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Parent guide

We know how important it is for busy parents to be prepared for every eventuality! If you can’t find what you’re looking for, please call our team on
0114 263 2160 who will be happy to help.


Preparing for camp

Before camp, you’ll need to complete your Attendance Form and bring it with you on your child’s first day. We require one form per child, so you can tell us about important safety and welfare information, such as emergency contact and medical details.

Your child will need the following:

  • A packed lunch and a snack for break time
  • A NAMED water bottle
  • Suitable clothing for sports activities, such as T-shirt, tracksuit or shorts
  • For venues with a pool, you’ll need to provide a swimming kit each day
  • For venues without a pool, you’ll need to provide a change of clothes on Wednesday when we do water games!
  • Trainers or shoes suitable for general sports – non-marking soles if possible.
  • Sun cream and a hat if the weather is warm

Things your child won’t need:

  • Sports equipment – we’ve got plenty!
  • More than £1 per day
  • Cameras
  • Mobile phones, computer games, MP3 players or other devices
  • Valuable watches/jewellery

Our theme days

To ensure your kids have fun and look forward to every single minute at Kings Camps, we hold different theme days, as follows:

Tuesday: Back to Front Day – children and staff wear some (or all!) of their clothes back to front. Why? Just because.
Wednesday: Wet Wednesday – outdoor water games (including venues without a pool). Remember to bring a (dry) change of clothes!
Thursday: Individual Camp Theme – to find out about your local camp theme, be sure to check out the posters on site or call us on 0114 263 2160.
Friday: The Final Event – come along and enjoy an exciting end to the week. You’ll find more details on posters at camp.

Venue information

For directions, dates and times for all of our venues, as well as other practical information, go to our dates and prices page.

Weather conditions

When the weather is particularly warm the following precautions must be taken:

  • If there is any possibility of sunburn or sunstroke, please ensure your children wear adequate protection i.e. a hat and high factor sun cream. Ideally, all day protection should be used on young children so there is less need for them to reapply during the day.
  • Children must have enough to drink for the whole day. This problem is made more acute as they are participating in sport. Drinking water is available at every camp.

When the weather is particularly cold or wet, children will remain in the indoor areas.

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During camp

Drop off

Please make sure you arrive before 9.15am on your first day so we can register your child. Don’t forget your completed Attendance Form!

At registration, parent/carers are given a security card for each child, the Group Leader records the number on the register and the card is kept by the parent/carer as proof of identity.

Pick up

When you collect your child, you will be asked for your security number. Children must be signed out by an authorised person and collecting adults must show their security card. If someone else is collecting your child, you must give them the card or at least the number on it.

If your child is aged 11+ and allowed to travel to and from camp by themselves, we require written authorisation on the Attendance Form.

Please deliver and collect your children promptly.

Contacting your child during camp

If you need to contact your child during camp, you can call us on 0114 263 2160 and we will contact the manager on your behalf.

We understand that in certain circumstances, you might want to contact your child by mobile phone. Due to the possibility that they might be lost, stolen or damaged, we prefer children to leave mobiles at home. If brought on to camp, we do ask that they are switched off except in emergencies.

Children carrying a mobile phone do so at their own risk and the manager of the camp should be informed that it is onsite.

Lost property

Due to the nature of our activities, we recommend that your children do not wear their best or most expensive clothing for camp.

We can’t guarantee the return of lost property, but we endeavour to return items that are clearly labelled with your child’s full name. In most cases, lost property will be left at the venue for ease of collection.

Food storage

We are not able to provide refrigeration for food. Please ensure packed lunches and snacks are stored in an insulated container with a frozen pack or avoid high-risk foods such as meats, meat or dairy products, rice and pulses.

As cold air sinks, we recommend you place the frozen pack on top of the food where possible.

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Quality, safety and child security

Your child’s welfare is our number one priority and we do everything possible to ensure their safety and security.

We have an exemplary health and safety record and are registered with Ofsted and the Care and Social Services Inspectorate in Wales (CSSIW). We’ve also achieved a Gold Award from the Royal Society for the Prevention of Accidents (RoSPA) for the last six years.

Kings Camps works closely with Ofsted and the CSSIW to ensure we meet their supervision guidelines:

  • The ratio for children under the age of 6 is strictly 1:8
  • The ratio for children aged 6 – 7 is strictly 1:12
  • The ratio for children aged 8+ is 1:16
  • These ratios are increased further with the addition of the manager and other helpers

Children under five years

For legal reasons, our camps in England can only accept children of compulsory school age. Children under the age of five can only attend for a maximum of four hours per day – this would be on our Mornings Only programme within Kings Multi-Active.

In Scotland, we can only accept children who are in full time education (a minimum age of 4). They are able to attend full day sessions.

