Terms & Conditions
R3 Voyage Kids Club – Terms & Conditions
1. Booking, Cancellation & Refund Policy
All bookings are subject to availability and are confirmed upon receipt of payment. Places are limited and R3 Voyage Kids Club commits staffing, transport, venues, activities and other operational resources based upon confirmed bookings.
All confirmed bookings are final.
Once a booking has been confirmed and payment received, no refund, credit, transfer, swap, amendment, or alternative date will be provided if the parent/carer initiates cancellation or non-attendance.
This includes, but is not limited to:
- Illness or injury
- Holidays or family commitments
- Changes of plans or personal circumstances
- Transport difficulties
- Adverse weather affecting the family's ability to attend
- Accidental or incorrect bookings
- Failure to attend
- Any other parent/carer-initiated cancellation
No refund, credit, or replacement session will be provided for late arrival, early collection, partial attendance, or missed sessions.
Parents/carers are responsible for checking all dates, sessions and booking information carefully before completing payment.
2. Late & Next-Day Bookings
Where a booking is made at short notice, including on the day before attendance, the parent/carer acknowledges that standard pre-camp correspondence or information may not be received before the booked session.
This does not affect the validity of the booking or the availability of the confirmed place.
Parents/carers remain responsible for ensuring that R3 Voyage Kids Club has all information reasonably required for the safe care of their child.
3. Cancellation or Changes by R3 Voyage Kids Club
Where R3 Voyage Kids Club cancels a booked session due to circumstances within its reasonable control, the parent/carer will be offered an appropriate replacement session, where available, or a refund for the affected session.
Activities, excursions, venues, transport arrangements and timetables may be varied where reasonably necessary due to weather, safety considerations, venue or transport availability, operational requirements or circumstances beyond our reasonable control.
A reasonable change to a planned activity, destination, timetable or transport arrangement does not, of itself, constitute cancellation of the booked childcare session.
Where disruption arises from circumstances beyond our reasonable control, R3 Voyage Kids Club will act reasonably in determining the appropriate alternative arrangements and any refund or credit that may be due.
4. Discretionary Goodwill
Any refund, credit, transfer, replacement session or other concession offered outside these Terms & Conditions is made entirely at the discretion of R3 Voyage Kids Club.
Any such concession constitutes a one-off gesture of goodwill and does not vary these Terms & Conditions, establish a precedent or create an entitlement to the same or similar concession in respect of any future booking.
5. Medical Conditions, Allergies & Additional Needs
Parents/carers must disclose all relevant medical conditions, allergies, additional needs, healthcare requirements and medication requirements at the time of booking and must notify R3 Voyage Kids Club of any subsequent changes before attendance.
Parents/carers are responsible for ensuring that all medication required during the session is current, appropriately labelled and handed directly to an authorised member of staff.
Where applicable, medication documentation is completed in person with a senior member of staff at drop-off. Parents/carers are responsible for providing any required supporting documentation, including a current paper copy of their child's healthcare plan where applicable.
Essential medication, including EpiPens and inhalers, must be handed directly to a member of staff and must not be left in a child's bag.
If you have not provided the information, documentation, or medication necessary for the safe care of a child, R3 Voyage Kids Club may be unable to accept the child into its care until the relevant requirements have been satisfied.
6. Activities & Excursions
By completing a booking, the parent/carer consents to their child participating in appropriate planned and supervised activities and excursions organised by R3 Voyage Kids Club.
These may include, but are not limited to:
- Swimming and water-based activities
- Ice skating
- Climbing and obstacle activities
- Inflatables and soft play
- Sports, boxing and martial arts activities
- Parks and playgrounds
- Farms, museums and visitor attractions
- Theme parks and other recreational venues
Parents/carers acknowledge that physical and recreational activities may involve an inherent degree of risk notwithstanding reasonable precautions, supervision and risk-management procedures.
Parents/carers must disclose any condition or circumstance that may affect their child's safe participation and must provide any clothing, footwear or equipment reasonably requested for a particular activity.
7. Transport
Parents/carers consent to their child being transported where reasonably required in connection with R3 Voyage Kids Club activities and excursions.
Transport may include private or R3-arranged vehicles, minibuses and public transport, as appropriate.
All journeys will be planned and supervised appropriately, and applicable safeguarding and safety procedures will be followed.
8. Behaviour, Safety & Welfare
R3 Voyage Kids Club reserves the right to restrict or discontinue a child's participation in an activity where reasonably necessary to protect the safety or welfare of that child, other children, staff or members of the public.
Where behaviour presents a significant or continuing safety or welfare concern, the parent/carer may be required to collect the child.
Any decision will be made having regard to the circumstances of the individual child, their needs and the safety and welfare of those involved.
9. Emergency Treatment
In the event of illness, accident or emergency, the parent/carer authorises R3 Voyage Kids Club staff, where reasonably necessary, to:
- Administer appropriate first aid
- Seek professional medical assistance
- Contact the emergency services
- Arrange transportation by ambulance where required
We will make reasonable efforts to contact the parent/carer or nominated emergency contact as soon as practicable.
10. Personal Property
Parents/carers are responsible for ensuring that children do not bring unnecessary valuables or prohibited items to camp.
R3 Voyage Kids Club will take reasonable care but cannot accept responsibility for loss of or damage to personal belongings except where liability arises by law.
11. Liability
R3 Voyage Kids Club will exercise reasonable care and take appropriate measures to safeguard children participating in its services, activities, excursions and transport arrangements.
Nothing within these Terms & Conditions excludes or limits any liability which cannot lawfully be excluded or limited.
12. Parent/Carer Responsibility
The parent/carer is responsible for ensuring that all information supplied in connection with a booking is accurate, complete and current.
The parent/carer must promptly notify R3 Voyage Kids Club of any material change relating to the child's medical needs, allergies, medication, additional needs, emergency contacts, or any other information relevant to the child's safe care.
13. Acceptance of Terms
By completing and paying for a booking, the parent/carer confirms that they have read, understood and accepted these Terms & Conditions in full, including the Booking, Cancellation & Refund Policy.
The parent/carer further confirms that they have authority to make the booking and provide the required consents for the child concerned.
8. Compulsory R3 T-Shirts
As part of R3 Voyage Kids Club’s safeguarding and risk-management procedures, all children must wear an official bright yellow R3 Voyage Kids Club T-shirt while attending camp.
The high-visibility colour enables staff to identify children quickly in public and open-access environments. The T-shirt also displays R3 Voyage Kids Club’s emergency contact number.
The current charge is £12 per T-shirt, but this price may change. We will communicate the applicable charge before booking and payment.
Parents/carers are responsible for ensuring that their child arrives wearing the official R3 Voyage Kids Club T-shirt.
9. AirTags and Tracking Devices
Children must not attend R3 Voyage Kids Club with an AirTag, GPS tracker or any other location-tracking device without obtaining prior written permission from R3 Voyage Kids Club.
Undisclosed tracking devices may reveal the live location and movements of other children, staff, vehicles and planned activities, creating potential safeguarding and privacy concerns.
Submit any request to use a tracking device in writing before the child attends. Permission will be considered on an individual basis and must not be assumed unless written approval has been provided.