Easter 2025 Guildford Grove Referral

Monday, Apr 7, 2025 – Friday, Apr 11, 2025

9:00am – 4:30pm

Our small community-based charity, CHIPS Guildford, provides quality, inclusive school holiday play provision for children currently in Years 1-6 in the Guildford wards of Westborough and Stoke as well more recently in the Ash/Ash Wharf and Tongham wards. We run for four weeks during the summer holidays and for one week at Easter from 9am until 4.30pm and offer a safe, fun and stimulating play environment where the children direct the activities that they take part in. At least one-third of the children joining us do so for free, based on the needs of the child and their home. These children join us via referral from their school, social services or via self-referral in response to our advertised free places.

The activities we offer are based on feedback from children, their parents/carers and the particular issues in our area but all are designed to increase the children’s long-term confidence and self-esteem, raise their aspirations, get them active and support improved communication skills and better mental health and well-being. We offer arts, crafts, cookery, music and dance to develop the children’s social and communication skills, self-expression, self-esteem and confidence. We also carry out lots of outdoors play including building dens, assault courses and bug hunts to get the children active in their own environment plus we offer a sports programme that develops physical skills through informal sports and coached activities including basketball, tag rugby, football and rounders to name a few! Alongside this, to give the children the chance to try something new, we deliver activities around a different theme every year. In recent years we have been to space, explored jungles and travelled back in time! Every child attending is entitled to a free, nutritious cooked lunch plus healthy snacks. Children with mild special educational needs such as autism, speech and language difficulties and ADHD and/or disabilities are fully included in all activities supported by qualified, DBS checked playworkers.

Event Location

Guildford Grove
Southway
Guildford, Surrey, GU2 8YD

Event Fees

Referral

FREE

( free places may be available via referral from your school )

I accept the terms and conditions

Booking Terms and Conditions The named person on the booking confirmation accepts the booking terms and conditions on behalf of all participants named on the booking

Coronavirus Please read our ‘Covid19 guidance for parents’ before coming to the session. Should the need arise to cancel your booking due to Government guidance related to Covid-19, we will fully refund your booking fee

Booking Bookings made online will be confirmed by email. A booking is confirmed when we receive the appropriate payment and receipt of these constitutes acceptance of these terms and conditions.

Your Child’s Information It is the responsibility of the person making the booking to ensure that all details provided are accurate, in particular full information about each child, including medical and other special educational needs, and emergency contact information. If we do not have all this information before CHIPS starts, your children will not be allowed to participate.

Special Requirements CHIPS recognises that the needs of individual children vary, and will endeavour to accommodate children with specific needs and/or medical conditions within the playscheme. It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible. It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, whether booking online or over the phone, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities on CHIPS within the staffing ratios provided for their age group. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.

Data Protection / Privacy Statement CHIPS takes data accuracy and security seriously. CHIPS is registered as a Data Controller under the Data Protection Act 1998 (GDPR from 25th May 2018). To process your booking, we need to collect personal details about you and your children. We will treat it as confidential and keep it secure, complying with all relevant UK legislation. We will use your email address and telephone number to contact you with information that relates to any bookings that you make and any information that we might need that relates to the welfare of your child. We would also like to use some of your details to tell you about our programmes, and ask for your consent during the registration / booking process. The personal information of both yourself and the child will be stored and processed securely in line with the Data Protection law and other relevant legislation. It will not be disclosed to third parties for marketing purposes. We will only keep this information for as long as is administratively necessary. Your name, email address phone number, the child’s name and age, plus any additional data you provide to us is for the purposes of: • processing bookings for the playscheme • to send you information by text, email or to contact you by telephone with information about the booking The personal information of both yourself and the child will be stored and processed securely in line with the Data Protection law and other relevant legislation. It will not be disclosed to third parties for marketing purposes. We will only keep this information for as long as is administratively necessary. Your data may be forwarded to the governments Covid19 track and trace service if requested of us within 21 days of your visit.

CHIPS Mailing List In accordance with data protection rules we will not opt you in to the CHIPS mailing list automatically. To join and receive CHIPS news, updates and booking reminders, you will need to give us your specific consent during the booking process or via email. We won’t use your data for any purposes other than the ones you have given us permission for. We also won’t share your email details with anyone outside of CHIPS without your permission. You are free to remove or change your consent at any time. Please contact us at chipsholidayplay.co.uk if you would like to make any changes to how we use your information.

Bookings/Cancellations/Refunds Bookings are taken online with payment via debit or credit card. They are subject to availability and accepted on a first come, first served basis, places are limited. It is not our policy to keep waiting lists or reserve places. We cannot cancel, change or swap a booking once it has been booked. We reserve the right to amend or cancel the session or any activity due to unforeseen circumstances.

Insurance/Liability CHIPS Public Liability Insurance covers all participants. CHIPS does not accept liability for loss or damage to property, personal injury or death of any participants unless directly caused by the proven negligence of the organisation or its staff.

Safeguarding CHIPS staff have a duty to respond if they suspect a child may be suffering from harm or abuse. In the event that this is suspected staff will follow the Safeguarding Policy as detailed in our policies and procedures.

Illness/First Aid CHIPS requires that all children who are ill or infectious be kept home for the full duration of their ailment, and for 48 hours after the last symptom occurs. CHIPS will only administer medication if it has been prescribed by a doctor or other health professional. In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary. Essential prescribed medication including Epipens must be handed in to the Site Co-ordinator for safe-keeping. All CHIPS First Aid policies are in line with Ofsted recommendations.

Illness/Emergency Contact Please ensure that the person who is listed as the child/ren Emergency Contact is going to be available ALL of the time of the child/ren is in attendance at the Playscheme

Child Exclusion CHIPS has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour. The charity follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. On rare occasions, and in more serious cases, we reserve the right to ask parents to remove children from CHIPS either for the remainder of the day (part exclusion), or for the rest of their booking (full exclusion). No refund will be made for any remaining days booked. We reserve the right to exclude a child at any time prior to or during a session due to illness. The parent/carer will be expected to come and collect their child.

Programme and activities From time to time, we may need to change venues, dates, activities and courses for reasons within or outside our control. Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control. In exceptional circumstances we may have to cancel particular dates at a venue, and in this event, we will try to give those booked onto the programme at least 14 days’ notice and will offer a suitable alternative if one is available, or refund all monies paid for the dates cancelled, if preferred.

Mobile Phones and Electronic Devices All mobile phones and electrical devices are prohibited at CHIPS. If found, children will be asked to place the device in the Project Co-ordinators box which will be locked and secured at all times. The device will be returned to the authorised parent/carer at the end of the session.

Photography / Filming Please be aware that CHIPS occasionally take photographs/video footage of children on camp for promotional reasons. If filming is due to take place, CHIPS staff will inform all parents on arrival and your children can be opted out if you wish.

Lost Property Please ensure that children do not bring their own toys with them, as we cannot be held responsible if they go missing. We will endeavour to return items of lost property that we are able to identify. Lost property will be held for a period of 3 weeks, after which it will be disposed of, or distributed to local charities.

Comments and Complaints CHIPS has an ongoing commitment to improving our service, and receiving feedback from our customers is an important part of ensuring that our high quality is maintained. In many instances, the first point of contact with CHIPS will be at the sign-in reception with a member of staff. If your complaint cannot be resolved at the first point of contact, you can contact Helen Coulson, who has overall responsibility for customer services at CHIPS.