Terms & Conditions
The Project PT T&Cs & Behaviour Policy
Thank you for choosing The Project PT Holiday Camps.
Our camps are designed to provide children with a safe, inclusive and engaging environment where they can play, create, build confidence and make lasting memories. By making a booking, you agree to the following Terms & Conditions.
1. Bookings & Payment
• All bookings must be paid for in full at the time of booking unless paying through Childcare Vouchers.
• Guardian’s paying with Childcare Vouchers must make the payment immediately, failure to do so will result in the space not being allocated.
• A child's place is only confirmed once payment has been received.
• Places are allocated on a first come, first served basis.
• Bookings are non-transferable except where stated within these Terms & Conditions.
2. Emergency Contact & Medical Information
The safety and wellbeing of your child relies on us having accurate information.
It is the responsibility of the person making the booking to ensure all information provided is accurate and kept up to date, including:
• Emergency contact details
• Medical conditions
• Allergies
• Medication requirements
• Collection arrangements
• Any other information relevant to your child's safety or wellbeing
If any of this information changes before or during camp, you must notify us immediately.
Failure to provide accurate emergency contact or medical information may result in your child being unable to attend camp.
3. Additional Needs & Support
The Project PT is committed to creating an inclusive environment where every child has the opportunity to participate.
To help us provide a safe and positive experience, parents and guardians must disclose any additional needs that may affect their child's participation.
This includes (but is not limited to):
• Medical conditions
• Neurodivergence (including ADHD, autism, FASD or similar profiles)
• Disabilities
• Behavioural or emotional needs
• Anxiety or mental health needs
• Communication needs
• Any information that will help us support your child successfully
Providing this information allows us to make reasonable adjustments wherever possible and prepare our team appropriately.
Whilst we are committed to making our camps as inclusive as possible, we are unable to provide continuous one-to-one support unless this has been agreed in advance.
If information is withheld that significantly affects our ability to safely support your child, or if, despite reasonable adjustments, we determine that we cannot safely meet your child's needs within our staffing ratios, The Project PT reserves the right to:
• Decline a booking prior to attendance.
• Discuss alternative arrangements with parents or guardians.
• Require a child to be collected if we believe continued attendance would compromise their safety, the safety of others or our ability to appropriately supervise the group.
The Project PT is committed to making reasonable adjustments wherever it is safe and reasonably practicable to do so. We encourage parents and guardians to discuss their child's needs with us before camp so that we can work together to provide the best possible experience.
4. Cancellations, Refunds & Credits
Holiday camps require staffing, venues, equipment and activities to be organised well in advance.
For this reason:
• We do not offer refunds for cancelled bookings.
• At our discretion, we may offer a credit note to be used against a future Project PT Holiday Camp.
• Credit notes are considered on a case-by-case basis and are not guaranteed.
• Credit notes have no cash value and cannot be exchanged for a refund.
5. Booking Amendments
If you have accidentally booked the wrong date, we will always try to help.
However:
• Bookings can only be transferred where alternative spaces are available.
• Requests must be received at least 14 days before the original booking.
• Date changes cannot be guaranteed and remain subject to availability.
Requests received within 14 days of the booked session are unlikely to be accommodated.
6. Attendance & Enjoyment
We work incredibly hard to provide an engaging, welcoming and child-centred environment.
Whilst our coaches will always do their very best to help every child settle, make friends and enjoy camp, every child is different.
We cannot guarantee that every child will enjoy every activity or every camp experience.
Refunds or credit notes will not be issued because a child decides they no longer wish to attend or does not enjoy camp.
7. Arrival
To help children settle into camp and allow activities to begin safely, children should arrive on time.
Repeated late arrivals can be disruptive to the group and may prevent children from settling successfully into the day.
Where children are consistently dropped off late, The Project PT reserves the right to refuse admission until the following booked session.
8. Late Collection
Our staff remain on duty until every child has been safely collected.
Late collections affect staffing, safeguarding and the smooth running of camp.
Where a parent or guardian arrives late:
• A £10 late collection charge will be applied on each occasion.
• An invoice will be issued following camp.
• Continued late collections may result in future bookings being reviewed.
If you know you are going to be delayed, please contact us as soon as possible.
9. Illness & Medication
Children should not attend camp if they are suffering from a contagious illness or are otherwise too unwell to participate safely.
