Safety Procedures and Risk Assessments

Full risk and effective risk assessments have been carried out for clubs and facilities in which Offload Active operate. Moreover, we can confirm that our employer’s liability and public liability does cover us to operate camps.

If you are uncomfortable with this, we are prepared to refund you for booking. Please, email offloadactive@gmail.com to request a refund. We will do our utmost best to process any refund requests within seven working days. 

Registration

Please make sure your child registers with the session or camp leader upon arrival and when departing camp.

Groupings

Maximum 15:1 child-coach ratio will be in place all age groups on camp. Groupings are:

Mini 6-7 year olds

Junior 8-10 year olds

Senior 11-14 year olds

If for any reasons one group is short of numbers then we may combine groups to make a better experience for all players.

Each Head Coach and Assistant Coach (where needed) are assigned to a group for the duration of camp/club sessions.

Children’s groups are pre-populated at the time of booking. However, should you have any friend/sibling requests then please make sure this are placed on your booking form and we will do our best to accommodate this where we can.

Children are assigned a group for the day. Groupings are arranged by age. Coaches will usually remain with their group throughout the camp/session. If children are attending for the multiple days they remain in the same coaching group.

 What must Children bring?

We ask that the children bring the following items in a clearly named bag:

• A healthy packed lunch and snacks.
• A refillable water bottle (clearly named)
• Their own personal hand sanitiser.
• Comfortable and suitable footwear (boots and trainers if possible, but not essential)
• Sun-cream and a hat (please apply sun-cream prior to attending camp)
• A waterproof
• Suitable clothing for the weather conditions
• Approriate PPE e.g. Gum Shield or Shin Pads

Hygiene

There is PPE available at all camps.

Coaches will promote hygiene messages throughout the day. There will be visible signs and posters displayed to remind the children to wash their hands.

Toilets and cleaning

The Camp Director sets clear guidance for toilet facilities to ensure they are kept clean and accessible for all children on camp.

Break times

Players may sit and eat outside if the weather is appropriate. Players must not wander outside of the camp perimeter during breaks and must register with their coach at the end of each break

What happens if a member of the coaching team or a child displays COVID-19 symptoms?

The child or coach will be sent home.

If symptomatic, we will follow latest government guidance.

High Expectations

When you make your booking with us a contract is formed between us and we are obliged to set out the conditions of that agreement.

Your expectations of us should be high, and we will always aim to meet and exceed them. If things go wrong for any reason our team will always try to make good decisions and work hard to put things right quickly. We trust that you will be reasonable, honest and fair, and you can be assured that we will be too.

Bookings

Bookings can be made online at www.offloadactive.com using out ClassForKids booking system.

Responsibility for all booking details lies with you when completing the booking. Bookings must be paid for in full for prior to attending an Offload Rugby Camp. 

Your booking will be confirmed by text/email. Payment is regarded as acceptance of our booking conditions. We accept payment by cash, credit, or debit card. We cannot offer reductions for any sessions missed due to personal holidays or other activities.

Lunch is not provided so you must supply your child with a packed lunch and snacks, and a refillable drinks bottle for water. 

Making Changes to your Booking

If you give us 5 or more working days’ notice you will be able to change your booking dates, subject to availability, free of charge.

Cancelling your Booking

You may cancel for up to 5 working days in advance of the starting date of your camp to receive a refund. Any cancellations after this period will result in no refunds.

Any cancellations on the day due to illness or injury will not result in a refund.

Venue Cancellation

In exceptional circumstances we may have to cancel specific dates, in this case, we will try to give those booked onto the camp at least seven days’ notice and will offer an alternative or offer a full refund for the dates cancelled.

Adverse Weather Conditions

We will notify you of any closures by email and/or on the Offload Active website (www.offloadactive.com).

If we are unable to run a camp/session due to adverse weather conditions, we will offer a full refund. If your child is unable to attend a camp during adverse weather conditions but the camp is open, no refund will be applicable.

Adverse weather conditions are determined by an Amber, or Red weather warning that is issued by the met office website: www.metoffice.gov.uk 

If it rains, our camps will still run but request that parents provide suitable clothing and a change of clothes if possible. We do not provide refunds due to days not attended because of rain or other bad weather.

Activities

All Offload Active Coaches required Coaching accreditation’s and will aim to deliver high quality sessions for all of our athletes.

Activity programmes may change in the event of unsuitable weather or other circumstances beyond our control. Timetables are a guide and are subject to change. If you book individual days, we can’t guarantee all activities will take place on those specific days.

Group age ranges are dependent on the number of children in attendance.

Hours of Service

Our standard hours for any Offload Active are 9am – 2pm unless otherwise stated. Please check this at the time of booking. 

