Terms & Conditions
Wirral Multi-Sports — Terms & Conditions
1. Nature of Our Provision
By booking your child onto a Wirral Multi-Sports (WMS) school holiday camp, you acknowledge that WMS is a sports coaching and tuition provider, rather than a registered childcare or education setting.
Our camps are designed and delivered as structured sports coaching and activity programmes. Whilst the health, safety and wellbeing of every child in our care is of paramount importance, parents and guardians should understand that our provision is distinct from that of a childcare setting and is operated accordingly.
WMS is therefore not required, as per the guidance set out via .Gov Registration exemptions, to be Ofsted registered for the provision we offer and, as a consequence, is unable to accept Tax-Free Childcare or other childcare payment benefits that require a provider to hold Ofsted registration.
In line with this guidance, WMS cannot offer our provision to children under the age of 5.
Despite this distinction, WMS is committed to providing a safe, professional and exceptionally high-quality holiday sports experience. Safeguarding, child welfare and appropriate supervision remain fundamental to the way in which our camps are operated.
A Level 3 qualified Designated Safeguarding Lead is on site and present during every
WMS follows the principles and expectations set out within the .Gov guidance ‘After-school clubs, community activities and tuition: safeguarding guidance for providers’ and, as a matter of best practice, seeks to align its procedures with relevant education-sector guidance, including Keeping Children Safe in Education 2025.
Our operational policies include:
Safeguarding & Child Protection Policy
Health & Safety Policy
Safer Recruitment Policy
Staff Behaviour Policy
Toilet Policy
Drop-Off & Pick-Up Policy
Risk Assessments and associated risk-control procedures
These policies and procedures are designed to minimise reasonably foreseeable risks and promote the safety and wellbeing of all children attending our provision.
Copies of our policies are available upon written request to wirralmultisports@gmail.com.
2. Sports Participation, Injury & First Aid
WMS provides sports coaching and physical activity. Parents and guardians acknowledge that participation in sport carries an inherent risk of injury, even where appropriate safety measures, supervision and professional standards are applied.
WMS takes all reasonable steps to provide a safe environment. Equipment is set up and used appropriately, activities are planned with identified risks in mind, and coaching is delivered in accordance with appropriate National Governing Body (NGB) guidance and accepted sporting practice.
However, participation in physical and contact-based activities can result in accidental injuries, including, but not limited to, grazes, bruising, sprains, ligament injuries, strains, head injuries and, in exceptional circumstances, fractures or other more serious injuries.
By booking your child onto a WMS camp, you acknowledge and accept the inherent risks associated with participation in sport. This does not exclude or limit any liability which cannot lawfully be excluded or limited.
In the event of injury, appropriately trained WMS staff will provide first aid and assess the child in accordance with the circumstances. Treatment may range from minor first aid, such as cleaning grazes and applying plasters, to more significant interventions, including applying ice, carrying out a head-injury assessment and, where necessary, contacting the emergency services.
Parents/guardians will be notified appropriately of injuries sustained during camp. Depending on the nature of the incident, this may include an injury form, telephone notification or, in an emergency, immediate contact with the parent/guardian alongside appropriate emergency medical assistance.
3. Bookings & Payment
As camp spaces are limited, payment is required in advance to secure a booking.
Parents may request to pay by cash on the day, but this must be agreed with WMS in advance by email or text. A place is not considered secured until payment has been received or an agreed payment arrangement has been confirmed.
Where a provisional booking has been made but payment has not yet been received, WMS reserves the right to offer the place to another child if payment or confirmation of payment is not received within the required timeframe.
4. Cancellations & Refunds
Because camp places are limited and staffing is planned around confirmed bookings, the following cancellation terms apply.
Provisional Bookings
If you make a provisional booking and subsequently decide not to proceed, please notify WMS by email or text as soon as possible. No financial penalty will normally apply where payment has not yet been made.
Prompt cancellation allows the place to be offered to another child and is therefore greatly appreciated.
Prepaid Bookings
Cancellations made by 12pm 5 or more days before the child's first day of attendance are eligible for a full refund.
Cancellations made less than 5 days before the child's first day of attendance are not ordinarily eligible for a refund. WMS may, at its discretion, offer a credit where exceptional circumstances warrant this.
