Terms & Conditions

TOGETHER WE BALL HOLIDAY CAMP

Terms and Conditions

These Terms and Conditions apply to all bookings made with Together We Community CIC ("the Camp", "we", "our", "us"). By completing a booking, parents/carers acknowledge that they have read, understood, and agreed to these Terms and Conditions.

1. Behaviour and Conduct of Participants

Together We Ball Holiday Camp is committed to providing a safe, inclusive, and enjoyable environment for all children.

All participants are expected to:

  • Treat fellow participants, staff, volunteers, and visitors with respect and courtesy.
  • Follow all instructions and safety guidance provided by staff.
  • Participate in activities in a safe and responsible manner.
  • Respect camp equipment, facilities, and property.
  • Refrain from behaviour that may cause harm, distress, or disruption to others.

The following behaviours are considered unacceptable:

  • Bullying, intimidation, discrimination, or harassment.
  • Physical or verbal aggression.
  • Deliberate disruption of activities.
  • Refusal to follow reasonable instructions from staff.
  • Behaviour that compromises the safety or wellbeing of others.
  • Deliberate damage to equipment, facilities, or property.

Where a participant's behaviour is deemed unacceptable, the Camp reserves the right to implement appropriate behaviour management procedures, including contacting parents/carers and, where necessary, requiring immediate collection of the child.

The Camp reserves the right to terminate a child's attendance without notice where their behaviour presents a risk to themselves, other participants, staff, or the effective operation of the Camp.

No refund shall be provided where a participant is excluded from the Camp due to behavioural concerns.

2. Parent and Carer Conduct

Parents and carers play an important role in supporting a positive camp environment.

Parents/carers are expected to:

  • Communicate respectfully with staff, volunteers, participants, and other families.
  • Raise concerns in an appropriate and constructive manner.
  • Refrain from abusive, threatening, intimidating, discriminatory, or aggressive behaviour.

The Camp reserves the right to refuse future bookings where the conduct of a parent/carer is considered unacceptable or detrimental to the wellbeing of staff, volunteers, or participants.

3. Damage to Equipment and Property

Participants are expected to use all equipment and facilities appropriately and with care.

Where equipment, facilities, or property are deliberately damaged, misused, or vandalised, Together We Community CIC reserves the right to recover the full cost of repair or replacement from the parent/carer responsible for the participant concerned.

An invoice will be issued and payment will be required within 14 days.

4. Arrival and Collection Procedures

Parents/carers are responsible for ensuring participants arrive and are collected promptly during the advertised operating hours.

Children may only be collected by authorised individuals named on the registration form unless alternative arrangements have been agreed in writing.

For safeguarding reasons, children will not be permitted to leave independently unless prior written consent has been provided by a parent/carer.

The Camp reserves the right to request photographic identification where necessary.

5. Late Collection Charges

Parents/carers must collect participants promptly at the end of each session.

The following late collection charges will apply:

  • Up to 15 minutes after the published collection time: £10.00
  • More than 15 minutes late: £10.00 plus £1.00 per minute thereafter

Late collection charges must be settled before a participant attends any future sessions.

Persistent late collection may result in future bookings being declined.

6. Clothing and Footwear Requirements

Participants must attend wearing suitable clothing and footwear appropriate for sporting and physical activities.

Suitable attire includes:

  • Sportswear
  • Tracksuits
  • Shorts
  • T-shirts
  • Trainers or sports shoes

The following are not permitted:

  • Crocs
  • Sliders
  • Sandals
  • Open-toe footwear
  • Heeled footwear
  • Clothing deemed unsafe for physical activity

Participants arriving in unsuitable footwear or clothing may be unable to participate in some or all activities for health and safety reasons and may be required to sit out.

No refund or partial refund shall be issued in such circumstances.

Parents/carers are responsible for ensuring children are dressed appropriately for weather conditions.

