Important
Parent Information
Pre-arrival info
Please ensure you have completed your health and safety information for each child attending. This can be done by logging in to your account. Our camps WILL NOT be able to accept children without this information due to OFSTED requirements.
What to bring
For
- Packed lunch (including 2 snacks and NO NUTS)
- Water bottle
- Swimming kit and towel (please check your camp page for pool information)
- We recommend that all children in our ‘Youngers’ groups (typically 4-5 years) bring spare clothes, including underwear. Please note that all children who attend camp MUST be toilet trained.
When hot and sunny:
- Sun cream
- Sun hat
When cold and wet:
- Warm clothes
- Waterproof coat
- Wellies/outdoor shoes
For
- Packed lunch (including 2 snacks and NO NUTS)
- Water bottle
- Swimming kit and towel (please check your camp page for pool/water information)
- Waterproof/messy clothing (no matter the weather, we like to make activities as messy, wet, and fun as possible!)
- Suitable footwear e.g. walking boots or well fitted wellies (please avoid open toed shoes such as crocs or flip flops)
When hot and sunny:
- Sun cream
- Sun hat
When cold and wet:
- Warm clothes
- Hat and gloves
Do not bring
Medication
If your child requires any prescription medication whilst attending camp, then we will need you to complete an administration of medication form. You can find the administration of medication form here, please complete this and hand it to our staff upon your arrival. This includes epi pens and inhalers.
If you are unable to complete and print a form to bring with you, we will ask you to do this on your child’s first day when arriving at sign in.
Sign in/out
Sign out: 17:00 – 18:00
Our arrival times for drop off and collection is 08:15 – 09:15 for sign in and 17:00 – 18:00 for sign out.
Though you are welcome to drop off or collect between the hours of 09:15 and 17:00, please arrange this directly with your camp manager in advance so we can accommodate your requests (contact details below).
Please be advised that pick up and collection times are our busiest times of day, so this can cause a build-up of traffic outside the school. We ask that you are patient with staff and try to avoid queuing outside the school grounds.
Activities
We offer a varied programme of engaging activities which varies from day to day to suit the ages, abilities, and interests of the children on site.
All activities are run in relation to their suitability to the time of year and the environment, some activities will be weather dependent.
Each morning during sign in, you will be able to see the plan for the children’s day on their group activity board. For examples of the activity boards, please visit your camp page.
Swimming
Swimming is dependent on each site’s facilities, please check your camp page for pool facilities. If your site offers swimming, it is recommended that you bring a swimming kit for your child/ren on the first day in case swimming is available.
Unfortunately, we can not guarantee that every child will swim every day, due to the unpredictability of pool maintenance.
Please ensure to bring flotation devices for your child if they are not a strong or confident swimmer. Any child who attends camp without flotation devices may not be allowed to swim.
Before each swim session children are guided through a swim test, conducted by our camp lifeguard. This is ensure the safety of all children in the pool. If you have any questions about your swimming pool procedures please speak to the camp manager on site.
No Nuts
Directions
Directions to your site are available on your camp page.
Additional support
Unfortunately, we are unable to provide any form of one-to-one support for individuals as a standard practice. However, we aim to be as inclusive as possible, so if your child does require 1-1 support, please get in touch with head office to discuss this further.
In the interest of other children and our camp staff, we ask that you disclose any type of behavioural support for your child in advance of attending camp so we can cater for their needs.
If your child requires one-to-one support or is deemed to require constant support that detracts from the care of other children by the on-site manager and this information wasn’t disclosed in advance, you may be contacted and asked to collect your child.
Frequently asked questions
Do you accept children who are not toilet trained?
What ages do you cater for?
Will my child be with children of the same age?
It’s my child’s first day, what can we expect?
What if my child requires medication during camp?
What if my child doesn’t know anyone else at camp?
Can I see my child’s activity programme?
What happens if it rains?
Do you accept Childcare Vouchers?
Can I make changes or cancel my booking?
What is your policy on swimming?
My child needs extra support, can they still attend camp?
Can my child be grouped in the same group as a particular friend?
