The World Outside HAF Holiday Club
Terms and Conditions

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​Consent and Participation

By booking a place, you confirm that you are the parent or legal guardian of the named child(ren) and give permission for them to take part in The World Outside HAF Holiday Club.

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The HAF Holiday Club is designed for children aged 6–13 years and takes place within a woodland environment at Bodenham Arboretum.

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By booking, you confirm that:

• You have read, understood and agree to these Terms and Conditions.

• You have provided accurate information regarding your child's medical needs, allergies, dietary requirements and emergency contacts.

• Your child is able to participate safely in outdoor activities within a woodland environment.

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Activities may include den building, woodland exploration, campfire cooking, nature crafts, tool use, games and other Forest School activities. Activities may vary depending on weather conditions, group needs and safety considerations.

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Safety and Supervision

Forest School activities involve a degree of managed risk and physical activity. Activities are fully risk assessed and delivered by experienced Forest School staff holding enhanced DBS checks and current first aid qualifications.

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Children are supervised throughout the session by The World Outside staff.

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Due to the nature of the site and safeguarding requirements, parents and carers are not permitted to accompany children onto the Forest School site or remain with the group during the session.

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Additional Needs (SEND)

We welcome children with a range of additional needs and will always consider individual circumstances wherever possible.

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Our sessions take place on a working farm and within extensive woodland. Children spend the day outdoors, moving between different areas of the site and taking part in activities that require them to follow safety instructions and remain with the group.

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Due to the nature of the environment and the staffing ratios available within the HAF programme, we are unable to provide one-to-one support. If your child currently receives one-to-one support in school, or is likely to require a similar level of supervision to access activities safely, our HAF club may not be suitable.

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If your child has additional needs, please contact Sandra on 07765 394456 before booking so that we can discuss their individual requirements and determine whether we are able to meet their needs safely within our setting.

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Medical and Emergency Care

• You confirm that there are no medical reasons why your child should not participate.

• Children with asthma must bring their inhaler.

• Children with severe allergies requiring an EpiPen or similar emergency medication must bring this medication with them.

• Children who require essential medication but arrive without it may not be permitted to attend.

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In the event of an emergency, you authorise The World Outside staff to act in loco parentis and consent to any emergency treatment considered necessary. Every reasonable effort will be made to contact the named emergency contacts.

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You must provide emergency contact details for an adult who will be contactable throughout the session.

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Food, Allergies and Medication

A healthy lunch is included as part of the HAF programme.

Lunches are provided by the Bodenham Arboretum Café and must be pre-ordered in advance.

Choices include:

• Jacket potato with a choice of fillings
• Soup of the day
• Sandwiches

Children will also prepare and cook a mid-morning snack over the campfire, typically toast or crumpets.

Lunch will be served at approximately 12.30pm and fresh fruit will be provided as dessert.

All allergies, dietary requirements, medical conditions and intolerances must be declared at least 48 hours before the session.

All medication must be clearly labelled with the child's name and dosage instructions.

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Clothing and Equipment

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The HAF Holiday Club takes place outdoors and will operate in most weather conditions unless conditions are considered unsafe.

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Children must wear:

• • Long-sleeved top

• • Long trousers

• • Waterproof coat

• • Waterproof trousers

• • Sturdy outdoor footwear such as walking boots or wellies

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Crocs, sandals, sliders, flip-flops and open-toed footwear are not permitted.

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Children arriving without suitable clothing or footwear may be unable to participate.

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Children should bring:

• • Refillable water bottle

• • Any required medication

• • Sun cream already applied where appropriate

• • Insect repellent if required

• • All belongings in a clearly labelled backpack they can carry independently

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Arrival, Collection and Access

Sessions run from 9.30am until 3.00pm.

Children should arrive in good time for a prompt 9.30am start.

The group leaves the Terrace shortly after registration and walks to the Forest School site.

Children arriving more than 10 minutes after the start of the session will not be permitted to attend, as the group will already have left the meeting point and staff will be engaged in activities elsewhere on site.

Please do not leave children on the Terrace if you arrive late, as they will not be supervised.

The World Outside HAF Holiday Club does not include general admission to Bodenham Arboretum.

Access is permitted only via the designated route to the meeting point. Participants and accompanying adults should not walk around the Arboretum grounds unless they hold a valid Arboretum admission ticket.

Parents and carers are responsible for ensuring children are collected promptly at 3.00pm.

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Photography

Photographs may occasionally be taken during activities for promotional purposes.

Parental consent will be requested during the booking process.

No identifiable photographs of children will be used without permission.

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No-Show and Cancellation Policy

HAF places are funded and limited in number.

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If a place is booked and a child fails to attend without notice, all future bookings will be cancelled to allow other children to access the programme.

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Please notify us as soon as possible if your child is unable to attend.

Behaviour and Respect

We aim to create a safe, welcoming and enjoyable environment for all children, staff and visitors.

Children are expected to behave respectfully towards staff, other participants, wildlife, equipment and the natural environment.

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Serious behavioural issues that place the child, other participants or staff at risk may result in parents being contacted and the child being collected early.

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Privacy

Personal information collected during booking will be used only for safeguarding, administration, emergency contact purposes and communication relating to the HAF programme.

Information will be processed in accordance with The World Outside Privacy Policy.

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Final Agreement

By submitting a booking, you confirm that all information provided is accurate and that you agree to these Terms and Conditions.