Experienced, qualified staff

Our amazing staff are qualified and experienced and love working with children. They receive comprehensive training that includes:

  • Supervision of children
  • Child protection
  • First aid
  • Fire procedures (a fire drill will be carried out on the first morning of camp)
  • Equipment safety

Each camp manager is a qualified and experienced teacher or coach and is required to attend our Management Training and Development Programme.

Staff selection policy

All Kings Camp staff must:

  • Be interviewed
  • Provide professional and personal references
  • Be registered/cleared with the Disclosure Barring Service (DBS) with an ENHANCED CHECK

No person applying for a position at Kings Camp will be treated less favourably than any other on the grounds of their race, colour, religion, language, culture, gender, appearance, disability, marital status, class, personality or lifestyle. We endeavour to employ staff that represent in some way, the different ethnic groupings of children attending the camps.

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All medical details must be provided by parents at the time of booking and on the Attendance Form, which is taken to camp on the first day. Any medication taken to camp MUST be clearly labelled with the child’s name.

Medical conditions

The site manager or activity manager must be informed of any medical conditions prior to the start of camp and details must be provided on the camp attendance form.

All medical information is confidential and attention will not be drawn to the condition. Where necessary, details will be passed to the group coach for safety purposes.

Anaphylaxis (primarily nut allergy)

Any child who requires an EPI pen in case of emergency must bring this to camp in a clearly labelled box.

Kings Camps will provide parents with an Anaphylaxis Agreement in advance of camp. The parent must complete this and hand it in with their Camp Attendance form on the first day.

Sick child policy

If your child is sick, we have developed a checklist to help you decide whether to bring him or her to camp. This list is displayed at every venue, but if you are in any doubt, please call us on 0114 263 2160 to discuss your child’s condition.

Parents/carers are responsible for determining their child’s ability to actively participate in the daily activities. While we sympathise with the needs of each parent and their child, we must provide a healthy environment for everyone at the camp. A sick child often needs one-on-one attention and it is difficult for our coaches to take the necessary time away from activities.

We have instituted this policy based on the wishes and opinions of our parents, to avoid any confusion over the health and well being of your children.

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Child protection statement

We acknowledge that all children have a right to grow up in an environment that is not abusive. We are aware that child abuse occurs to children of both sexes, at all ages and in all cultures, religions, social classes and to children with and without disabilities.

We have a responsibility to our members and to the authorities to report suspected child abuse. Procedures will be followed sensitively but absolutely. Our loyalty in such circumstances remains with the child.

When any person has knowledge or suspicion that a child is either being abused, or is at risk of abuse, or that a carer has seriously neglected or failed to protect a child, he/she has a personal duty to report this to:
1.    The Manager of the Camp on site; or
2.    Head Office on 0114 263 2160; or
3.    The local Child Protection agency (LSCB), or in Wales – Intake and Assessment, Health and Social Care, PO Box 97, Cardiff CF11 1BP on 029 20 536 400 during (office hours) or 029 20 448360 (out of office hours).

We will investigate and act quickly if there is any suspicion of discrimination towards any member.

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Equal opportunities statement

We welcome children of all religious beliefs, faiths, cultures and abilities and believe that each child attending the camp is of equal value.

The activities we run strive to provide equal opportunities for all the children whatever their race, religion, language, culture, gender, health, disability, personality or lifestyle – according to the framework laid down by the following acts:

  • Sex Discrimination Act (SDA) 1975
  • Race Relations Act (RRA) 1976
  • Race Relations (Amendment) Act 2000
  • Disability Discrimination Act 1995
  • Rehabilitation of Offenders Act 1974
  • Equal Pay Act 1970 (amended 1983)

The Kings Foundation recognises that there are inequalities within our society and that many people suffer discrimination on the grounds of sex, race, colour and religion. As a Christian charity we never tolerate discrimination of this nature within our organisation.

Education and understanding of other people’s needs and backgrounds will be fostered to promote positive behaviour and attitudes. Discriminating behaviour, attitudes and comments will be challenged, regardless of whether they are from members, staff or parent/carers. We will regularly review our policy and amend it where necessary.

Special needs

As an educational trust we welcome children with special needs where we can offer appropriate care within our staffing ratio.

We are realistic about the limitations of a sports camp environment for children with special needs and attendance is considered on an individual basis. If there is a requirement for a higher level of supervision than normally offered and we feel that a child would benefit from our style of camps, we will consider meeting the supervision requirement with an extra member of staff, with the help of funding, or we welcome the attendance of parents/carers.

Please call the membership team to discuss any individual requirements further.

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Behaviour policy


If a child feels they are being bullied, they are encouraged to report this to their group coach.

Once a member of staff has been informed, they will report the incident to the site manager immediately who should then discuss the matter with the child and with their coach.

If the manager feels there is a legitimate complaint, they will discuss the matter with the person being accused of bullying. It is worth bearing in mind that the bully may have problems of their own resulting in this behaviour that need to be dealt with sensitively and fairly.

