CAMP TIMES
- Standard Day: 9:30am – 3:30pm
- Extended Morning: 8:30am – 9:30am
- Extended Afternoon: 3:30pm – 5:30pm
You can book extended sessions on the day if needed. Just give the team a call on 01923 469475.
WHAT TO WEAR
Children should arrive in comfy, weather-appropriate clothing and trainers (please avoid sandals or flip-flops). Camp days are active, so we recommend clothes that can take a bit of mess!
Please leave valuables at home — we cannot take responsibility for personal valuables.
It’s also a good idea to pack a few spare sets of clothes and underwear in your child’s bag. Accidents happen, and having extras helps them feel comfortable and get back to the fun quickly.
WHAT TO BRING
We provide all the equipment your child will need for activities, so there’s no need to bring anything extra. To make sure your child has everything they need for a fun and comfortable day, please pack:
- Packed Lunch: A nutritious lunch to keep them energised throughout the day. Please do not bring any food items onto camp that contain nuts.
- Water Bottle: A refillable bottle so they can stay hydrated.
- Sun Protection: Sun lotion and a hat or cap to protect from the sun.
- Swimming Kit: Only required if your child is booked into swimming activities. Please ensure they can change independently, though staff are available to help if needed.
- Spare Clothes: Accidents can happen, and extra clothes help your child stay comfortable and continue enjoying their day.
Label Everything: Please make sure all clothing, bags, and belongings are clearly labelled. This makes it much easier for us to return anything that gets misplaced.
REGISTRATION
Morning registration is a great opportunity to share any important updates with our team so we can support your child fully.
If your child feels unsure or unsettled at drop-off, please don’t worry — our team is experienced and will do everything they can to help them settle. If your child remains upset, we will always call you.
You’re welcome to call the office anytime for an update on 01923 469475.
COLLECTION
For added security, we use a pick-up codeword system (required for Mini Camp children, but optional for others — however, we do highly recommend setting a security codeword for all children).
You can:
- Add the codeword when completing your Emergency Contact/Medical Form
- View or change it anytime in the Parent Login area under MY DETAILS
Anyone collecting your child must know the codeword. If you need to change it, please do so more than 24 hours before pickup.
If you need to collect early, just let the office know on 01923 469475.
Please note:
If your child is booked until 3:30pm but collected later, a £8 late stay fee applies.
PACKED LUNCH, SNACKS & WATER BOTTLE
To keep your child fuelled and happy throughout their day at camp, please pack:
- Packed Lunch: Include non-perishable foods that are safe for all children. Please do not bring foods onto camp that contain nuts.
- Drinks and Snacks: For morning and afternoon breaks.
- Refillable Water Bottle: Essential to keep your child hydrated.
Mini Camp Snacks: Children attending Mini Camp will be offered a fresh fruit or vegetable snack in the morning, but you’re welcome to pack your own if you prefer.
Hot Weather Tip: During warm days, adding a small ice pack to your child’s lunch is helpful, as we are unable to provide refrigeration on site.
Label Everything: Please clearly label all lunch boxes, bottles, and snacks. This makes it much easier for us to return any lost or misplaced items.
MEDICATION
Please let us know about any medical conditions when you make your booking — this helps us plan ahead and make sure your child has everything they need for a safe and enjoyable day. You can upload your children’s medical information on an emergency contact medical form under YOUR DETAILS. This must be completed before your child’s first day of camp.
If your child needs medication during camp, here’s what to do:
- Tell our team at morning registration so we’re fully aware and can support your child throughout the day. Staff will complete a medical form with you on-site, so we have all the necessary instructions on dosage, timing, and how the medication should be administered.
- All medication must be placed in a clearly named bag to help us store it safely and access it quickly if needed.
We’re here to help and want to make sure your child feels safe, comfortable, and well cared for while with us.
FOOTBALL CAMP
If your child is attending football sessions:
- Please arrive wearing trainers, as the first part of the day will be held indoors.
- Pack football boots or astro shoes for outdoor sessions.
- Weather permitting, the football activities will take place outside for most of the day, with children coming indoors for breaks and lunch. Please ensure they are dressed in warm layers and bring a hat and gloves to stay comfortable throughout the day.
- Please also bring shin pads, and goalie gloves if your child has them.
MINI CAMP
At Mini Camp:
- Daily Sign-In and Sign-Out: You’ll need to sign your child in when you drop them off and out when you collect them each day. This helps us keep everyone safe and accounted for.
- Different Collectors: Please ensure you have set a security pickup codeword on your account. If someone other than the usual parent or guardian will be collecting your child, please let us know at drop-off so we can make sure your child goes home safely.
- Clothing: Please dress your child in clothes that can get messy — painting and crafts are part of the fun! Don’t worry, we provide art aprons to help protect their clothing.
- Packed Lunch: Please bring a packed lunch, water bottle and snacks for your child each day. This keeps them fuelled for all the exciting activities.
- Morning Snack: Fresh fruit and drinks are provided for morning snack time, giving your child a healthy boost to start the day.
SWIMMING
For camps at St Hilda’s in Harpenden please bring swimming kit every day (except for Mini Camp and Football Camp).
Children need to be able to change independently, though we’re always nearby to help if they ask.
If your child doesn’t bring swimwear on a swimming day, they’ll take part in a different activity.
SUN CREAM
Please send your child with sun cream and apply it before arrival. Staff can remind children to top up, but they cannot apply lotion directly.
Spray-on sun cream works best and a hat or cap is also recommended on sunny days.
TUCK MONEY (AGES 5+)
We run a small optional tuck shop selling small refreshments. If you’re happy for your child to use it, please send 50p–£1 in a named purse/wallet.
If your child has allergies, specific dietary needs, or follows a Kosher diet, we recommend sending snacks from home. We do our best to offer a variety of options for everyone, but having familiar snacks will help ensure they can make safe and comfortable choices.
LOST PROPERTY
Lost items will be gathered at the end of every day. Please speak with a member of staff on site if you are looking for a lost item or call the office on 01923 469475.
For extended day, pickup is by 5:30pm. After this, a safeguarding process begins and a late fee of £5 per five minutes will be added to your account.
CANCELLATIONS
We understand that plans can change, so here’s how our cancellation policy works:
- Up to 24 hours before your booking starts: You can cancel in writing and receive a full credit to use for future Club Excel camps. Credits are valid for 12 months from the date of cancellation.
- Within 24 hours of your booking: Unfortunately, we cannot issue credits for last-minute cancellations.
- Missed days: If your child misses a day of camp, we cannot offer a refund or credit.
- Credits are camp-specific: Any credit issued can only be used for Club Excel camps and cannot be transferred to Excel Sport or Excel Swim programs.
- Morning-of cancellations: We cannot provide refunds or credits for cancellations on the morning of the camp due to staff being scheduled based on the number of children booked.
Please make sure to check our full Terms & Conditions for all details.
CHILDCARE VOUCHERS
Payment Options
We’re happy to accept a variety of childcare payment methods to make booking as easy as possible:
- Childcare Vouchers
- Tax-Free Childcare
- 15 & 30 Hours Free Funding
Important Information About Payments:
- Payments made via vouchers usually take 3–7 days to reach us, so please allow enough time for processing.
- Once you make a provisional booking, we will keep it open for 7 working days while we wait for payment to clear.
- To ensure your payment is allocated correctly, please use your provisional booking reference or your first initial + surname as the payment reference.
- If we do not receive payment within this time, we may need to cancel your booking. Don’t worry — we will always contact you first to let you know.
If you need the childcare voucher provider reference or have any questions about payments, please email info@clubexcel.co.uk or call 01923 469475.