If a child becomes unwell during camp, parents or emergency contacts will be contacted and asked to collect them.
We can not offer refunds for illness or injury.
Any medication required during camp must:
• Be clearly labelled.
• Be handed directly to a member of staff.
• Include clear written instructions.
10. Photography
Photographs and videos may be taken during camp for promotional and marketing purposes where appropriate consent has been provided.
Parents or guardians may change their photography preferences at any time by contacting The Project PT.
11. Personal Belongings
Children remain responsible for their own belongings.
The Project PT cannot accept responsibility for lost, stolen or damaged personal items.
We recommend valuable items are left at home.
12. Activities
Our camps are child-led and activities may change depending upon:
• Children's interests
• Weather
• Staffing
• Safety considerations
• Venue requirements
Whilst we always aim to deliver our advertised activities, we reserve the right to amend the programme where necessary.
13. Behaviour Policy
At The Project PT we are committed to creating a safe, welcoming and inclusive environment where every child feels valued.
Our approach to behaviour is restorative, supportive and child-centred. We believe children learn best when they feel respected, listened to and supported.
Code of Conduct
Children attending camp are expected to:
Respect Others
Treat participants, coaches and staff with kindness and respect by:
• Listening when others are speaking.
• Using appropriate language.
• Including others.
• Respecting differences.
• Following reasonable instructions.
Follow Safety Instructions
Children must follow instructions from coaches and staff at all times, including:
• Wearing appropriate safety equipment.
• Using equipment safely.
• Stopping activities immediately when instructed.
Take Part
Children are encouraged to try new activities, have fun and do their best.
We celebrate effort, enthusiasm and personal progress over ability.
Be Inclusive
Bullying, discrimination, intimidation or exclusion of others will not be tolerated.
Work Together
Children are encouraged to support one another and contribute positively to camp life.
Respect Equipment
Children should treat all equipment and facilities with care, tidy away after activities and respect camp property.
14. Support & Supervision
The Project PT operates with low coach-to-child ratios to provide high levels of support.
Whilst our team has experience supporting children with a wide variety of needs, we are unable to provide continuous one-to-one support unless this has been agreed in advance.
Where a child's needs exceed what can reasonably be provided within our staffing ratios, we will discuss this with parents or guardians to determine whether suitable arrangements can be made.
15. Responding to Behaviour
Where behaviour does not meet our expectations, we will normally follow the process below.
Stage 1 – Reminder
A coach will explain why the behaviour is inappropriate and support the child to make a better choice.
Stage 2 – Reflection & Regulation
If behaviour continues, the child will be supported to take time away from the activity in a quiet supervised space to regulate and reflect before returning when ready.
Stage 3 – Parent or Guardian Contact
Where concerns continue, parents or guardians will be contacted to discuss the situation and agree a plan to support the child.
Stage 4 – Collection or Exclusion
In cases of serious, unsafe or repeated behaviour, or where a child's behaviour places themselves, other children or staff at risk, The Project PT reserves the right to require immediate collection and/or exclude the child from the remainder of camp.
Where a child is excluded due to behaviour, no refund or credit note will be issued.
16. Safeguarding
The safety and wellbeing of every child attending camp is our highest priority.
The Project PT reserves the right to refuse attendance, suspend participation or require immediate collection where, in our reasonable opinion:
• A child's behaviour presents a safeguarding risk.
• We are unable to safely meet a child's needs within our staffing ratios.
• A child's continued attendance compromises the safety or wellbeing of themselves, other children or members of staff.
Where reasonably possible, these decisions will be discussed with parents or guardians before implementation.
17. Acceptance of these Terms
By making a booking you confirm that:
• You have read and understood these Terms & Conditions.
• You agree to comply with them.
• You accept The Project PT Behaviour Policy.
• You understand that The Project PT reserves the right to make decisions in the interests of safeguarding, safety and the wellbeing of all children attending camp.
18. Force Majeure
The Project PT reserves the right to cancel, postpone or amend camp sessions due to circumstances beyond our reasonable control, including but not limited to severe weather, venue closure, staff illness, public health guidance or other unforeseen events. Where a session is cancelled by The Project PT, parents or guardians will be offered either a replacement session (subject to availability) or a credit note for the value of the cancelled session.