Apex Activity CampsBooking Terms and Conditions

When you book with Apex Activities Ltd, these Terms and Conditions define the agreement between us and let you know what to expect from Apex Activity Camps and what we expect from you. If you have any questions about our Terms and Conditions, please call us on 07946164685.

1. Bookings

Made online will be confirmed by email. A booking is confirmed when we receive the appropriate payment and receipt of these constitutes acceptance of these terms and conditions.

2. Payments

Apex Activities Ltd accepts payment by BACS or childcare vouchers. Use Apex Activities Ltd or Apex Activity Camps in your voucher providers not Bowbrook House School. All childcare voucher payments must have cleared 7 days in advance of booking dates or your child/children will not be able to attend camp. Please use your child's name as reference when paying by childcare vouchers. When paying by BACS, you need to have made payment within 3 days of booking or it will be automatically cancelled due to non payment.

3. Changing your booking

You can move your dates subject to availability. Please contact the site leader on 07946164685 or info@apexactivities.co.uk.

4. Cancellations

If you wish to cancel your booking, you must contact us immediately. Cancellations are subject to the following charges:

• 28-25 days before commencement date - 60% of total price
• 24-15 days before commencement date – 80% of total price
• 14-1 days before commencement date - 100% of total price

5. 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.

6. Special requirements

Apex Activities Ltd 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 1:16 for 5 - 7 year olds and 1:20 for 8 years old and over, irrespective of any specific needs or medical conditions.

7. Illness and First Aid

Apex Activities Ltd 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. Apex Activity Camps staff are trained in medicine administration will only administer medication if it has been prescribed by a doctor or other health professional.

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 site leader for safe-keeping. All Apex Activity Camps First Aid policies are in line with Ofsted / ISI recommendations.

If your child is displaying any signs of covid-19 before or during the camp please contact the site leader and refrain from sending them in and seek medical advice.

8. Child Exclusion

Apex Activities Ltd has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour. The camp 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.

9. Early Drop Off & Late Pick-up

All children can be dropped off from 9.00am (unless you have booked our Breakfast Club option) there will not be any staff to supervise if you drop earlier. If you consistently drop earlier than 9.00am (2 or more occasions) then we will charge £3 in line with our Breakfast Club service.

All children MUST be collected by 4.00pm (unless you have booked the Late Pick Up option). If for any reason you are unable to collect by 4.00pm, we ask that you call the site leader on 07946164685 as soon as possible. Two members of staff will wait with your child until they are collected. If you are consistently late (10minutes + on 2 or more occasions) we will add a Late Pick Up fee of £5.00 in line with our Late Pick Up service.

10. Notice of Absence

If a child is not attending a scheduled day on camp, parents/carers must telephone the site leader on 07946164685 to allow us to update records.

11. Programme and activities

From time to time, we may need to change, 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 are scheduled in as much as possible.

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.

Football Camp

Children will require training kit (shirt, shorts, tracksuit, trainers, football boots and shin pads), a packed lunch and plenty of drinks. You should also bring a spare kit and towel in the event of bad weather. Please note we can not be held responsible for the loss or replacement of any children’s clothing, foot-wear or personal belongings.

12. Personal Property

All your child’s personal property is your responsibility and Apex Activities Ltd are 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 site leader who will do their best to assist you. 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 taken back to the office and then donated to charity.

13. Mobile Phones and Electronic Devices

All mobile phones and electrical devices are prohibited on camp. If found, children will be asked to place the device in the site leader’s box which will be locked and secured at all times. The device will be returned to the authorised parent/carer at the end of the session.

14. Insurance

All children in our care are covered by our Public Liability Insurance.

15. Photography / Filming

Please be aware that Apex Activity Camps occasionally take photographs/video footage of children on camp for promotional reasons. If filming is due to take place, camp staff will inform all parents on arrival and your children can be opted out if you wish.

16. Parent Feedback / Complaints

If you have concerns or suggestions, please tell us by either calling or emailing on info@apexactivities.co.uk; 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 site leader or activity leader. If you are unable to resolve the issue, then the Owners (Draper & Swain) will be advised, and will attempt to resolve the issue to your satisfaction.

17. Safeguarding

Apex Activity Camps has a safeguarding policy that can be found at: https://bowbrookhouseschool.co.uk/wp-content/uploads/2024/03/Safeguarding-Policy-Sept-23_24-v2-1.pdf

18. Data Protection

Apex Activities Ltd 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.