01923 469475

Important Parent Information

IMPORTANT PARENT INFORMATION

Once you have made your booking either online or via our booking hotline, you will be sent an email confirmation. Please check the dates and location. Responsibility lies with the person who made the initial booking. Let us know as soon as possible if we have not confirmed what you thought you had booked and we will do our best to make the changes you require.

We require a completed Emergency Contact/ Medical Information form, listing any medical conditions your child has, before they can attend camp. This will be emailed to you at the time of booking and can be completed online.

We look forward to welcoming both you and your child to Camp. Please read through the following information, which should help your child to come fully prepared for a fun packed day. Please call us on 01923 469475 for any additional information you may require.

CAMP TIMES

Please note that unless an extended day has been booked, the camp day begins at 9:30am and ends at 3:30pm. Extended day 8.30am to 5.30pm.

WHAT TO WEAR

Children should dress in loose, comfortable clothing appropriate for the weather conditions. They should also wear comfortable trainers, no loose sandals or flip-flops. As children take part in a wide variety of activities, we ask you not to send them in clothes you wish to remain unspoilt. Please ensure your child leaves all valuables at home as staff are not able to look after children's possessions. We ask that you pack a spare set of clothes and underwear just in case. Accidents can happen so a change of clothes, easily accessible in their bag, helps your child to quickly change and carry on with their fun day!

FOOTBALL

Please bring in shin pads and a lightweight waterproof jacket. Your child may wear football boots although the majority of attendees wear trainers. If boots are worn it is important that your child also brings in trainers in case of wet weather and indoor play. It would also be a long time for children to wear boots, so they will be encouraged to change during the lunch period.

SWIMMING

If your child is booked into Abbot's Hill, St Hilda's Bushey/Harpenden School summer camp swimming kit should be brought every day unless you are booked onto Mini Camp or Football. It is important that your child can change in and out of swimwear without assistance, although should they request additional help then staff will be available. If your child does not have swimming kit then they will take part in an alternative activity.

SUN CREAM

We ask that all children bring sun protection to all Club Excel camps, and that they have also applied sun protection before they arrive in the morning. Please be mindful that while staff can and will remind children to re-apply sun lotion regularly, they are not permitted to rub sun cream onto children. As a result, spray-on sun lotion is the most effective solution, and we advise that children also bring a sensible hat or cap as well.

PACKED LUNCH & WATER BOTTLE

All children should bring a packed lunch containing non-perishable goods and drinks for morning and afternoon breaks to keep them fuelled throughout their fun packed day. (Fresh fruit and drinks are provided for children attending Mini Camp). We do have lots of children attending our camps with various allergies so to be extra safe we please ask that you do not bring anything onto camp that contains nuts. A small ice pack is also advisable during hot weather. A refillable water bottle is essential. The children will have opportunities to refill it when required. Please name all your items so we can easily return them if they accidentally get left behind.

TUCK MONEY (AGES 5+)

We have a small tuck shop on site as a special treat for children. The tuck shop is optional but if you are happy for your child to bring a small amount of money with them please place it safely in a named purse/wallet. We suggest just 50p - £1 to spend. The tuck shop will have a small selection of drinks, fruit bars, ice lollies, sweets, and chocolates to buy. N.B If your child has special dietary requirements, allergies or follows Kosher diet then we suggest you pack snacks for morning and afternoon break times. Whilst children are still welcome to buy from the tuck shop it is important that they can make safe choices.

EQUIPMENT

We provide any equipment necessary for all the activities, so there is no need to send your children with anything other than a packed lunch, swimming kit (if required) and sun protection. Please ensure all clothing is named and that your child brings home all items at the end of the day. It is very difficult for us to locate lost property once children have left camp.

LOST PROPERTY

Any items of lost property will be collected in at the end of each day and will be available for collection in Camp Registration from the following day from 8.30am until 10.00am and again from 3.00pm until 5.00pm.

COLLECTION

To enhance security when collecting your child from Camp, we use a codeword system, an entirely voluntary scheme (apart from Mini Camp) but, for additional safety, we would urge you to take part.

When you complete your Emergency Contact/Medical Form, you will be able to enter a pick-up codeword.

Once you have completed the Emergency Contact/Medical Form, you can either view or change the pick-up codeword in the 'Parent Login' area, situated on the top left of any of this site's pages.

Click the blue 'MY DETAILS' button and then click the green 'PICK-UP CODEWORD' button.

If anyone other than yourself is to collect your child, you will need to set up this pick-up codeword for them to use in advance. Once this has been applied to your account anyone collecting your child, including parents, will need to know the pick-up codeword.

Please note that once you provide us with a codeword, your child will not be released unless you or whoever is collecting can verify that word. You can change the word as often as you see fit, via the website, but not within 24 hours of pickup.

If you need to collect your child early, you can arrange this via the office.

Please note If your child is booked until 3:30 pm but you collect after this time, you will need to pay the additional £6 late stay charge.

If your child is already booked in for the extended day our late club is only registered until 5.30pm and after that time we are legally obligated to inform Children's Services if a child is still on site and we have not been able to contact the parents/carers. In addition, we reserve the right to charge £5 for every five minutes that a child is with us after 5.30pm, which will be automatically added to your account.

MEDICATION

We need to know about any medical conditions your child has when you make your booking and this will then appear on the daily register. In some cases we may need to get additional information from you regarding your child's needs.

Please inform us if it is necessary for us, or your child, to administer any medication throughout the day. All medication must be kept in a named bag in the office. A medical form and full details can be completed at registration.

REGISTRATION

Registration takes place each morning and is a good time for you to provide us with any details about your child that may help us to understand their individual needs. Children love camp, but very occasionally they may be reluctant at the start of the day, in these circumstances we suggest you leave your child in our capable hands and we promise that if they are unable to settle then we will contact you. Of course, should you wish to check on their general well being, we are more than happy for you to contact the office for an update.

MINI CAMP

When registering your child you will be asked to sign the register and provide details if anyone other than yourself will be collecting them. At the end of each day you will again be required to sign your child out. If the two signatures are not the same we will not be able to release your child unless we have been notified of the change. It is wise to 'dress for mess' on Mini Camp. Art overalls will be worn for painting activities. Please bring a packed lunch. During morning snack time fresh fruit and drink's are provided for children attending Mini Camp..

CANCELLATIONS

Any cancellations must be notified in writing and are subject to the following charges. If received up to 28 days prior to the start of booking a full credit will be held by Club Excel for future courses. If received up to 7 days prior to the start of booking a credit less 25% will be held by Club Excel for future courses. No credit will be given after 7 days. Missed days cannot be credited or refunded. Credits can only be used to book future Club Excel courses and are not transferrable to Excel Sport or Excel Swim.

Please see our full Terms & Conditions

CHILDCARE PROVIDERS

As an Ofsted registered provider we are very happy to accept Childcare Vouchers and Tax Free Childcare as payment for any of our camp programmes. Once bookings have been provisionally made we allow 7 working days to process your childcare vouchers. We ask that you please use your provisional booking reference or first initial and full surname as a reference to allow us to allocate payments correctly.

Voucher payments do not reach our account instantly and can take up to 3-7 days to receive. Once full payment has been received, we will then send you your booking confirmation e-mail.

If we have not received an e-mail or payment within 7 days of your provisional booking, we may cancel your booking, however we would not do this without informing you first.

For Childcare Voucher Provider references please e-mail info@clubexcel.co.uk. or call us on 01923 469475