Terms & Conditions

ACTIVATE SPORTS EDUCATION LTD

GENERAL BOOKING TERMS & CONDITIONS

Applicable to all sports coaching sessions, after-school clubs, holiday camps and activities provided by Activate Sports Education Ltd.

By completing a booking through ClassForKids, parents/carers or adult participants confirm that they have read and agree to the following Terms & Conditions.

1. BOOKINGS & PAYMENTS

All sessions must be booked in advance through our ClassForKids booking system unless otherwise agreed.

  • Places are subject to availability and appropriate staffing levels.
  • Full payment, or an agreed payment arrangement, is required to secure a booking.
  • Participants must be booked onto the correct session for their age and ability.
  • We reserve the right to refuse attendance where a valid booking has not been made.
  • Parents/carers are responsible for ensuring that all booking and participant information is accurate and up to date.

2. CANCELLATIONS & REFUNDS

Individual Sessions & After-School Clubs

  • Cancellations made at least 24 hours before a session starts will normally receive a credit towards another available session.
  • Cancellations made within 24 hours of the session are normally non-refundable.
  • Where a child becomes unwell or a genuine emergency occurs, we may offer a goodwill credit at our discretion.
  • Failure to attend without notifying us will not normally qualify for a refund or credit.

Holiday Camps & Multi-Day Bookings

  • Cancellations made at least 7 days before the start of the camp will normally qualify for a full booking credit or refund.
  • Cancellations made between 48 hours and 7 days before the camp will normally receive a 50% credit towards a future camp.
  • Cancellations made within 48 hours of the camp starting are non-refundable unless exceptional circumstances apply.
  • Once a camp has started, missed days are not normally refundable.

Block Bookings & Termly Coaching

  • Block bookings and termly courses are purchased as a complete programme.
  • Missed sessions due to personal commitments or absence are not normally refundable.
  • Where possible, we may offer an alternative session, subject to availability.

Any programme-specific cancellation terms displayed at booking will take precedence over these general arrangements.

3. SESSION CANCELLATIONS BY ACTIVATE

We reserve the right to cancel, postpone or amend sessions where necessary due to circumstances including:

  • Adverse weather or unsafe facilities.
  • Insufficient participant numbers.
  • Coach or staff absence.
  • Venue closures.
  • Circumstances beyond our reasonable control.

Where Activate Sports Education cancels a session, a suitable alternative, credit or refund for the cancelled provision will normally be offered.

4. ARRIVAL & COLLECTION

Parents/carers must ensure that children arrive and are collected at the correct times.

  • Children must be signed in and out where required.
  • Children will only be released to an authorised adult unless alternative collection arrangements have been agreed.
  • Parents/carers must notify us immediately if they are delayed.
  • Children must not be left unattended before a session begins unless an agreed supervised handover arrangement is in place.

Late Collection Charges

A 5-minute grace period will apply after the booked collection time.

  • 6–15 minutes late: £5
  • 16–30 minutes late: £10
  • 31–45 minutes late: £15
  • Each additional 15-minute period or part thereof: £5

Late collection charges may be invoiced to parents/carers to cover additional staffing and supervision costs.

Genuine emergencies will be considered fairly. Repeated late collection may result in a review of future bookings.

These charges apply to supervised children's sessions and camps where Activate Sports Education is responsible for collection.

5. HEALTH, MEDICAL INFORMATION & ALLERGIES

Parents/carers must provide accurate information regarding:

  • Medical conditions and medication.
  • Allergies and dietary requirements.
  • Disabilities and additional support needs.
  • Emergency contact details.
  • Any other information necessary to support safe participation.

Children who are unwell or have a contagious illness should not attend.

Where medication may be required during a session, appropriate arrangements must be agreed with Activate Sports Education in advance.

In an emergency, we will contact emergency services where necessary and make reasonable efforts to contact the parent/carer.

6. SAFEGUARDING & CHILD WELFARE

Activate Sports Education is committed to providing a safe, inclusive and supportive environment.

