FAQ’s about Holiday club

Booking and Paying

When & how can I book?

Programmes go live a week after the last school holiday finishes. Simply go to our website and click on Holiday club, select the holiday club relevant to your child and book your sessions/days you require, complete the application form, pay and submit.

How and when do I pay?

To secure your child’s place, payment is due at the time of booking.  If you use a ‘paper booking’ then either cheque/cash must accompany the booking or make an internet payment. Childcare vouchers are accepted as well as chip & pin payments made via debit/credit cards by calling our head office:

0208 9793100 Monday – Friday Term time, 9.30am – 2.00pm.

Can I use childcare vouchers to pay for my booking?

Yes, childcare vouchers are accepted to pay for all or some of your Clubland childcare bookings. If you wish to pay via childcare vouchers, you will be asked to send us as screen shot within 24 hrs to show proof of payment otherwise your place will be not be reserved. When paying via childcare vouchers please  quote your child’s surname and holiday ref i.e. Feb, Easter, May, Summer, Oct so that we can reconcile accounts.

Please see the payments section under Parent guide for details of all childcare voucher companies we are registered with and our corresponding reference details to manage payments. If for any reason your childcare voucher company is not listed, please e-mail our bookkeeper: emma@clubland-playscheme.com so that we can arrange to add them. Any queries relating to childcare voucher payments should be directed to Emma.

What if I need to cancel sessions do I get a refund?

All holiday club bookings are non- refundable.

Do I still pay if my child is sick or on holiday?

The simple answer is yes as we have made financial commitments to staff and still have overheads to cover.

About Holiday club

What time does it open?

Breakfast club opens from 7.30am.

The main day starts from 8.30am and ends 5.00pm. However, you have the option to book extensions to either end of your day at a cost of £5 each ie: 7.30am – 8.30am and/or 5.00pm – 6.15pm. Alternatively, you can book just for a morning or afternoon provided that the programme of activities allows this.

Who can come and is there an age limit?

The holiday club is open to any child who meets the age requirements, irrespective of whether they live in this country or not.

We operate Stay’n’Play which is aimed at children from reception through to 11 years old and complemented by Out’n’About which is specially aimed for children aged 8 – 12 years old.

We accept children aged 4yrs in the summer holidays providing that they are entering reception class  in the coming September.

Is there only one drop off?

We provide a free minibus shuttle from St James Primary School, Weybridge on selected days. The drop of time is 8.10am at the main school gates and we return the children at 6.00pm. This service is limited to a maximum of 14 children at any one time. The escort collection mobile is 07599245016 if you are running late.

Where is the holiday club located?

The holiday club is located at Thames Ditton Infant School, Speer Road, Thames Ditton, KT7 0PW. See locations for map.

Drop off:

In the morning you need to access the school via the main gate and walk to the rear of the playground to the ‘Garden room’ and sign your child in the register. The main gates will be open from 7.30am – 9.30am. After this time you need to access to the site via the Afternoon drop off details.

Afternoon: Bring your child to the ‘double gates’ leading onto school playground on St Nicholas Way. If no one is on gate duty, please ring the door- bell on the gate. Please make your way to the garden room and sign your child in on the register. Please do not park along St Nicholas way.


Please make your way to the ‘double gates’ leading onto the school playground on St Nicholas Way. If no one is on gate duty, please ring the door- bell on the gate.

Please remember to sign your child out from the register when collecting, noting the time of collection. If anyone other than yourself is collecting your child, please provide them with your nominated password and if possible inform the Supervisor.

What is the routine?

7.30am- Breakfast club opens

8.15am- last Breakfast served

8.30am- Children arrive

9.30am- Registration, Ground rules and Ice breakers

9.45am- Morning activity, self- directed play

11.00am – Fruit & Biscuit break

11.15am- Self- directed play & adult led sports/craft activities

12.30pm- Morning children leave

12.30pm – Lunch break

1.00pm- Afternoon children arrive, self- directed play

2.00pm- Registration, Ground rules and Ice breakers

2.15pm- Afternoon activity & self- directed play

3.30pm- Snack

4.00pm- Adult led sports/craft activities & self-directed play

5.15pm- Wind down

6.15pm – close

How can I speak to someone when holiday club is running?

Holiday club @ Thames Ditton 07770656015

St James Escort service 07599245016

Is lunch provided?

You are required to send in a nutritious packed lunch for your child with a water bottle. Please note that we are unable to refrigerate their lunch so please ensure the contents are appropriate. We are a NUT free environment.

How do you ensure that the children are not hungry?

The children have a snack of fruit & a biscuit in the morning and at approx. 3.15pm the children are provided with a hot/cold snack which can be pasta, potato waffles, spaghetti, baked beans, toast or sandwiches. Fresh water and sugar free squash is available throughout the day and we find that this is sufficient until their evening meal.

My child has a food allergy, is this catered for?

