Holiday Club Terms and Conditions

Thank you for choosing Wild Embers. By making a booking and paying for a Wild Adventurers session, you agree to the following Terms & Conditions.

Submitting a booking request and payment does not automatically guarantee a place.
All bookings are subject to review and acceptance by Wild Embers. A booking will only be considered confirmed once you have received confirmation from a member of the Wild Embers team.
Wild Embers reserves the right to decline a booking where we believe we are unable to safely meet a child's needs within the staffing ratios, resources and support available for the programme. In such circumstances, any payment received will be refunded in full.
By submitting a booking request, you agree to these Terms & Conditions.

A completed consent form must be submitted before your child can attend any Wild Embers session. We reserve the right to refuse attendance until all required information has been received.
It is the responsibility of the parent/carer to ensure all information provided is accurate and up to date, including emergency contact details and medical information.

Once a session has been booked and paid for, any requested change of date is subject to availability and may incur a 10% administration fee.
Wild Embers is under no obligation to transfer bookings where spaces are unavailable.

If you cancel a booking more than 7 days before the session date, a refund may be issued at the discretion of Wild Embers.
Cancellations made within 7 days of the session date are non-refundable.
Exceptions may be considered in cases of illness, injury, family emergency or other exceptional circumstances. Supporting evidence may be requested.

Children should arrive promptly for the start of the session and no earlier than 10 minutes before the advertised start time.
Parents/carers must collect children promptly at the end of the session.
If you are delayed, please contact a member of the Wild Embers team as soon as possible.
Wild Embers reserves the right to charge an additional fee for persistent or significant late collections.

Wild Embers sessions take place outdoors in all reasonable weather conditions.
Parents/carers are responsible for ensuring children arrive with suitable clothing, footwear, food, drinks and any other items listed in the "What to Bring" guidance provided before the session.
Children who arrive without appropriate clothing or equipment may be unable to participate in certain activities.

Children must not attend sessions if they are unwell with a contagious illness. We have a strict 48hr D&V policy.
If a child becomes unwell during a session, parents/carers may be contacted and asked to collect them.
Any medication required during the session must be clearly identified and discussed with the Wild Embers team in advance.

Wild Embers aims to provide a safe, welcoming and enjoyable environment for all participants.
Children are expected to behave respectfully towards staff, other children, equipment, wildlife and the environment.
Where a child's behaviour presents a significant risk to themselves, other participants or staff, Wild Embers reserves the right to contact parents/carers and, where necessary, requires the child to be collected early.

Wild Adventurers is a group-based outdoor holiday programme operating with a ratio of up to 15 children to 3 practitioners.
Parents/carers are responsible for providing accurate and complete information about their child's needs, medical conditions, support requirements and behaviours that may impact their participation.
Wild Embers carefully reviews all booking requests to ensure we can provide a safe and positive experience for all children attending.
Where we believe that a child's needs cannot be safely or appropriately met within the staffing ratios and support available for the programme, we reserve the right to decline or cancel a booking.
Where possible, this decision will be discussed with the parent/carer before a final decision is made. If Wild Embers declines a booking before attendance begins, any fees paid will be refunded in full.

In exceptional circumstances, Wild Embers may need to cancel a session due to severe weather, staff illness, insufficient bookings, safety concerns or circumstances beyond our control.
Where this occurs, families will be offered either an alternative date or a full refund.

Photographs and videos will only be taken and used in accordance with the permissions provided on your consent form.

Wild Embers operates in accordance with its policies and procedures, including safeguarding, health and safety, complaints and data protection.
These can be viewed here:
https://www.wildembers.org/our-policies

By booking and paying for a Wild Embers session, you confirm that you have read, understood and agree to these Terms & Conditions.

By booking and paying for a Wild Embers session, you confirm that you have read, understood and agree to these Terms & Conditions.