TERMS & CONDITIONS
Camp 4 Champs Booking Terms and Conditions
When you book with Camp 4 Champs, these Terms and Conditions and other information such as our Parent Guide, ‘All about me’ form and Policies and Procedures document define the agreement between us and let you know what to expect from Camp 4 Champs and what we expect from you. If you have any questions about our Terms and Conditions, please call our Customer Services team on 07935962812 (Essex) or 07731535909 (Surrey)
Bookings made online or by telephone will be confirmed by email. A booking is confirmed when we receive the appropriate forms and payment. Receipt of these constitutes acceptance of these terms and conditions.
Camp 4 Champs accepts payment by bank transfer & cash. We do not accept payment by cheque, American Express or PayPal. All bookings must be paid in full when booking.
Paying with Childcare Vouchers
We are currently unable to accept childcare vouchers.
Changing your booking
If you give us 14 days or more notice, you can change your dates within the same holiday season (e.g. summer), subject to availability, free of charge. If you give us less than 14 days’ notice, we are unable to make any changes.
If you have booked a full week, you can only move the whole week, unless you are happy to pay the extra cost to split the days across different weeks.
If you wish to move your dates to another season, this is possible with 14 days or more notice. We will hold the balance in credit on your Camp 4 Champs account. Please note prices may increase from one season to the next.
If you give us at least 14 days’ notice before the camp date(s) you would like to cancel, we will we will hold the amount in credit. If you wish to cancel a day(s) within a week, we will then recalculate your booking at the daily rate (at the time of your original booking) which may result in an additional charge. If you give us less than 14 days’ notice before the date(s) you would like to cancel, no credit is available.
Our extended camp hours are 8am to 9am and 4pm to 5pm and can be booked at an additional charge of £5 per person per day. Extended camp can be cancelled. If you give us 14 days or more notice before camp starts, we will credit your account in full. With less than 14 days’ notice, no credit is payable. If you wish to move extended care to a different camp day, this is possible with 24 hours or more notice, free of charge.
Your child’s information
It is the responsibility of the person making the booking to ensure that all details provided are accurate, in particular full information about each child, including medical and other special educational needs, and emergency contact information. If we do not have all this information before camp starts, your children will not be allowed on camp.
Children booked from overseas are required to have a good level of spoken English so that they can follow the instructions from the leaders and are able to communicate with the other children.
We require a UK telephone contact number and address once you are in the UK, in case of an emergency.
Camp 4 Champs recognises that the needs of individual children vary and will endeavour to accommodate children with specific needs and/or medical conditions within the camp environment. It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible.
It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, whether booking online or over the phone, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities on camp within the staffing ratios provided for their age group. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.
We are not able to provide additional staff to support a child above our standard ratios of 1:12 for 4 to 5 year olds, 1:16 for 6 years old and over, irrespective of any specific needs or medical conditions. Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child. No refund will be available.
Where a child does require one-to-one support, Camp 4 Champs will permit parents/carers to attend camp to support their child, providing the Camp 4 Champs safer recruitment standards are met. Camp 4 Champs does not provide one-to-one support.
We are happy to accommodate a child with specific needs on a paid trial basis and reserve the right to review further bookings.
11. Illness and First Aid
Camp 4 Champs requires that all children who are ill or infectious be kept home for the full duration of their ailment, and for 48 hours after the last symptom occurs. Camp 4 Champs will only administer medication if it has been prescribed by a doctor or other health professional and all relevant paperwork has been completed.
In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary.
Essential prescribed medication including Epipens must be handed in to the Camp Manager for safe-keeping. All Camp 4 Champs First Aid policies are in line with Ofsted recommendations.
12. Child Exclusion
Camp 4 Champs has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour. The company follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. On rare occasions, and in more serious cases, we reserve the right to ask parents to remove children from camp either for the remainder of the day (part exclusion), or for the rest of the season (full exclusion). No refund will be made for any remaining days booked, and any costs associated with the exclusion will be the parents’ responsibility. We reserve the right to exclude a child at any time prior to or during a session due to illness. The parent/carer will be expected to come and collect their child.
All children MUST be collected by 5pm If for any reason you are unable to collect by 5pm, we ask that you call the Camp Manager or Head Office as soon as possible 07935962812 (Essex) or 07731535909 (Surrey). A member of staff will wait with your child until they are collected. You will be charged a late pick-up fee of £20 for every 15 minutes after 5pm to cover the additional staffing cost. If we have no contact from a parent/guardian by 5.30pm, we will contact Social Services to advise them we have an uncollected child. We reserve the right to refuse future bookings from parents who continually pick up late.
Notice of Absence
If a child is not attending a scheduled day on camp, parents/carers must telephone the Camp Manager or Head Office to allow us to update records 07935962812 (Essex) or 07731535909 (Surrey)
At some camps we may offer optional extra activities. All our usual standards of care and supervision apply.
Programme and activities
From time to time, we may need to change venues, dates, activities and courses for reasons within or outside our control.
Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control. Timetables displayed on camp are a guide and are subject to change. Specific extra activities such as swimming are scheduled in as much as possible, however, if you are booking individual days, we cannot guarantee these activities will fall on those particular days.
In exceptional circumstances we may have to cancel particular dates at a venue, and in this event, we will try to give those booked onto the programme at least 14 days’ notice and will offer a suitable alternative if one is available, or refund all monies paid for the dates cancelled, if preferred.
All your child’s personal property is your responsibility and Camp 4 Champs is not liable for any lost or damaged property on camp. If you believe that your child has left an item on camp, please contact the Camp Manager who will help you 07935962812 (Essex) or 07731535909 (Surrey). Lost property will remain on camp until the last day of the season and should be collected before the last day. Unclaimed lost property will be donated to charity.
Mobile Phones and Electronic Devices
All mobile phones and electrical devices are prohibited on camp. Please do not send your child yo camp with any of the above.
All children in our care are covered by our Public Liability Insurance.
Photography / Filming
Please be aware that Camp 4 Champs occasionally take photographs/video footage of children on camp for promotional reasons. If you do not wish your child to be photographed/filmed, please ensure that you have opted out on your ‘All about me’ registration form.
Parent Feedback / Complaints
If you have concerns or suggestions, please tell us; we value your feedback and use it to develop and improve our services.
If you have a concern regarding camp, this should initially be raised with your child’s Camp director. If you are unable to resolve the issue, then please contact the relevant county manager (07935962812 Essex or 07731535909 Surrey) and they will attempt to resolve the issue to your satisfaction. In the unlikely event that your complaint cannot be resolved, you may wish to contact Ofsted on 0300 123 1231.
Camp 4 Champs has legal obligations in relation to safeguarding and any suggestion of child abuse or neglect will be investigated and reported to our regulator, Ofsted, or relevant local authorities and agencies.
Policies and Procedures
For our full policies and procedures document, please visit the relevant section on our website.
Camp 4 Champs is registered as a Data Controller under the Data Protection Act 1998 (GDPR from 25th May 2018). To process your booking, we need to collect personal details about you and your children. We will treat it as confidential and keep it secure, complying with all relevant UK legislation. We will use your email address and telephone number to contact you with information that relates to any bookings that you make and any information that we might need that relates to the welfare of your child. We would also like to use some of your details to tell you about our products and services and will ask for your consent during the registration / booking process. You may unsubscribe at any time.