Elthorne Park Holiday Camp provides sports and activity sessions for children aged 8–14 during school holidays, held at Elthorne Park (W7).

These terms and conditions outline the agreement between Elthorne Park Holiday Camp (“we”, “us”, “the camp”) and the parent or guardian (“you”) booking a place for a child (“your child”). By completing a booking, you agree to all terms stated below.

We reserve the right to update these terms and conditions at any time and will notify parents of any significant changes.

Bookings

All bookings must be made online through our booking system. Full payment is required at the time of booking to secure a place. You will receive a confirmation email and a required consent form after booking. Bookings are only valid once payment and all mandatory forms have been completed. Places are limited and allocated on a first-come, first-served basis.

Pricing and payment

• Full-day (9am–4pm): £45
• Full-day weekly pass: £200
• Half-day (9am–12.30pm or 12.30pm–4pm): £22.50
• Half-day weekly pass: £100
• Mini-camp day (12pm–2pm): £15
• Mini-camp weekly pass: £60
• Breakfast club (8am–9am): £5/day
• After-camp hour (4pm–5pm): £5/day
• Sibling discount: 10% for additional children

We accept card and Apple Pay payments.

Cancellation and refunds

Parent-initiated cancellations made more than 14 days before camp receive a full refund. Cancellations 7–14 days before camp are eligible for a 50% refund. Cancellations fewer than 7 days before the start date are non-refundable unless the place is resold or cancellation is due to a medical reason (evidence may be required). If the camp cancels a session for reasons such as severe weather or staffing issues, a full refund or credit will be offered. No refunds are provided for missed sessions, illness, late arrival or early pick-up. Refunds are issued to the original payment method.

Drop-off, pick-up and attendance

Standard full-day camp hours are 9am–4pm. Breakfast club runs 8am–9am and after-camp runs 4pm–5pm. Half-day camps hours are 9am–12.30pm or 12.30pm–4pm. Mini-camp hours are 12pm–2pm. All children must be signed in and out by an authorised adult. Only individuals listed on the booking or consent form may collect the child. Late collection may incur a fee of £5 and repeated lateness may lead to the child’s place being withdrawn.

Behaviour and conduct

We expect all children to behave respectfully towards staff and other campers, to follow instructions, and to use equipment safely. Bullying, aggression, discriminatory behaviour or actions that put others at risk will not be tolerated. If behaviour becomes unsafe, we may remove a child from an activity, request immediate collection, or withdraw their place for the rest of the camp without refund.

Medical, health and safety

Parents must disclose all medical conditions, allergies, behavioural needs and additional support requirements before the camp begins. Children who are unwell should not attend. If a child becomes ill during the day, parents will be contacted to collect them. Staff may administer basic first aid when necessary. Medication can only be administered if it is prescribed, clearly labelled and accompanied by written parental consent. Parents are responsible for ensuring emergency contact details are accurate and available throughout the camp day.

Safeguarding and welfare

All staff and volunteers hold enhanced DBS checks and are trained in safeguarding, child protection and first aid. Children are supervised at all times, and volunteers are never left alone with children. Children may not use personal mobile phones or devices during camp hours.

Food, snacks and tuck shop

Children must bring a packed lunch and a refillable water bottle each day. Parents are responsible for informing us of any allergies or dietary needs. The camp operates a nut-free policy. A tuck shop is available, selling snacks and sandwiches if required.

Personal belongings and lost property

The camp accepts no responsibility for loss, damage or theft of personal belongings. Valuables including phones, tablets or smartwatches should not be brought to camp. Lost property is retained for two weeks after camp ends, after which it will be donated or disposed of.

Weather and outdoor conditions

As an outdoor camp, activities may change depending on weather conditions. Light rain will not stop outdoor sessions. In heavier rain, activities may be moved to sheltered or gazebo areas. In extreme heat, additional shade, breaks and water will be provided. The camp will only close if conditions are unsafe, and in such cases a refund or credit will be offered.

Liability and insurance

The camp holds appropriate public liability and employer’s liability insurance. Participation in physical activity carries inherent risk. We are not responsible for injuries that occur due to failure to follow instructions or behaviour rules. We are not liable for damage or loss of personal items.

Photography and marketing

Photographs or video may be taken for marketing and promotional use. Parents provide consent during the booking process and may opt out. Children without consent will not appear in marketing materials.

Data protection and privacy (GDPR)

We comply with UK GDPR regulations. We collect only essential data such as contact information, medical information and consent forms. Data is stored securely and accessed only by authorised staff. Data is retained only as long as necessary for operational or legal purposes. Parents may request correction or deletion of data at any time. Our booking systems are GDPR-compliant.

Additional needs and inclusivity

We welcome children with a range of abilities and needs. Parents must disclose any additional needs in advance so we can assess whether the camp can safely accommodate them. We do not provide automatic 1:1 support unless agreed beforehand. If needs are undisclosed or cannot be safely met within staffing ratios, the child’s place may be withdrawn.

Parent responsibilities

Parents agree to provide accurate information during booking, ensure children arrive with lunch, water and appropriate clothing, collect children promptly, remain contactable during camp hours and support behaviour expectations.

Camp responsibilities

We agree to provide a safe, supportive and engaging environment, ensure trained staff supervise all activities, follow safeguarding and first aid procedures, and communicate with parents regarding any concerns.

Termination of place

We may withdraw a child’s place without refund if behaviour endangers others, information has been withheld, or policies such as late pick-up or behaviour expectations are repeatedly breached.

Complaints procedure

If you have concerns or complaints, please contact the camp manager (Matthew Cattaway) in person or by email. We aim to respond within 48 hours during camp periods.