TERMS & CONDITIONS

6.1 Participation in activities requires individuals to be in good physical and mental health and have a reasonable basic level of fitness and a willingness to take part. 

6.2 You will be required to complete the ‘Health Declaration Form’ at time of booking or by logging into your account once booking has been made. This must be completed BEFORE we can accept your child at camp. We reserve the right to exclude any child arriving at camp where completed child information questions have not been completed prior to their arrival at camp. 

6.3 Children will be required to ensure that their behavior is compatible with the orderly conduct of activities and that minimal disturbance to other visitors is caused and children are required at all times to follow the verbal and/or written instructions of our staff.

6.4 Children are required to be fully toilet trained and out of nappies/pull ups prior to attending one of our camps. We reserve the right to exclude a child if during their time at camp in our opinion this is not the case based on multiple toileting incidents during their time on camp. 

6.5 You and your child shall at all times take such precautions as shall be necessary and/or as maybe reasonably required by us to prevent or restrict the spread of infectious or contagious diseases e.g., chicken pox, gastro enteritis, covid-19. In particular (and without limitation) you are required to advise us if your child has suffered from or been in contact with other persons or animals suffering from infectious or contagious diseases representing any threat to human health within the period of 4 weeks prior to the arrival date at Camp in which case we shall be entitled to cancel the booking of the child and the appropriate cancellation charges applied. 

6.6 We reserve the right to decline to accept or to cancel any booking or exclude any child at any time prior to the arrival date or between the first date and the last date of the booking, if in our reasonable opinion the behavior of that child is or may be disruptive, dangerous, inappropriate or incompatible with the general enjoyment of other visitors. This may include when a child presents with a special educational requirement which was not disclosed prior to arrival.  If we exclude a child, the parent will not be entitled to a refund for any unused portion of the programme. Behavior deemed inappropriate may include but is not limited to:- 

6.6.1 Leaving the site unless accompanied by a member of our staff; 

6.6.2 Threatening behavior including offensive or insulting language to other visitors or our staff; 

6.6.3 Suspected involvement with drugs or alcohol; 

6.6.4 Fostering an inappropriate relationship with another camper; 

6.6.5 Willfully leaving allocated areas without good reason; 

6.6.6 Inappropriate use of mobile phones, cameras or video equipment; 

6.6.7 Theft, vandalism or illegal activities; 

6.6.8 Inappropriate behavior; 

6.6.9 Bullying (in any form) which adversely affects the enjoyment of other visitors.

6.6.10 Injury to staff. 

6.6.11 All children are expected to abide by these rules and conditions as per listed above & as per but not limited to the camp rules document signed during registration to our camps.

6.7 You must arrange for your child to be collected as soon as reasonably possible from when we contacted you. Any additional costs so incurred shall be entirely your responsibility and you shall reimburse any costs reasonably incurred by us in connection with the exclusion of your child (to include costs of arranging alternative care and/ or transportation). A refusal to collect your child at the camps request will result in a notification to the Head of Safeguarding who will follow the safeguarding procedures. 

6.8 In the event that a Child is dismissed from the Camp due to misconduct, or if the Camp term has concluded and the Parent/Guardian refuses or fails to arrange for the Child’s immediate departure, additional charges shall apply. This charge covers the continued cost of 24-hour supervision, specialized staffing, room, and board etc.. Furthermore, the Parent/Guardian shall be responsible for all additional costs incurred by Embassy Camps, including but not limited to, rebooking transportation and any additional fees or legal/ administrative fees associated with the delay. Embassy Camps reserve the right to involve relevant local authorities or child welfare services if a child is not collected within 24 hours of the mandated departure time.

6.9 It is your responsibility to inform us at the time of booking or as soon as You become aware of any actual or anticipated disabilities, social or behavioral problems or circumstances (including details of past experiences) affecting your child where such problems or circumstances may affect your child’s stay (including the provision of any transportation services), the stay of other visitors and the ability of our staff to support your child appropriately. This may include but is not limited to mobility or medical problems, diagnosed conditions such as ADHD or Asperger’s Syndrome, past difficulties experienced such as being excluded from school or extended periods being cared for away from parents. If we believe that we need to make reasonable adjustments to our usual programme or pastoral care or transportation arrangements of a child we will carefully consider matters with reference to social compatibility, physical access, successful participation and health and safety. All information provided will be treated sensitively and confidentially. We are committed to making our holidays accessible to as many guests as possible but very occasionally we may not be able to provide the service required. Where such information is provided to us promptly and as required under these conditions and we cancel any booking made you shall be entitled to a full refund of any deposit or part of the price relating to the affected part of the booking.

6.10 If a child has any additional needs you must notify us at the point of booking. The additional  needs will need to be disclosed to us before your child’s stay. We reserve the right to cancel a booking without a money refund if we cannot successfully meet the needs of the child. The health, safety and welfare is of paramount importance.

6.11 We reserve the right to exclude any child or cancel the booking for any child at any time prior to the arrival date or between the arrival date and the departure date if we in our absolute discretion have reason to believe that important information has not been provided to us. In such circumstances Cancellation Charges shall be payable as set out in clause 4. 

6.12 Where we provide transportation as part of the booking you and/ or your child shall abide by the Travel Rules. Failure to do so may result in our declining to provide transportation services for your child or in making alternative transportation arrangements at your cost. Serious breach may result in exclusion of your child in accordance with clause 6.5. All transport routes are 

subject to minimum numbers and availability, and times may change depending on operational requirements. Any changes to routes or times will be notified to you as soon as is reasonable  and where possible a suitable alternative will be provided. 

6.13 Supervised off-site visits may be included in some of our programmes. If you do not wish your child to participate in such off-site visits it will be your responsibility to inform us prior to the arrival date. 

6.14 Insurance: Embassy Camps does not hold ‘Personal Accident Insurance’ or variances of for the children attending the Camp. From time-to-time injuries may occur whilst taking part in the programmes and as such we would recommend that you have adequate personal/travel  insurance to cover such incidents. Please note that Embassy Camps is unable to assist, advise or recommend any insurance products in any territories in which we operate.

6.15 Embassy Camps maintain strict staff-to-child ratios in accordance with international safety standards to ensure adequate supervision. For all off-site excursions or high-risk activities, enhanced supervision ratios and dynamic risk assessments are implemented. While we take every precaution to ensure safety during transport and external visits, parents acknowledge that these activities carry inherent risks associated with travel and public spaces.

6.16 In the event of an emergency, injury, or illness, the Parent/Guardian hereby authorizes Embassy Camps and its staff to seek and consent to any medical examination, diagnosis, or treatment (including X-ray, anesthetic, blood transfusion, or surgery) for the child as deemed necessary by a licensed medical professional. While every effort will be made to contact the Parent/Guardian immediately, Embassy Camps is authorized to act in the child’s best interest if the Parent/Guardian is unreachable.

6.17 Embassy Camps is committed to the safety and wellbeing of all participants. All staff members undergo rigorous background checks, including criminal record clearances (DBS or local equivalent), and receive mandatory training in Child Protection and Safeguarding protocols. We maintain a designated Safeguarding Lead at all times. By enrolling your child, you agree to comply with our safeguarding policies, which may include restrictions on parent/guardian access to certain areas of the camp for security purposes.