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 3-5 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

Sign in/out

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If you would like to get in touch outside of these times, contact us.

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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.

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.

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Please Note: All payments should be made to Oxford Active / Oxford Camps to ensure your booking properly registered.

3rd Party Voucher Providers

HMRC Voucher Provision

If you are using the new HMRC Childcare Voucher Scheme the required details can be found by searching for Active Camps and relevant post code or Ofsted Number listed below.

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