All children must be collected by the end of camp. If you are unable to collect by this time, please call our Camp Director as soon as possible or send an email in advance to offloadactive@gmail.com

Insurance

All children in our care are covered by Hiscox Public Liability Insurance.

Health Policy

Offload Active requires that all children who are ill or infectious be kept home for the full duration of their illness, and for 48 hours after the last symptom occurs.

Staff on camp can only administer medication if it has been prescribed by a doctor, and there is documented evidence of this. Any medication your child brings onto camp must been given to staff at sign in and it will then be safely stored until your child needs it that day. 

First Aid

In the event of an accident, first aid will be administered to your child and you will be notified at collection. If emergency services are called, you will be notified immediately.

Prescribed medication must be given to the Camp manager at registration.

If your child brings an EpiPen to camp, you must inform us and we will require you to demonstrate the use of the EpiPen to our first aider on the first day of camp.

Notice of Absence

If your child does not attend a scheduled day on the camp, you must email our Director at offloadactive@gmail.com  

Lost Property

Offload Active is not liable for any lost or damaged property on camp or at sessions.

Lost property will remain on camp until the last day of the camp or at the end of each club session period and must be collected before this. All unclaimed property will be left at the hosting rugby club for parents to collect at their own discretion.

Photography and Video 

We may take photographs and film activities at our camps and sessions for informational material and marketing on our website and social media platforms. If you do not wish for your child to be involved in any photography our video material then please ensure this section of the booking form is completed and/or please advise the camp staff at registration, if you have any objections.

Mobile Phones & Electronic Devices

If you need your child to have a mobile phone or electronic device whilst on camp, then they will only be able to access this at break times and not during periods of activity. We cannot store these items for them whilst on camp. It is our advice that these devices are not bought to camp but understand that in some circumstances it may be necessary.

If you need contact with your child, you can always call the Camp Director or email offloadactive@gmail.com  

Offload Active does not take responsibility for the damage or loss of any electronic devices.

Equal Opportunities

Offload Active welcome all children of all genders, religious beliefs, faiths, cultures, and abilities. We firmly believe that each child attending our rugby camps deserves to be treated equally. We will strive to provide equal opportunities for all children regardless of gender, race, age, religion, nationality, culture, health, disability, personality, or lifestyle as set out by the Equality Act 2010. 

Offload Rugby Camps recognise that inequalities to exist within wider society, but as an organisation we never want to tolerate any form of discrimination.

Specific Needs, or Medical Conditions

We don’t exclude any child due to specific needs, or medical conditions wherever possible.

It is your responsibility to inform us of any educational needs, or medical conditions so we can consider the most effective way to accommodate your child, and if it is possible for participation safely within our coach to pupil ratios. However, we are not able to provide additional staff to support a child above our normal ratios.  

Safeguarding

Offload Active are committed to safeguarding and promoting the welfare of everyone who attends our camps. Safe recruitment is key to the way we operate, and all staff and volunteers are expected to share our high level of commitment to safeguarding, by providing a safe environment where children can thrive, have fun, and develop their potential as people and rugby players.

We have clear procedures in place to deal with any safeguarding matters and if there is any suspicion that a child in our case is at risk then there is a duty for this to be reported to:

• The Manager of the Camp 
• The Company Director – offloadactive@gmail.com
• The Local Safeguarding Children’s Board (LSCB)

Child Protection

Our coaches have a duty to respond if we suspect any child in our care to be suffering from abuse, or if a child makes a disclosure about abuse. In this event, the team will contact the local area Child Protection Committee or The Local Safeguarding Children’s Board (LSCB).

Disciplinary Procedures

In an instance of unacceptable disruptive behaviour, the child will be asked to sit out for a few minutes during which time the coach will address the behaviour and explain the consequences of repeated disruption.

If the child continues to behave in an unacceptable manner, they will be asked to sit out for the rest of that session. If the child persists with negative behaviour, then they will be taken out of the group. Our camp director will phone the parent/carer and discuss further options from here. If the child shows a willingness to change and improve their behaviour, then they can return to the camp the next day.

As a final resort, we reserve the right to exclude a child if they continue their persistent unacceptable behaviour and a refund will not be given. 

Data Protection 

Offload Active acts as a Data Controller for the purposes of GDPR. We need to collect some personal details from you so we can process your booking, such as names, ages and any applicable medical or dietary restrictions and, in some cases, credit or debit card or other payment details.

It is your responsibility to ensure that you have permission to pass on the personal details of all the children for whom you are making a booking.

New GDPR law as of May 2018 states that no marketing may be sent to anyone without clear evidence of when and where a contact has opted in to agree to receive marketing from us. Please see how we collect, store, use and protect your data by reading our privacy policy.