Booking Terms and Conditions 

The Zone at Banstead Prep 

For the purposes of this document, The Zone and Banstead Prep are one and the same. 

Bookings 

• All bookings must be made through https:// BansteadPrepSchool.magicbooking.co.uk 

• All bookings are subject to availability. 

• Bookings must be made 24 hours in advance. 

• The person making the booking accepts the booking conditions on behalf of the account holder. 

• All bookings must be paid for at time of booking unless card instalment plan is selected at time of booking, or you are paying by Childcare Vouchers/Tax Free Childcare. 

• Parent should e-mail The Zone when they have made payment with childcare vouchers or risk their booking being cancelled. 

• Failure to make full payment by the expected date will mean your booking is cancelled and you will be charged a £9 cancelation fee to refund any monies already paid. 

• You will have 5 days from making the booking to make a payment or to advise us that you are making a childcare payment. 

 Cancellation Notice and Charges: 

• It is the account holder’s responsibility to cancel sessions. 

• Any booked sessions which are not attended and not cancelled are still charged. 

• Parents must inform The Zone team by email if their children are arriving late – or being collected early.  Regular early collection and late drop off will not be possible and we will contact you if it becomes an issue. 

• Booking day swaps can only be made subject to availability, they can only be swapped within the same camp and with a minimum of 7 days’ notice of the session you want to change. This must be done by email to The Zone team and is subject to availability.  We are unable to move bookings to a camp at a different time of the year. 

• Any booked sessions which are not attended are still charged. 

• All bookings must be made prior to arriving onsite. If you arrive at site and have not booked your child will not be accepted until a booking is made. 

• All cancelations are subject to a £10 admin fee to cover the costs we must pay to our booking service. 

• Cancelation charges are outlined below, all cancelations will incur the £10 refund fee on top of the % charged. 

Absence due to illness 

• No child should attend camp if they have experienced vomiting or diarrhoea in a period of 48 hours before the booking.  Children should not swim for 2 weeks following an extended period of gastro illness.   

• If your child is unwell and unable to attend, at our discretion, we will offer you a credit note for a booking on another occasion during the same camp and subject to availability.  We do not offer refunds if your child is unwell. 

• It is expected that you male payment immediately unless you are paying using a payment scheme. 

• Types of payment available are Credit/Debit card, Childcare Voucher or Tax-Free Childcare. 

• When paying by Childcare Vouchers or Tax-Free Childcare, please use the reference ‘Zone + your child’s full name’ as the payment reference. e.g.: ZoneBClark  You must e-mail thezone@bansteadprep.com to advise which childcare vouchers you are using and the payment you have sent.  Your booking is not secured until you have done this. 

• Having an overdue balance may lead to the cancelation of your child’s place within the club. 

• Banstead Prep School will pass any unrecovered fees to an external debt collection agency. Any fees associated with the debt collection will be passed on to the debtor. 

 Late Collection Fees: 

• A charge of £10 per child, per 15 minutes will be applied to all collections made after the advertised session end time. 

• Persistent late offending could result in the session not being made available to you. 

• We are committed to safeguarding all the children in our care from harm and abuse. 

• The Zone (Banstead Prep School) are obligated to report any suspected child abuse or neglect to the relevant authorities. 

• When booking parents must inform The Zone (Banstead Prep School) of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in The Zone (Banstead Prep School) excluding them from certain activities or if it felt necessary, excluding them from using The Zone.  In such circumstances no refund or credit will be paid. 

• Parents must inform The Zone if their child has an EHCP and requires 1:1 support.  Additional 1:1 support can be provided by The Zone, subject to staff availability and an additional daily cost. 

• All children must have two emergency contacts listed. 

 Medication: 

• Permission to Administer Medication form, please contact The Zone team who will email this to you 

• Our own supply of medication at the club – we have no access to any medication stored in school 

• Parents must check their child’s account and update accordingly prior to each camp, we do not use school records for medical information 

Allergies: 

• Parents must advise The Zone of any allergies at the time of booking. 

• Packed lunches must not contain nuts. 

• Children must have their EpiPen with them if they require one or they will not be able to attend the camp and no refund will be given.

Please note: If the above is not in place, your child will not be able to attend the session 

 Collecting: 

• Children can only be collected by an adult over the age of 16 who has been authorised to collect them which is done by the parent adding collectors on their account as a collector OR by providing a collector with the ‘password of the day’. 

 Babysitting:  

• Any babysitting/care arrangement between parents and The Zone (Banstead Prep) staff is entirely separate from any agreement with The Zone. The Zone does not take responsibility for such private arrangements, although any behaviour that has a negative effect on the business may be considered misconduct and will be dealt with in accordance with the Disciplinary Procedure.  

 Exclusion: 

• The Zone (Banstead Prep) reserves the right to exclude or refuse any person without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund/credit will be available. 

 Forced Closures: 

• If The Zone is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, Power cut, or other industrial action, by order of Local Authority or Environmental Health, we will offer you a credit note or at our discretion, a refund. 

 Schedule Changes: 

• Daily schedules are flexible.  The Zone may need to amend activity programmes, schedules, services, dates, times and/or advertised activities on occasions that may be out of our control e.g. poor weather, damage to venue facilities or, issue with suppliers etc. You will be offered a credit note if you are unable to make any new date 

 Photography: 

• The Zone occasionally takes photographs and videos at our venues which can be used for marketing and promotional purposes, including on social media. If you would rather your child was not included in any photographs, please ensure your child’s details are up to date on the booking site. 

 Complaints: 

• If you or your child were not entirely satisfied with the services we provided, we would appreciate the feedback.  Please see our complaints procedure on the school website for official steps.  If you feel the complaint outcome is insufficient or would like to escalate your grievance further, please email The Zone Manager on thezone@bansteadprep.com 

 Liability: 

• The Zone does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants. 

• The Zone take no responsibility for any items that are lost/stolen or damaged at the club. 

• The Zone take no responsibility for damage to property or clothing brought on to site. 

 Lost Property: 

• On request, The Zone will endeavour to return items that can be identified. Collection of lost property is the responsibility of the parent. Unclaimed lost property will be distributed to local charities two weeks after the school holiday. 

 Parent Abuse of Staff: 

• The threat or use of physical violence, verbal abuse, intimidation or harassment towards our staff is likely to result in a termination of all direct contact. Such incidents may be reported to the police, and this will always be the case if physical violence is used or threatened. 

 Data Protection: 

• Company Name collect personal details for you and your child to register and enable us to process your booking.  It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required.  Company Name may hold some of your details for future marketing purposes. Please let us know if you do not want to receive future communication from the Zone (BansteadPrep) 

• For The Zone policies and procedures, please visit: bansteadprep.com/policies 

• Parents must agree to the terms and conditions of our booking system to book with us. 

• Your details will be held until you request removal.