What happens if my child has an accident or becomes ill whilst at camp?
Camp Contacts
Camp phone numbers and email addresses are for site communication only, bookings cannot be made or changed through these contacts. Camp contacts are only operational when our camps are open.
If you would like to get in touch outside of these times, contact us.
ACTIVE CAMPS | Contact |
Bedales School (Camp) | Phone: 01865965301 Email: bedales@oxfordactive.co.uk |
Beechwood Park School (Camp) | Phone: 01865800288 Email: beechwood@oxfordactive.co.uk |
Bilton Grange Prep (Camp) | Phone: 01865594965 Email: biltongrange@oxfordactive.co.uk |
Bishopsgate School (Camp) | Phone: 01865594964 Email: bishopsgate@oxfordactive.co.uk |
Blackheath Prep (Camp) | Phone: 01865594963 Email: blackheath@oxfordactive.co.uk |
Gidea Park School (Camp) | Phone: 01865965302 Email: gideapark@oxfordactive.co.uk |
Holme Grange School (Camp) | Phone: 01865594967 Email: holmegrange@oxfordactive.co.uk |
Holmwood House School (Camp) | Phone: 01865800995 Email: holmwood@oxfordactive.co.uk |
Kingham Hill School (Adventure) | Phone: 01865800289 Email: kinghamhilladventure@oxfordactive.co.uk |
Sandroyd School (Camp) | Phone: 01865965303 Email: sandroyd@oxfordactive.co.uk |
Sibford School (Adventure/Camp) | Phone: 01865800287 Email: sibford@oxfordactive.co.uk |
Spring Grove School (Camp) | Phone: 01865800274 Email: springgrove@oxfordactive.co.uk |
St Francis School (Camp) | Phone: 01865800282 Email: stfrancis@oxfordactive.co.uk |
St Mary’s School (Camp/Adventure) | Phone: 01865965304 Email: stmarys@oxfordactive.co.uk |
St Swithuns School (Camp) | Phone: 07565840375 Email: Sts@oxfordactive.co.uk |
Summer Fields School (Adventure) | Phone: 01865800284 Email: oxfordadventure@oxfordactive.co.uk |
Summer Fields School (Camp) | Phone: 01865800285 Email: oxford@oxfordactive.co.uk |
Sunninghill Prep School (Camp) | Phone: 01865 965312 Email: sunninghill@oxfordactive.co.uk |
The Leys School (Camp) | Phone: 01865800291 Email: leys@oxfordactive.co.uk |
Walhampton School (Adventure) | Phone: 01865800280 Email: walhamptonadventure@oxfordactive.co.uk |
Warlingham Prep (Camp) | Phone: 01865965305 Email: warlingham@oxfordactive.co.uk |
West Oxford School (Camp) | Phone: 07724578952 Email: wo@oxfordactive.co.uk |
West Witney Primary School (Camp) | Phone: 01865570719 Email: westwitney@oxfordactive.co.uk |
Terms and conditions
Our aim when you book with ACTIVE CAMPS or ACTIVE ADVENTURE is that as a parent/carer, you are satisfied and happy with everything we offer you and your child. It is our mission to provide all children with a safe, fun, and stimulating environment.
Below are details of the terms and conditions when booking with ACTIVE CAMPS and ACTIVE ADVENTURE, we hope this helps you make an informed decision when booking with us.
If at any time you have any questions, please do not hesitate to contact our team via email at info@oxfordactive.co.uk or phone head office at 01865 594325.
Bookings will always be confirmed via email. If for some reason you do not receive an email, please check your junk mail, or contact us.
When you have received your booking confirmation, please check the following:
- The dates you have booked
- The camp you have selected
Payment
If you have a future booking to be paid by voucher within 21 days, you will not be able to make another booking until that’s paid.
You can make a payment via our online booking system using a debit or credit card and may have the option to pay with childcare vouchers, depending on the timeframe.
Payment reminders
When paying by childcare vouchers or the Government Tax-Free childcare scheme, we use an automated email system for our payment reminders to ensure you are aware of the timeframes around payments. We require all payments to be received 14 days before the first session of a booking.