There may be reasons for bullying but there are no excuses for such behaviour. If we are convinced that bullying has taken place, we will decide what action is appropriate. In a serious case we may consider the removal of the bully from camp.

We expect children to:

  • Show respect for all children on camp, treating them as they would wish to be treated
  • Swearing, abusive and hurtful language is not acceptable. Aggressive behaviour or violence will not be tolerated
  • Show respect for all personal property and the facilities
  • Show respect for all staff. Listen to and follow instructions given by the staff team
  • One child’s behaviour will not be allowed to endanger other children in the group by absorbing or distracting the supervising staff

Parent responsibilities

We expect you to inform us, both verbally and via the Attendance Form, if your child has any potential behavioural issues that may arise whilst on camp. Please be aware of the expected behaviour when your child attends camp. We would expect you to support action taken by staff to encourage good behaviour.

Staff responsibilities

  • To treat all children fairly and recognise that each is an individual
  • To protect children’s self-esteem and develop them
  • To provide a challenging, relevant, appropriate and fun week
  • To be clear about the rules and use sanctions consistently. No physical punishment will ever be used
  • To be a good role model
  • Not to use any form of physical intervention, e.g. holding, unless it is necessary to prevent personal injury to the child, other children, an adult or serious damage to property
  • Any significant incident of unacceptable behaviour is recorded and the parent informed of the incident on the day.

Parents may be involved in a clear behaviour management procedure:

1.    Initially the group coach will try to deal with the situation
2.    If unsuccessful, the camp manager will try to deal with the situation, removing the child from the group but having a witness
3.    If unsuccessful, the parent/carer will be involved. If the parent/carer does not come to collect the child, a note will be given to them requesting that the parent/carer sees the manager in the morning
4.    If unsuccessful, the manager will consider suspending the child after consultation with head office

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Concerns and complaints policy

Our poster displayed to parents, entitled ‘Parent Information’ contains all of the contact details required in order to make a complaint at an appropriate level, under the heading ‘Concerns and Complaints.’

All complaints, however serious, should always be referred to the manager and will be logged on an Incident Form. If this route of communication is not appropriate, please contact our head office team on 0114 263 2160.

Our staff are trained to process your comments and pass them on to the appropriate department and management level. If a complaint is received at head office, we will always reply within 24 hours.

An investigation is undertaken in accordance with the principle that the welfare of the child is safeguarded and promoted. We always record full details of any complaint, including any subsequent information, action taken and whether the complaint is complete. If necessary, it will be investigated and a verbal or written report will be returned to the complainant within seven days or, by agreement, it will be extended by a further 14 days.

If the response is not satisfactory, stage two of the process will be entered and the complainant will be asked to put the complaint in writing. Further consideration will be given and a written response, including investigation findings and action taken, will be forthcoming within 28 days. If another agency, such as the police or an inspection authority investigates, we will consult with them on how to proceed and inform the complainant of progress. A written record of complaints will be kept and is available upon request.

In England, Ofsted can be contacted by telephone on 0300 123 1231 or in writing at The National Business Unit, Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD.

In Scotland, contact the Scottish Public Services Ombudsman at 4 Melville Street, Edinburgh EH3 7NS. In Wales, the CSSIW can be contacted on 0300 062 8888 or in writing to CSSIW Mid and South Wales, Rhudycar, Merthyr Tydfil CF48 1UZ.

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Uncollected/lost child

There are a number of reasons why a child may remain uncollected at the end of the day. Perhaps a parent is delayed or confused about who is attending or about the time of collection. Should this occur, the following action will be taken:

  • We will attempt to contact you using the child details information
  • At least two adults will remain with the child until collected
  • We will not allow the child to return home alone or with another adult unless we have your permission
  • Upon collection, we will politely ensure that the parent understands the procedures
  • If this occurs more than once for the same child head office will be informed
  • After two hours, if no one arrives and we have been unable to contact anyone by telephone, we will call the local social services department who will make arrangements for a social worker to collect the child
  • We also have procedures if a child is lost on the camp. Please contact us should you require a copy
  • The registration authority (Ofsted in England, CSSIW in Wales) will be informed as a notifiable event

Contacting parents or carers

Parents will be contacted under the following circumstances:

  • Serious injury, such as a broken or suspected broken bone
  • If the child is unable to participate due to serious illness or a toilet accident
  • If a child is seriously upset about being on camp
  • After a bang to the head that may result in concussion
  • Any situation resulting in a hospital visit
  • Serious behaviour problem
  • If the child is found not to have food/drink


All of our camps have public liability and employer’s liability insurance cover.

The Kings Foundation Ltd is a not for profit registered Christian educational charity (1105460) that uses sport and activity to help children and young people to develop and mature into responsible members of society.

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