Cancellations made within 24 hours of, or on, the child's first day of attendance are not eligible for a refund or credit. At this stage, there may be insufficient opportunity to reallocate the place and staffing arrangements will already have been made based on the booking.
The same cancellation terms apply where a booking is cancelled after the camp has commenced.
WMS may exercise reasonable discretion in exceptional circumstances, but any such decision remains entirely at the discretion of WMS.
Refund Processing
Where a refund is approved following payment through a card payment platform, WMS will refund the amount received by WMS but will not reimburse any third-party payment processing fee incurred at the time of the original transaction, as this fee is not retained by WMS.
Refunds will normally be processed by BACS or PayPal. Where required, the parent/guardian must provide valid UK payment details for the refund to be processed.
Please note, WMS can only refund the daily rate of £15 per day which is retained by WMS. Card payment platform fees are charged and retained by Stripe and cannot form the refund
5. Drop-Off & Registration
WMS assumes responsibility for a child once the child has completed the WMS registration process and has been formally received by the designated WMS coaching team.
WMS is responsible for children during the advertised camp operating hours stated on the relevant booking page.
Parents/guardians are expected to remain with their child and ensure a safe handover to WMS staff at drop-off. WMS strongly recommends that children are supervised by their parent/guardian until the registration process has been completed.
If a parent/guardian permits their child to arrive or register independently, they do so at their own discretion. WMS cannot accept responsibility for incidents occurring before the child has completed the formal registration and handover process.
Parents/guardians should not arrive significantly earlier than the advertised drop-off time unless this has been agreed with WMS in advance, as staff may not yet be in a position to supervise children.
The registration process includes:
Arrival through the designated entrance.
Registration by the Head Coach or designated registration staff.
Direction to the child's allocated group.
A further attendance check by the designated group coach.
Formal transfer of responsibility to the WMS coaching team.
Parents/guardians should follow any one-way systems and site-specific instructions provided by WMS and for reasons of Safeguarding, leave the premises promptly following handover.
In exceptional circumstances, and with the agreement of the Head Coach or Safeguarding Lead, a parent may remain briefly to support a child experiencing significant separation anxiety.
6. Collection Procedure
Parents/guardians should notify WMS in advance wherever possible if their child is to be collected earlier or later than the advertised camp hours.
If a parent/guardian is delayed, they must contact WMS as soon as possible and provide an estimated arrival time.
Children will only be released to an adult authorised through the registration process.
WMS will not release a child to an individual who has been specifically excluded from collecting that child. Where there is uncertainty or a safeguarding concern, WMS may delay release of the child until the identity and authority of the collecting adult have been satisfactorily confirmed.
Where a child is to be collected by an adult who is not understood as an authorised collector, the parent/guardian must notify WMS by text, email or other agreed written communication either in advance or on the day.
Where the collecting adult is unknown to WMS staff, identification and confirmation from the parent/guardian may be requested.
Parents/guardians must wait in the designated collection area and follow all site-specific instructions. Children will be brought to the collection point by their designated coach in an orderly manner.
The coach will verify the expected collecting adult before releasing the child.
Once the child has been safely handed over to the authorised parent/guardian or carer, responsibility for the child transfers back to that adult.
Older children attending the camp are allowed to walk home independently but this is at the discretion of the parent and WMS cannot assume legal responsibility once the child has vacated site.
7. Child Behaviour
WMS expects all children to behave in a safe and respectful manner and not place themselves, other children or staff at risk.
We actively promote positive social and emotional development and will provide reasonable support, encouragement and opportunities for children to regulate their behaviour.
However, WMS operates a zero-tolerance approach to bullying, intimidation, violence and behaviour that creates a significant risk of harm to the child, other attendees or staff.
Where behaviour becomes persistently disruptive, unsafe or otherwise incompatible with the safe operation of the camp, WMS reserves the right to contact the parent/guardian and request that the child is collected.
Where appropriate, WMS will first seek to work with the child and parent/guardian to resolve behavioural concerns.
If serious or persistent behavioural issues continue despite intervention, WMS may cancel the remainder of the booking.
