in Yorkshire.

Does your young person need help getting to and from the event?(Required)

Quakers in Yorkshire have a new transport and lift policy which may help. We will need to be in touch with you if you answer "yes". We cannot offer lifts ourselves, but may be able to put you in touch with parents of other young people to make private arrangements for travel to the event.

Can we share your contact details with other parents wishing to make travel arrangements?(Required)

Yes

We're sometimes asked if other participants are travelling from a particular area so it can be useful to be able to put parents in touch with one another to make private travel arrangements, we can only share your contact details with your permission. For Irish Quakers this would include sharing your details with the Quakers in Ireland Youth Development Worker. We will not share participants' contact details unless they are over 18 and have given us permission to do so.

How did you hear about Yorkshire Friends Holiday School?

Anything else?

Is there any further information we might need to help your young person to have a safe and happy time at YFHS.

Confirmations and Consents

Leaving site(Required)

There may be opportunities for participants to visit the centre of York in free-time in small groups. Do you give permission for your child to leave the site unsupervised as part of a small group?

Yes

I have given all the information requested and will notify the organisers of any changes(Required)

I agree to let YFHS know if anything changes.

I will ensure that my young person has all necessary medication and will hand all medication to the organisers if required(Required)

I agree to bring and hand over all required medications at the commencement of the event

We generally prefer staff to look after any medication young people may need, although we're happy to discuss this depending on the nature of the medication.

I understand that I (or my alternative emergency contact) must be contactable during YFHS(Required)

I understand that I, or someone I trust, must be contactable throughout the event

We have first aiders as part of the staff team, if first aid occurs it will be dealt with on site; if we need external help or the incident moves beyond first aid we will contact emergency contacts. Please let us know us if you have any concerns.

I understand that I may be required to collect my child early from YFHS in the case of medical emergency or serious misbehaviour.(Required)

I understand that I, or someone I trust, must be contactable throughout the event

Photo permissions(Required)

Please DON'T use any photos of my young person

I give permission for identifiable photos of my young person to be shared with other participants and parents via the YFHS website

I give permission for identifiable photos of my young person to be used for marketing purposes (photos shared publicly will not include names)

We will take photographs and video recordings during YFHS and participants may also capture images on their own camera/phones. These images may appear in our printed publications, on our website or Quakers in Yorkshire websites and publications. Any photos used for marketing will not include participants names, although photos shared in the private area of our website may include name badges. To comply with the Data Protection Act 2018, permission must be granted by the parent/carer before any images of your child/children are taken and used. Further information about our photography policy is available on our website (www.yfhs.org.uk).

Data Protection(Required)

In accordance with the Data Protection Act 2018, personal data supplied in this application will be stored securely. By completing this form you permit YFHS to keep this data for 3 years. Items indicated as CONFIDENTIAL may be disclosed to other members of the Holiday School Staff but will not be shared beyond this group.

By ticking this box you agree to the above.

Can we add your details to QiY's Under-19s mailing list?(Required)

Yes

Quakers in Yorkshire run a number of events for under-19s, we need your permission to add your details to mailing lists advertising these

Confirmation of information provided(Required)

I understand that if my child has specific needs that I haven’t mentioned in this form, or subsequently informed the staff of in writing, and this has a detrimental impact on the event or other participants, YFHS may have to withdraw them from the event.

By ticking this box you agree to the above.

Signed...(Required)

By signing you confirm that you've given honest and full details.

Young Person Consent

We only have a handful of rules at Holiday School, but they are important. We expect applicants and their parents/guardians to have read them before completing the application form. ALCOHOL - anyone found in possession of alcohol, or under its influence, will be asked to leave immediately. DRUGS - anyone found in possession or under the influence of illegal substances will be asked to leave immediately. Further action may be taken as appropriate. SMOKING - There will be a designated smoking area. We ask that smokers identify themselves to the staff at the beginning of the weekend, we ensure that the event isn’t a place where anyone takes up smoking. RESPECTING PRIVACY – we all must respect each other’s privacy, belongings, and be aware when we may need to realise and rein in language and personal boundaries. This includes not visiting non-designated bedroom blocks. ANTISOCIAL BEHAVIOUR - we treat very seriously any behaviour that threatens to damage the caring and inclusive spirit of Holiday School.

Agreement from the Young Person(Required)

I have read the Holiday School Reunion boundaries above and agree to abide by the guidelines set out.

By ticking this box you confirm the above.

Signed(Required)

By signing you confirm that you've given honest and full details.