View the availability calendar to find potential dates for your experience. Note: pending reservation requests may not yet be reflected on the availability calendar.

To secure your desired date, you must submit a Reservation Request.

If you are unsure of your visit type, please see our Visit Types to help you decide.

Upham Woods’s Administrative Assistant Director will review your request and respond via email with a Facilities Use Agreement based on requested dates (utilizing 2nd, 3rd, or 4th choices if necessary) and add your reservation to our calendar. The Agreement will include the deposit amount and due date. If none of the requested dates are available, a response with other available dates may be provided.

Notes about the reservation process

• Reservation requests can be submitted up to 12 months before your intended visit.
• You can provide up to 4 sets of dates for your visit. The dates provided should be actual dates when you can visit Upham Woods, in case we need to move to your 2nd choice or beyond.
• All requests for dates are subject to first-come, first-served availability.
• Questions? If you are unsure about the availability of dates or have questions about the process, book a visit inquiry meeting with Molly Silva, Upham’s Administrative and Financial Assistant Director, to discuss.

Availability Calendar

Return the Facilities Use Agreement and pay your deposit by the due date on the agreement (typically 30 days from request, shorter if the request is received less than 60 days before visit dates).

• If clarifications or changes are required to the Facilities Use Agreement, reply to the reservation request confirmation email.
• If you are no longer interested in retaining your dates, please reply to the latest email in the reservation request confirmation so we can release them promptly and credit your deposit, in accordance with the cancellation policy in the agreement.
• Failure to return the Facilities Use Agreement by the due date may result in forfeiture of your reservation. (Please respond to the email with your agreement if you are approaching this deadline and an extension to your due date is needed).

30 days before your visit, your Program Coordination Form and Menu Selection Form are due. After you submit your forms, our Program Planning and Outreach Coordinator will be in touch with a draft schedule for your visit when applicable.

Have the following information ready to complete your forms:

• Current number of participants (adults & youth)
• Name of First Aid Coordinator (youth groups only)
• Dietary restrictions and food allergies
• Name of Dining Hall Supervisor (youth groups only)
• Lodging requests (specific cabins or number of dorm rooms and linens – see Cabin & Dorm Schematics)
• Accommodation requests
• Billing contact information
• Programming preferences
  • Specific educational objective(s)
  • Preferred programs (see Current Program Offerings)
    • consider Storm and High Water Plans

14 Days before your visit (the due date is provided in the email with your Facilities Use Agreement), submit the following to Upham Woods’s Program Planning and Outreach Coordinator:

• A final count of all attendees (youth and adults)
  • Upham Woods will bill you based on your 14-day count or your actual attendance, whichever is larger. If updated numbers are not provided by your 14-day deadline, Upham Woods will bill you based on your 30-day numbers or the number in attendance, whichever is larger.
• Demographics Reporting Form – (PDF Document, 1 page, 803 KB)
• A copy of your Certificate of Insurance – (Required for overnight groups- see your addendum for required coverage.)

By this time, details about your visit, such as your schedule and lodging, must be finalized with Upham Woods’s Program Planning and Outreach Coordinator.

Visiting youth groups must maintain a 1:10 adult-to-youth ratio with a minimum of 2 adults per group.

Forms to submit to Upham Woods upon arrival

• Assumption of Risk Form
  • UW System Agreement for Assumption of Risk Form – (PDF Document, 1 page, 60 KB)
  • Acuerdo de asunción de riesgo – Español – (PDF Document, 2 pages, 20 KB)
• Photo Release
  • Upham Photo Release – (PDF Document, 1 page, 36 KB)
  • Formulario de Autoración del uso de fotografías- Español – (PDF Document, 1 page, 49 KB)
• A final roster with the names of all attendees (youth and adults). Include lodging and activity group information when relevant.

Forms retained by groups – must be accessible while on site. (Upham Woods will only request copies in cases of reportable incidents).

• Health Forms (youth groups only)
  • Health forms must be on-site but remain with the group, which ensures their security. You are expected to utilize your school or organization’s existing forms.

• After your visit, we ask you to fill out an Evaluation Survey by email.
• You will be invoiced for your visit within approximately 30 days.
• Consider booking your trip for next year to secure your ideal dates. You can book up to 12 months in advance!