We are a NUT free zone and have alternative food for children who are gluten or diary intolerant. All personal information relating to food your child cannot eat whether it is due to an allergy, intolerance, religious or dietary reasons should be noted on the registration form so that we can accommodate their individual needs. If you have any concerns please speak to the holiday club team at head office or the Supervisor on site.

What are your staff to child ratios?

We comply with Ofsted ratio of 1 adult per 10 children under the age of 8 years. Above this age we adhere to 1:15 for good practice. When on trips we work to lower ratios.

What sort of activities will they be doing?

The programme of activities is just a small window into what your child will experience during a session at Clubland holiday club. Children have the opportunity to engage in a variety of activities and resources available to them. The following is a selection of the types of play they will be engaged in:

Indoor and outdoor games, both organised and unstructured as well as craft activities, role play, den building, construction, board games, ICT, water play (fights on hot days),Table tennis, snooker, scooters, Didicars, football, cricket,trim trail and bouncy castle.

What if my child does not want to go on the trip?

If it is a trip planned for Out’n’About then they can stay behind with the children attending stay’n’play on site, but you will not receive a refund of the cost for the outing.  However, if it is a trip organised on the Stay’n’Play programme there is no option for the children to stay on site as all staff are required on the trip to maintain staffing ratios. If your child does not wish to attend, please call the site mobile 07770656015 to let them know of their absence and you can then make alternative childcare arrangements for your child.

My child is nearly 8 years old, I book him in ‘Out’n’About?

Unfortunately no! This programme is designed for the older children and some of the activities have minimum age requirements.

What if my child is having difficulty settling in?

On their first day we will always ask the children if they have a friend attending and if not we will buddy them up with another child of similar age and interests. On future visits we will ensure that they are ‘buddied up’ if they have not found a friendship group. In addition, children in ‘reception’ class are appointed a ‘key person’ to help them settle in. If you are experiencing problems with your child attending Clubland please speak with the Supervisor and Karen so that we can support you through this period and find a solution that meets your child’s needs.

What if my child is ill or has an accident at Clubland?

All supervisors hold a 12 hours first aid qualification in pediatrics.  Dependent upon the severity of the accident or illness the supervisor will call you and inform you of your child’s condition and give the appropriate First Aid. An accident/incident form will be completed for you to read and sign upon collection of your child.

If your child is ill whilst at Clubland we will try to isolate them from the other children whilst keeping them comfortable and calm. If your child is suffering from vomiting and or diarrhea then they are not able to return until 48 hours after the last bout of illness.

What if my child is absent from Clubland?

Please send a text or leave a voice message on the site mobile letting the supervisor know your child will not be attending. Sometimes we operate a waiting list and if we can re book your place we can in these exceptional circumstances give you a refund/credit dependent upon which payment method you used.

What if I am late collecting?

If you have booked for a shorter session, then you will be charged the price difference between this and the longer session i.e. 5.00pm – 6.15pm £5. Otherwise a late fee of £1 per minute is enforced at St James Escort service from 6.00pm and from Thames Ditton Infant School at 6.15pm.This fee is payable immediately to the Supervisor. To avoid paying late fees we suggest that you join up with another parent or use your emergency contact giving them your password so that they can collect on your behalf.

Can I send someone to collect my child on my behalf?

Yes you can, provided that you have given them your unique password as stated on your child’s registration form. It is always good practice to contact the Supervisor and inform them of the change in collection procedure.

What to bring to Clubland

What should my child wear?

Children should be dressed appropriately for the activities on offer and the weather. Children may get messy when playing so please do not send them in their best clothes!

Is there anything they shouldn’t bring?

Children will not be allowed the use of mobile phones, I-pads, I-pods etc whilst at Clubland.  If they have their phone they will be asked to place it in the ‘staff phone box’ till the end of the sessions. If you wish to contact them during the session, you can call the site mobile 07770656015. Children do have limited access to our own tablets which are loaded with suitable games and do not have internet access.

Any toy that your child may bring will be their own responsibility.

Special Needs

What if my child needs extra help?

We do not discriminate against any child attending Clubland but we do need to ensure that the setting is right for your child and meets their individual needs. We work in close partnership with Surrey Early Years to ensure that we support children with special needs under their ‘including me project’. If your child needs extra help, speak to us so that we can understand and do what is in the best interest of your child. Contact Karen@clubland-playscheme.com  or 02089793100 during office hrs: 9.30am – 2.00pm Term time.

What if my child has a medical condition?

All details relating to a medical condition must be disclosed on your child’s registration form. If they require medication eg: an epi-pen or Ventolin  a ‘Permission to Administer Medication’ form must be completed, see How to apply. However, we need to establish that we can accommodate your child’s medical need or whether we need to access further training before they can attend so that we can meet their needs, so please call to discuss before making your booking.

All medication must be stored in a clear plastic box with a picture of your child on the lid, together with legible details of their name, date of birth, type of medication, dosage and your emergency contact details.