All participants must follow the instructions of coaches and staff.

We operate safeguarding procedures in line with our organisational policies and applicable safeguarding requirements.

Any safeguarding concerns will be handled appropriately and may be shared with relevant safeguarding professionals or statutory agencies where necessary.

7. BEHAVIOUR & CONDUCT

We expect all participants to demonstrate our core values:

Inclusion, Respect, Passion, Self Belief and Commitment.

Participants must:

  • Respect coaches, staff and other participants.
  • Follow safety instructions.
  • Use equipment and facilities appropriately.
  • Avoid bullying, discrimination, aggression or inappropriate language.

Where behaviour presents a risk to the participant or others, we may contact parents/carers and agree appropriate support or action.

Serious or persistent unsafe behaviour may result in exclusion from an activity where necessary, following consideration of reasonable adjustments and individual circumstances.

8. ADDITIONAL NEEDS & INCLUSION

We welcome children and adults of all abilities and backgrounds.

Parents/carers are encouraged to inform us of any additional needs before booking so we can discuss reasonable adjustments and suitable support arrangements.

We will work with families and relevant organisations where appropriate to support safe and inclusive participation.

9. CLOTHING, EQUIPMENT & PERSONAL BELONGINGS

Participants should arrive wearing suitable clothing and footwear for their activity.

  • Appropriate sports footwear is required.
  • Outdoor activities may require waterproof clothing, sun protection or additional layers.
  • Children attending camps should bring any requested packed lunch, snacks and drinks.
  • Personal belongings should be clearly labelled.

Activate Sports Education cannot accept responsibility for lost or damaged personal belongings where this is not caused by our negligence or breach of duty.

10. PHOTOGRAPHY & VIDEO CONSENT

We may take photographs or videos during our activities for promotional purposes, subject to appropriate consent.

Photography and marketing consent will be obtained separately where required.

Parents/carers may decline promotional photography without affecting their child's ability to participate.

We will not knowingly publish identifiable images of children without the appropriate permission.

11. WEATHER & OUTDOOR ACTIVITIES

Some activities take place outdoors and are subject to weather conditions.

Sessions may continue in light rain or cold weather where conditions remain safe.

Where severe weather, unsafe surfaces or other hazards prevent safe participation, we may adapt, relocate, postpone or cancel the activity.

Our cancellation arrangements will apply where Activate cancels a session.

12. INJURIES & ACCIDENTS

While reasonable precautions are taken to maintain safe activities, participation in sport involves some inherent risk of injury.

All participants must follow coach instructions and safety guidance.

Accidents and injuries will be managed in accordance with our first aid and incident-reporting procedures.

Nothing in these Terms & Conditions excludes or limits liability for death or personal injury caused by negligence, or any other liability that cannot legally be excluded.

13. CHANGES TO SESSIONS

Activate Sports Education may make reasonable changes to coaches, session activities, timetables or locations where necessary.

We will aim to communicate significant changes to affected participants as early as reasonably possible.

Where a significant change means we cannot provide the booked service, appropriate cancellation or refund rights will be respected.

14. DATA PROTECTION

Personal information collected through ClassForKids will be used to administer bookings, manage participation, communicate with families and support safeguarding and welfare.

Information will be handled in accordance with applicable UK data protection legislation and our Privacy Policy.

We will only share personal information where appropriate and lawful.

15. AGREEMENT TO TERMS

By completing a booking, parents/carers or adult participants confirm that they:

  • Have read and understood these Terms & Conditions.
  • Agree to the booking, payment and cancellation arrangements.
  • Understand the relevant arrival and collection procedures.
  • Have provided accurate medical and emergency information.
  • Agree to follow the instructions and safety procedures of Activate Sports Education.

These terms should be read alongside any specific booking conditions, venue rules, safeguarding policies or programme information provided for individual activities.

Activate Sports Education Ltd

Inclusion | Respect | Passion | Self Belief | Commitment