Terms and Conditions

1. Reading Borough Council’s Holiday Playclubs (hereinafter called “the Holiday Playclubs”) are registered childcare facilities for children aged 4 to 12 years (in full time education) during school holidays offering Half Day, Full Day and Short Day sessional care.

2. Bookings

    2.1 Bookings to secure a place for your child at the Holiday Playclubs must be made by submitting a completed Booking Form to Reading Borough Council with full payment. This can be done in advance by post, online or on-site at your chosen Holiday Playclub after the date it has begun to operate the service. The preferred booking method is online.
    2.2 Places will be made available to your child subject to availability. Your child’s place is not guaranteed at your chosen Holiday Playclub until Reading Borough Council confirms to you in writing that a place is available for your child and receives full payment from you for the session(s) requested by you in the Booking Form.
    2.3 Once your booking has been accepted by Reading Borough Council, it cannot be changed or swapped for alternative session(s) at the same or other Holiday Playclubs operated by Reading Borough Council.
    2.4 All trips or extra activities that incur additional fees can only be booked by you on-site or online, subject to availability.

3. Extra Sessions

    3.1 Extra session(s) may be available upon request subject to sufficient spaces being available. You will be required to complete a Booking Form or make an additional booking online. The booking form will need to be submitted to the relevant Holiday Playclub your child is attending, along with full payment for the Extra Session(s). Payment is still required at the time of booking.
    3.2 Reading Borough Council will confirm the availability of the Extra Session(s) to you via your preferred method of contact.

4. Fees

    4.1 Holiday Playclubs Fees for Full Day, Half Day and Short Day sessions are identified in the Schedule of Fees attached to this Agreement.
    4.2 Reading Borough Council reserves the right to review the Schedule of Fees each year and alter the times and provisions of any sessions.
    4.3 Fees are payable in full in advance at the time of the booking or in the case of Extra Session(s) at the time of submitting the Booking Form.
    4.4 Reading Borough Council only accepts payment by the following methods:
      4.4.1 Pre-Bookings by Post before the closing date:
        a. Via childcare voucher and online payment- by this method Reading Borough Council must receive a remittance slip or receipt telling us when the payment is expected;
        b. Via postal order or cheque (made payable to “Reading Borough Council”).
        c. Online payment and booking system
      4.4.2 On-Site Bookings:
        a. Via postal order or cheque (made payable to “Reading Borough Council”);
        b. Via cash in correct amount (no change can be given on-site).
    4.5 Post-dated cheques will not be accepted by Reading Borough Council in any circumstances.

5. Early Arrival and Late Collection Fees

    5.1 If your child is dropped off earlier or collected later than the hours specified in your Booking Form, then you will be required to pay Early Arrival and/or Late Collection Fees to Reading Borough Council in accordance with the Schedule of Early Arrival and Late Collection Fees attached to this Agreement.

6. Refunds and Cancellations

    6.1 No refunds will be made for cancellation of any bookings by you or for any session(s), trips or extra activities your child is unable to attend for any reason whatsoever.
    6.2 Reading Borough Council reserves the right to cancel any activity without notice to you, and change any pre-planned activities.
    6.3 Reading Borough Council reserves the right to close a Holiday Playclub and to reallocate places to other Holiday Playclubs operated by it. You have the right to reject the allocated place if you consider it to be unsuitable. In such circumstances, Reading Borough Council will refund the balance of the fees paid for any unused session(s).

7. Collections

    7.1 You will arrange for your child to be collected from the Holiday Playclub at the end of the booked session promptly. If you are unable to collect your child yourself you will notify the Holiday Playclub of this before at least one hour before the scheduled collection time on the same date and provide the details of the person(s) identified in the Registration Form who will collect your child on your behalf.
    7.2 If your child cannot attend the Holiday Playclub for any reason whatsoever you must give Reading Borough Council notice of this at least thirty minutes before the start of the scheduled session on the date of their non-attendance. You will still be charged for this session. Messages of non-attendance can be left at 0118 937 2632 or the Holiday Playclub contact numbers.

8. Sickness

    8.1 You agree to keep your child away from the Holiday Playclub if they have or develop an infectious illness or if advised to stay away from other children on medical grounds by a doctor. You will still be charged for any session(s) identified in the Booking Form which your child cannot attend on grounds of sickness.
    8.2 Staff can only administer medication that has been prescribed by your child’s doctor or hospital, for instance antibiotics for an ear infection, medicines to control epilepsy, inhalers for asthma, lotions for eczema or other medications for similar cases. You will be required to complete a consent form authorising staff to administer the medicine. All medicine must be supplied in its original box with the label on and instructions attached.

9. Anti-social behaviour

    9.1 You agree to abide by the decisions made in accordance with Reading Borough Council’s ‘Out of School Childcare: Behaviour Policy & Procedures’ by the Holiday Playclub regarding persistent bad or anti – social behaviour which is available at any Reading play provision on site or electronically by requesting this from reading.play@reading.gov.uk.

10. Change in circumstances

    10.1 You agree to notify Reading Borough Council’s Marketing, Communications, and Resources Officer on 0118 937 2632 of any change in circumstance including but not limited to change of address, telephone number, emergency contact numbers at the earliest opportunity.

11. Liability

    11.1 Reading Borough Council does not accept responsibility for any child whilst in your care or the care of any persons dropping or collecting them on your behalf from the Holiday Playclub.
    11.2 Reading Borough Council will make reasonable endeavors to keep your child's property in good order. Liability for damage of such property is excluded except where caused by negligence of the Reading Borough Council’s staff.
    11.3 You understand that all relevant policies in connection with this service will be made available to you on request.

12. Safeguarding duties

    12.1 You acknowledge that staff at the Holiday Playclub are required to comply with local safeguarding policies and guidelines.

13. Force Majeure

    13.1 Neither party shall be liable for any failure or delay in performance of this Agreement which is caused by circumstances beyond the reasonable control of a party (including without limitation any failure of heating, light, water, gas or electrical supplies, telephone or public services, war, riot, civil commotion or act of terrorism, fire, act of god, epidemic, storm or school closure due to flooding or severe weather conditions which pose a risk to the health and safety of staff and children).

14. Declaration

    14.1 You confirm that all the information provided by you in the Booking Form and Registration Form is complete and accurate, including the medical conditions/medication, allergies and other special needs.
    14.2 You consent to Reading Borough Council storing your child’s name, address and date of birth on its Holiday Playclub data base.
    14.3 You agree to provide your child with a well-balanced packed lunch if your child is attending a Full Day session. Fizzy drinks and foods containing nut products are not permitted at the Holiday Playclubs.

15. Law

    15.1 This Contract shall be governed by and construed in accordance with English law.

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