Information for Parents

This handy guide provides everything you need to know about joining our Activity Camps.

At Cheltenham College Activity Camps, we are committed to creating a welcoming, inclusive, and supportive environment for every child. We celebrate equality, diversity, and inclusion across all our camps and ask both children and parents to share in this commitment by treating everyone with respect, kindness, and consideration.

Children attending our camps are reminded daily of these values, along with our camp expectations and code of conduct. Our experienced staff actively promote positive behaviour, encouraging children to respect and appreciate the differences, beliefs, backgrounds, and experiences of others.

We believe that every child should feel safe, valued, and able to enjoy their time with us. Any behaviour that undermines these values will be addressed appropriately. In serious cases, we may ask parents or guardians to collect their child from camp and reserve the right to refuse future bookings.

We look forward to welcoming your child and helping them enjoy a fun, safe, and rewarding camp experience.

What to Bring

Swimming Kit
Waterproof coat/jumper (weather dependent)
Suncream (weather dependent)
Hats or caps
Water bottle
Clothing suitable for indoor and outdoor activities
A coat for rainy days
Books or other reading materials (Including Kindles) for occasional free time
2 x snacks and packed lunch (No foods containing nuts or fizzy drinks)
Please ensure your child is wearing trainers or comfortable footwear

Additional Information

Contacting Parents/ Carers

Parents will be contacted in the event of:

A broken or suspicion of broken bone
If the child is unable to participate due to serious illness
If a child is experiencing homesickness
Bang to head that may result in concussion
Any situation resulting in a hospital visit (Cheltenham College Activity Camps will endeavour to contact Parent/Carers before any hospital visit.) *For further information, please see our ‘accompanying a child to hospital’ section of the website*
Serious behavioural problem
A child needs a change of clothing
A child has no lunch

First Aid and Accident Reporting

Each camp will have at least one qualified paediatric first aid coach on site and will comply with the ratio of 1 First Aider to 50 children.

Any incidents, e.g. administering first aid, that need to be documented will be by the Camp Coordinator and relevant coaches and Parents/Carers will be made aware of the incident that occurred to their child if serious. Parents must sign all accident report forms so that they are aware of anything that may have occurred to their child that day.

If a serious accident takes place during the camp, the Parent/Carer will be contacted as soon as possible, and our Health, Safety and Risk Manager will have a full report.

Our Emergency Action Plan is provided at the Sports Centre office.

Bang to the Head Forms

Any child who suffers a head injury will go through the head injury protocol:

If a child gets a bump to the head, a coach will complete a ‘bang to the head’ form and an accident form stating the causes.
The child will be given an ice pack
The Camp Assistant/Coordinator will contact the Parent/Carer and update them on the situation if it is more serious.
If a child is still feeling discomfort, sick or dizzy later in the session, the parent/carer will be contacted and asked to collect the child from camp and take them to the hospital.

Medication

Cheltenham College Activity Camps will only administer prescribed medication to a child, e.g. an inhaler or antibiotics. The Camp Coordinator will need written consent from the Parent/Carer at the start of camp.

The Camp Coordinator and first aiders involved with the child will document the administering of medication, as well as the dropping off and collection of the medication itself.

It is the responsibility of the Parent/Carer to contact the Camp Coordinator of any medical conditions for their child, and if staff need to be aware of any physical or behavioural needs.

Where a child needs additional care or one-to-one support, parents/support workers (if an enhanced and clear DBS check has been carried out) can attend camp to support their child.

A Sick or Absent child

Parents/Carers must call the Sports Centre as soon as their child is diagnosed with an illness or is absent. The child needs to be away from camp after the start of the illness for the time detailed in the ‘symptoms’ section of the NHS website, which can be found here. If a child falls ill during camp, staff will contact Parents/Carers and ask them to collect the child using the security procedure.

If a child leaves camp due to sickness, or a Parent/Carer calls in to say the child is sick, they must not attend camp for 48 hours (2 days) after the last time the child vomited. This is to prevent cross-contamination and for hygiene purposes. If a child is sick at camp, they will be cared for away from other children, and the facilities will be cleaned to minimise the risk of cross-contamination or spread of illness.

Emergency Medical Advice

Cheltenham College Activity Camps will obtain written permission from every Parent/Carer regarding emergency medical treatment. Parent/Carers will be informed immediately, If a child suffers from anaphylaxis (primarily nut allergy). Cheltenham College Activity Camps must be informed of this on the child’s application form. In this case, Cheltenham College Activity Camps will ask for written consent from the parent/carer allowing us to administer emergency treatment if needed. It is essential that either the Parent/Carer or someone with the appropriate First Aid Qualifications give adequate training in how to administer the injection.

Adrenaline Auto-Injectors (AAI’s)

Cheltenham College Activity Camps stipulate the requirement for two AAI’s.

If your child carries an AAI for the treatment of anaphylaxis, then the Camp Coordinator must obtain written permission from the Parent/Carer allowing us to administer treatment in an emergency. This is by completing an Adrenaline Auto-Injector (AAI) form before commencing camp.

If the child needs to bring an AAI to camp, it needs to be in a secure, name-labelled box and handed over to the Camp Coordinator as soon as you arrive.

The group coach will be responsible for holding one AAI in their group bag.

The 2nd pen will be stored with the Camp Coordinator.

Accompanying Children to Hospital

Uncollected Child

At least two Cheltenham College Activity Camp staff (1 being the Camp Coordinator) will remain with the child until collected. Cheltenham College Activity Camps will not allow the child to return home alone or with an unauthorised adult unless a Parent/Carer contacts the Camp Coordinator.

The Camp Coordinator will make every effort to contact the child’s emergency contacts. If we are unable to reach anyone by 18:30, staff will seek advice and support from Gloucestershire MASH, in line with safeguarding guidance.

Gadgets

Cheltenham College Activity Camps takes no responsibility for the loss of any gadget brought to camp. Parents are advised to not let their children bring any gadgets, such as smart devices, to camp.

If children do decide to bring gadgets, it is at their own risk, and Cheltenham College Activity Camps will not be responsible for any loss or damage.

If a child is found to have a gadget with them, they will be asked to put it in their bag. If the child is seen again to have the gadget during camp, the gadget will be taken from them and kept in a lockable cupboard until the Parent collects it at the end of the day.

Children are not to use their phone, tablet or gadget to take photos or record videos at any time.