- You will receive your Final Reminder email 21 days before the first session of a booking
- If payment is not received 14 days before the first session of your booking, your booking will be cancelled and you will receive an email confirming this
At the point of automatic cancellation, any partial payments will be credited to your Oxford Active account for future booking use. A refund is not an option at this stage.
MAKING YOUR BOOKING
Making a booking 21 days or more in advance
If you are booking dates 21 days or more in advance, you will have the option to pay with debit card, credit card or with childcare vouchers. Childcare vouchers MUST be transferred and in our bank account 14 days before the first session of your booking and will be cancelled if this has not been done. Please remember to allow time for the vouchers to reach the Oxford Active account which can take up to 10 days.
Making a booking 21 days or less in advance
Any bookings being made 21 days or less in advance will require payment in full via debit or credit card at the time of booking. You will not be able to use childcare vouchers for bookings being made 21 days or less before your first booked day.
AMENDING/CANCELLING YOUR BOOKING
Amending /Cancelling your booking 15 days or more in advance
Changes are possible at no additional cost to you up to 15 days before the day you wish to change. You can easily do this yourself by logging into your account where you can do the following:
- Remove the day/s you do not need – receiving a full refund or credit (valid for 12 months)
- Book any alternative/additional days during the same process.
Amending/Cancelling your booking 14 days or less in advance
Changes are possible 14 days or less before the day you wish to change but will incur a £10 admin fee per child per day. You can login to your account and do the following.
- Remove the day/s you do not need – receiving a credit only which is valid for 12 months (less any weekly discount if applicable and less the admin charge)
- Book any alternative/additional days during the same process.
Changes/Cancellations to bookings MUST be made at least 24 hours before the booking date, we cannot facilitate any requests within 24 hours. This includes changes/cancellations due to sickness or injury.
Late Collection
All children must be collected and signed out by 6pm. Only people listed on the registration and who are 16 years of age or older can collect.
We understand that at times parents/guardians may be running behind schedule, and we will always ensure that we do our utmost to support our families where possible. If a child is collected late, this has a knock on effect on our staff members and therefore a late fee of £15.00 per 15 minutes will be applied. If you are running behind schedule and your child will be collected late, please ring head office so we can notify our team at the site in advance.
In the event of a child not being collected on time, we will attempt to call the parents/guardians. If we are unable to make contact, we will follow our safeguarding policy/uncollected child policy.
We always strive to offer parents/guardians the support needed, however, if late collections become a reoccurring event, we reserve the right to withdraw our service.
Toileting
Although we welcome children from the age of three, we kindly request that any child attending camp be fully toilet trained and independent with toileting.
Health & Safety
It is your responsibility to provide accurate and up-to-date information so please ensure Health & Safety forms are updated before the arrival of your child attending camp.
It is vital that your contact information, including any other emergency contacts, is valid and up to date so please pay close attention when updating this information on our system.
Swimming
Access to pools is not guaranteed due to many factors including the unpredictability of pool maintenance which may be carried out during the school holidays and is, unfortunately, out of our control.
To ensure a safe and comfortable environment for all, we require that children of all genders wear both a swimming top and bottom while in the pool. This policy helps maintain hygiene standards and promotes inclusivity, ensuring that everyone feels respected and secure
Lost property
Lost property will be returned to Head Office at the end of each camp and if not claimed within 2 weeks, it will be donated to charity. To claim any lost property please email info@oxfordactive.co.uk with details of the camp your child attended, along with a clear description of the item. If found you will be contacted and this can then be collected from our Head Office in Kidlington, Oxford.
Oxford Active takes no responsibility for lost or damaged personal belongings, including clothing.
Complaints
Oxford Active believes that children and parents are entitled to expect courtesy and prompt, careful attention to their needs and wishes. We anticipate that most concerns will be resolved quickly by an informal approach to the appropriate member of staff. If this does not achieve the desired result, we have a set of procedures for dealing with concerns which are available on request by contacting info@oxfordactive.co.uk.