Where a booking is cancelled due to serious or persistent behavioural concerns, WMS will not ordinarily provide a refund or credit for the affected booking.
WMS may consider future bookings on a case-by-case basis and will be transparent with parents/guardians where we do not believe that we can reasonably meet a child's needs within our mainstream sports provision.
8. Inclusion & Additional Needs
WMS welcomes children from all backgrounds and is committed to providing an inclusive and respectful environment.
We aim to make reasonable adjustments wherever practicable to enable children with additional needs or disabilities to participate safely and positively.
However, WMS is a mainstream sports coaching provision and is not a specialist SEND provision. Children have individual needs, and the nature and level of support required can vary considerably.
Parents/guardians are therefore responsible for providing accurate and relevant information about their child's needs, including any disability, learning difficulty, medical condition, behavioural requirement or other factor that may affect their participation or safety.
By making a booking, parents/guardians acknowledge that WMS may not always be able to meet every individual or specialist need within the resources and structure of a mainstream sports camp.
WMS will consider reasonable adjustments wherever practicable and will seek to work constructively with parents/guardians.
However, where, despite reasonable efforts and adjustments, WMS concludes that it cannot safely or appropriately meet a child's individual needs, we reserve the right to end the child's participation.
Where this occurs, WMS will normally refund any prepaid days following the day on which the decision is made, together with the subsequent day where applicable. The day of cancellation and the following day may be retained to reflect the administrative and staffing commitments associated with the booking and the limited opportunity to reallocate the place.
9. Sibling & Promotional Discounts
WMS already aims to provide highly competitive pricing and, as a result, sibling and individual discounts are not generally available.
Where a discount is offered for a particular camp, the applicable discount, qualifying criteria and conditions will be clearly communicated before bookings open and/or within the relevant camp information.
All bookings are monitored for compliance with promotional terms.
Deliberate misuse of a discount code may result in cancellation of the booking and the place being offered to another customer.
Examples of misuse include, but are not limited to:
Using a discount code intended for one camp location at another location.
Using a sibling discount where the qualifying siblings do not meet the stated booking requirements.
Using a discount code intended for multiple children against a booking for an individual child.
Attempting to circumvent the stated qualifying conditions of a promotional offer.
By accepting these Terms & Conditions, parents/guardians acknowledge that they are responsible for ensuring that any discount used meets the stated eligibility criteria.
WMS reserves the right to cancel a booking without refund where a discount has been deliberately misused.
10. Personal Belongings & Mobile Phones
Children are responsible for personal belongings brought onto the premises, including clothing, bags, electronic devices and mobile phones.
WMS staff will encourage children to take reasonable care of their belongings and will assist where practical in locating or returning misplaced items. However, WMS accepts no responsibility for personal items that are lost, stolen or damaged.
Parents/guardians should therefore carefully consider whether children need to bring valuable items to camp.
Mobile Phones
WMS understands that some parents/guardians may wish their child to carry a mobile phone for communication purposes.
Mobile phones may be brought to camp but should not be used during coaching or activity sessions. Reasonable use may be permitted during designated downtime.
Children are strictly prohibited from photographing or recording other children, staff or any aspect of camp delivery.
This restriction is in place to protect the privacy, safeguarding and wellbeing of all children attending the provision. Any breach may be treated as a serious safeguarding matter and may result in the device being removed from use, the parent/guardian being contacted and, where appropriate, further action being taken.
WMS accepts no responsibility for the loss, theft or damage of mobile phones or other personal belongings brought onto the premises.
By allowing a child to bring such items to camp, parents/guardians acknowledge that they do so at their own risk.
11. Acceptance of Terms
By completing a booking with Wirral Multi-Sports, the parent/guardian confirms that they have read, understood and accepted these Terms & Conditions.
The parent/guardian confirms that the information provided during the booking and registration process is accurate and complete and agrees to notify WMS of any relevant changes.
These Terms & Conditions are intended to ensure that expectations are clear for parents, children and WMS staff and to support the safe, fair and professional operation of our holiday sports provision.
WMS reserves the right to update these Terms & Conditions where necessary. The version applicable to a booking will be the version presented and accepted at the time of booking.