7. Food and Drink Requirements

Participants must bring:

  • A packed lunch
  • Any additional healthy snacks required throughout the day
  • A clearly labelled refillable water bottle

To protect children with severe allergies, the Camp operates a strict nut-aware policy.

The following items must not be brought onto site:

  • Peanuts
  • Tree nuts
  • Nut-based snacks
  • Nut-containing products
  • Chocolate hazelnut spreads
  • Any food known to contain nuts

Participants must not bring:

  • Sweets
  • Chocolate bars
  • Energy drinks
  • Fizzy drinks

Any prohibited items may be removed and returned to the parent/carer at collection.

8. Medical Information, Allergies and Emergency Contacts

Parents/carers must provide complete and accurate medical information, allergy information, and emergency contact details at the time of booking.

It is the responsibility of the parent/carer to notify the Camp immediately of any changes to medical information.

The Camp reserves the right to refuse attendance where necessary information has not been provided.

9. Emergency Medical Treatment

In the event of illness, injury, or a medical emergency, Together We Community CIC reserves the right to administer basic first aid and, where necessary, seek emergency medical treatment for a participant.

Every reasonable effort will be made to contact the parent/carer or emergency contact as soon as possible.

Any costs associated with medical treatment remain the responsibility of the parent/carer.

10. Illness and Attendance

Participants should not attend the Camp if they are suffering from a contagious illness or are otherwise unfit to participate.

If a participant becomes unwell during the day, parents/carers may be contacted and required to collect their child promptly.

No refund shall be provided for absences due to illness, injury, holidays, or any other reason outside the Camp's control.

11. Photography and Media Consent

Photographs and videos may be taken during Camp activities for promotional, marketing, training, and publicity purposes.

Consent preferences will be collected during registration.

Parents/carers may withdraw consent at any time by providing written notice.

12. Weather Policy

The majority of activities delivered by Together We Ball Holiday Camp take place indoors and therefore sessions will continue as scheduled in most weather conditions.

Activities may be modified or relocated where appropriate to ensure participant safety.

The Camp reserves the right to cancel sessions in circumstances where weather conditions present an unacceptable health and safety risk.

Where cancellation occurs due to circumstances beyond the Camp's control, alternative arrangements, credits, or refunds will be considered at the discretion of Together We Community CIC.

Please note that some activities may take place outdoors during the day. Participants should therefore bring suitable clothing for changing weather conditions

13. Cancellations and Refunds

All booking fees are non-refundable except in exceptional circumstances at the discretion of Together We Community CIC.

No refunds will be provided:

  • For participant non-attendance.
  • For behavioural exclusions.
  • For illness or injury.
  • For failure to comply with Camp requirements.
  • For late arrival or early collection.

Where a parent/carer wishes to cancel a booking:

  • More than 14 days before the start date: a refund may be considered, less any administrative fees.
  • Less than 14 days before the start date: no refund will be provided unless the place can be filled from a waiting list.

14. Safeguarding

Together We Community CIC is committed to safeguarding and promoting the welfare of all children and young people.

All staff and volunteers working directly with participants will be appropriately vetted and trained in accordance with safeguarding requirements.

Any safeguarding concerns will be managed in accordance with the organisation's Safeguarding Policy and statutory guidance.

15. Liability

While reasonable precautions are taken to ensure participant safety, Together We Community CIC shall not be liable for any loss, theft, or damage to personal belongings brought onto Camp premises.

Parents/carers are advised not to allow participants to bring valuable items, jewellery, toys, electronic devices, or large sums of money.

16. Acceptance of Terms and Conditions

By completing a booking, parents/carers confirm that:

  • They have read and understood these Terms and Conditions.
  • The information provided during registration is accurate and complete.
  • They agree to comply with all Camp policies and procedures.
  • They understand that failure to comply with these Terms and Conditions may result in exclusion from the Camp without refund.

Together We Community CIC reserves the right to amend these Terms and Conditions at any time where reasonably necessary.