Childcare Vouchers
The Childcare Voucher scheme allows working parents the opportunity to sacrifice part of their pre-tax salary to pay for registered childcare to save money on tax and National Insurance Contributions.
Please Note: All payments should be made to Oxford Active / Active Camps
3rd Party Voucher Providers
Voucher Provider | Details To Use |
Bravo Benefits | Search by the relevant Camp postcode |
Care4 | Use the account number: 20160084 |
Co-operative | Use the account number: 85000087 |
Computershare | Use the account number: 0019536921 |
Edenred | Use the account number: P532246 |
Enjoy Benefits | Search for postcode OX5 1JE |
Faircare | Use the account number: OXAC1108 |
Fideliti | Use the account number: Oxf003c (003 is zero zero 3) |
Gemelli | Search for postcode OX5 1JE |
Reward Gateway | Search for postcode OX5 1JE |
Pluxee (formally Sodexo) | Search for account number 841205 or postcode OX% 1JE |
Wider Plan (formally Kiddivoucher) | Search by the Camp Ofsted number. (Please ensure you choose “Active Camps“ |
Government Tax-Free Childcare
If you are using the Government tax-Free Childcare Scheme the required details can be found by searching for Active Camps and relevant post code or Ofsted Number listed below.
Location | Details To Use |
Bedales School | Postcode: GU32 2DG Ofsted No: 2789366 |
Beechwood Park School | Postcode: AL3 8AW Ofsted No: 2660680 |
Bilton Grange School | Postcode: CV22 6QU Ofsted No: EY48 7212 |
Blackheath Prep | Postcode: SE3 0NJ Ofsted No: 2689712 |
Bishopsgate School | Postcode: TW20 0YJ Ofsted No:2661631 |
Gidea Park School | Postcode: RM2 5JR Ofsted No: TBA |
Holme Grange School | Postcode: RG40 3AL Ofsted No: EY422112 |
Holmwood House School | Postcode: CO3 9ST Ofsted No: 2768837 |
Kingham Hill School | Postcode: OX7 6TH Ofsted No: 2527030 |
The Leys Leisure Complex | Postcode: CB2 7AD Ofsted No: 2579597 |
Sandroyd School | Postcode: SWP5 5QD Ofsted No:2749802 |
Sibford School | Postcode: OX15 5QL Ofsted No: 2656501 |
Spring Grove School | Postcode: TN25 5EZ Ofsted No: 2783434 |
St Francis School | Postcode: SG6 3PJ Ofsted No:2783207 |
St Mary’s School | Postcode: CO3 8LT Ofsted No: TBA |
St Swithuns School (Clubs and Camps) | Postcode: OX1 5PS Ofsted No:EY422710 |
Summerfields (Camp) | Postcode: OX2 7EN Ofsted No: 2579606 |
Summerfields (Adventure) | Postcode: OX2 7EN Ofsted No: 2674835 |
Sunninghill Prep | Postcode: DT1 1EB Ofsted No: 2784349 |
Warlingham Prep | Postcode: CR6 9PB Ofsted No: TBA |
Walhampton School | Postcode: SO41 5ZG Ofsted No: 2696496 |
West Oxford School (Clubs and Camps) | Postcode: OX2 0BY Ofsted No: EY466141 |
West Witney School | Postcode: OX285FZ Ofsted No: 2736127 |
Please contact the info@oxfordactive.co.uk if you are unable to locate a venue
Policies and Procedures
Safeguarding
Oxford Active recognises its duty of care to safeguard children as detailed under the Children Acts’ 1989
and 2004 and Working Together to Safeguard Children (Update 22).
Oxford Active is fully committed to safeguarding and protecting the welfare of all children, taking all
reasonable steps to promote safe practice and protect children from harm, abuse, and neglect.
Oxford Active acknowledges its duty to act appropriately with regards to any allegations towards anyone
working on its behalf, or towards any disclosures or suspicion of abuse.
To view our safeguarding policy please visit: Safeguarding Policy.pdf
If you or anyone you know has a safeguarding concern relating to a child or adult in relation to Oxford Active, please contact our head office directly on 01865 594 325.
Safeguarding is everyone’s responsibility.