Drama in the Woods Booking Terms and Conditions
When you book with Drama in the Woods, these Terms and Conditions and other information such as our Parents/Carers Guide and Policies and Procedures document define the agreement between us and let you know what to expect from Drama in the Woods and what we expect from you. If you have any questions about our Terms and Conditions, please contact us at info@dramainthewoods.com.
1. Bookings
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
Drama in the Woods accepts payment by credit card and debit card through Stripe Payment. We do not accept payment by cheque, American Express or PayPal. Full payment will be taken at the time of booking. In the unlikely event that you have payments outstanding after your child has attended camp, these will be passed to a debt recovery agency.
3. Offers and Discounts
Drama in the Woods offers a sibling discount of 10% which will be applied to your invoice at the time of booking and payment.
4. Changing your booking
You can move your dates within the same season (e.g. summer), subject to availability, provided you do so more than 7 days from first camp date (it is not possible to move or add dates within 7 days). When moving weeks, if the current week price is greater than the original price paid (e.g. if you originally booked a week which runs for 4 days only due to a bank holiday) you will be charged the difference. Please contact info@dramainthewoods.com if you wish to move your dates to another week
5. Cancellations and refunds
If you give us at least 7 days’ notice before the camp date(s) you would like to cancel, we will refund all monies paid. If you give us less than 7 days’ notice before the date(s) you would like to cancel, no refund is available. Please allow 10 working days to process refunds.
6. Extended Care
Our standard extended care hours are 9am to 10am and 4pm to 5pm and can be booked at an additional charge. Not all venues offer extended hours and some venues times vary. This is confirmed at the time of booking and can be found on your venue page through the booking form on our website. Extended care can be cancelled. If you give us 7 days or more notice before camp starts, we will refund you in full. With less than 7 days’ notice, no refund is payable. You do not have to take all 5 days extended hours and can just book the days that you need. You will be given options to do this at the time of booking.
7. Illness
In the event of your child being ill and not being able to attend the camp for the whole week, Drama in the Woods can move your child’s booking to another week within the same season (e.g summer), subject to availability within that week. Should your child need to miss part of the week, a refund cannot be issued. However, Drama in the Woods will consider all extenuating circumstances and please contact info@barebonesdramainthewoods.com should you feel this applies to your case.
8. 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.
9. Special requirements
Drama in the Woods 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, when booking online, 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 1:8 for 5-6 year olds, 1:15 for 7 year olds and above, irrespective of any specific needs or medical conditions. Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child. No refund will be available. Where a child does require one-to-one support, Drama in the Woods will permit parents/carers to attend camp to support their child, providing the Drama in the Woods recruitment standards are met and this has been pre-agreed and planned by Drama in the Woods management.
10. Illness and First Aid
Drama in the Woods 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. Drama in the Woods will administer Paracetamol and/or Ibuprofen if arranged and agreed by parents/carers before camp or on the morning of camp. Parents/Carers will be given a form to fill in and sign in this case.
Drama in the Woods follow all current government guidelines referring to Covid-19 and parents/carers will receive notification of this before camp commences.
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 Camp Manager for safe-keeping. All Drama in the Woods First Aid policies are in line with Ofsted recommendations.
11. Child Exclusion
Drama in the Woods has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour. The company follows a zero-tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. On the extremely 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.
12. Late Pick-up
All children MUST be collected by 4pm (unless timings are otherwise specified at time of booking). If for any reason you are unable to collect by 4pm, we ask that you call the Camp Manager or Head Office as soon as possible. Two members of staff will wait with your child until they are collected.
13. Notice of Absence
If a child is not attending a scheduled day on camp, parents/carers must telephone the Camp Manager or Head Office to allow us to update records.
14. Personal Property
All your child’s personal property is your responsibility and Drama in the Woods is 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 Camp Manager 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 Head Office and then donated to charity if not eventually claimed. Please contact info@dramainthewoods.com should you need to collect an item once camp has finished and closed up.
15. 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 Camp Manager’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.
16. Insurance
All children in our care are covered by our Public Liability Insurance.
17. Photography / Filming
Please be aware that Drama in the Woods occasionally take photographs/video footage of children on camp for promotional reasons. Parents/Carers may opt out of this at the time of booking.
18. Parent Feedback / Complaints
If you have concerns or suggestions, please tell us; 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 Camp Manager or Assistant Camp Manager. If you are unable to resolve the issue, then the relevant Regional Manager at Head Office will be advised, and will attempt to resolve the issue to your satisfaction.
19. Safeguarding
Drama in the Woods has legal obligations in relation to safeguarding and any suggestion of child abuse or neglect will be investigated and reported to the relevant local authorities and agencies.
20. Policies and Procedures
For our full policies and procedures document, please email our customer services team at info@dramainthewoods.com
21. Data Protection
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 those of our parent/sister organisations and will ask for your consent during the registration / booking process. You may unsubscribe at any time.
