Terms and Conditions 


COVID-19 Holiday Camp Safety Procedures and Risk Assessments for holiday camps

Full risk assessments have been carried out and we will share these with you in this email. Moreover, we can confirm that our employer’s liability and public liability does cover us to operate our holiday camp next week. However, our insurers will not cover our employees or your children if they were to contract COVID-19 at our camps. Therefore, by bringing your child to our camps you are agreeing that we will not accept any liability if your child was to get COVID-19 at our camp.

I appreciate this appears heavy handed, but from a legal perspective we need to state this. Of course, we are doing everything that is within our control to make your child’s days with us as safe as possible as you will see from our camp safety procedures.

If you are uncomfortable with this, we are prepared to refund you for booking for next week. Please, email [email protected] to request a refund. We will do our utmost best to process any refund requests within seven working days. 


  • Bookings will close 24 hours before each camp day to enable us to know numbers and plan accordingly.
  • Where possible registration will take place outside.
  •  Drop off (and pick up) times will be staggered. Parents will be emailed their timeslots in advance. If this causes inconvenience, please drop at the time stated on the website.  Drop off should be limited to one parent or carer per family.
  • Children and coach’s temperatures are taken upon arrival using infra-red thermometers.
  • Hand sanitisers will be available at the sign in desk for every child to use.
  • Children will be asked to confirm that they, or anyone in their family, are not displaying any COVID-19 symptoms. Any child who arrives displaying symptoms will not be allowed to stay at camp.
  • Our team will counter sign children in and out with parent’s permission to reduce contact with the parent.
  • Runners will take children to their bubbles.
  • Parents will be asked not to gather at entrance gates or doors and follow social distancing rules.
  • Multiple registers will be used to speed up registration with 2 people on registration.



  • 10:1 child coach ratio for 5-7 years and 12:1 for 8-13 years per bubble for Multi-sports and 5:1 for Tennis.
  • Coaches are assigned a bubble for the week
  • Children’s bubbles are arranged in the morning at registration enabling any friend/sibling requests to hopefully be met.
  • At the start of day physical locations are set up as bubble meeting points.
  • Bubbles have colour names; blue, red, green, yellow, purple, orange, pink, indigo, violet.
  • Children are assigned a bubble for the day.
  • Bubbles are arranged by age.
  • Coaches will remain with their bubble at all times throughout the day.
  • If children are attending for the week, or multiple days they remain in the same coach’s bubble.


What must Children bring?

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

  • A healthy packed lunch.
  • Their own personal hand sanitiser.
  • A refillable drinks bottle.
  • Comfortable and suitable shoes.
  • Appropriate clothing for all weather conditions.
  • Sun cream and a hat.

No sharing of these items is permitted.



  • There is PPE available at all camps.  Masks and gloves are compulsory when applying first aid.
  • Children and coaches will clean their hands more often than usual, washing them thoroughly with antibacterial soap and water or using sanitiser. They will be asked to clean their hands on arrival, before and after eating and before and after each activity.
  • Hand sanitiser will be available in multiple locations throughout the camp.
  • Children, where possible should use the equipment provided for their own bubbles.
  • Any equipment that is shared is cleaned by the coaches before another group uses it.
  • There will be no multi-use of equipment by groups at the same time.
  • Regular cleaning will be enforced.  We will have increased cleaning measures throughout the day for areas and equipment.
  • Coaches will ensure that physical contact is kept to a minimum, no high fives, our meet and greet will be a foot tap.
  • Coaches will promote hygiene messages throughout the day.
  • There will be visible signs and posters displayed to remind the children to wash their hands and promote the ‘catch it, bin it, kill it’ approach.


Social distancing

  • Social distancing signs and floor markings will be displayed where possible.. 2m social distancing rules apply in areas parents are waiting.
  • Coaches will regularly reassure children that there steps are being taken to keep them safe and reinforce bubble rules for all activities.
  • One metre social distancing rule will apply at camps, indoors and outdoors.



Toilets and cleaning

  •  Camp director sets clear guidance for toilet facilities to ensure they are kept clean and social distancing achieved.
  • Coaches are put on a roster to clean touchpoints –e.g door handles, gates, bathroom taps. 


Break times

  • Lunch breaks and all activity breaks are staggered so that bubbles are not mixed.



  • Coaches will deliver outdoor activities as much as possible.
  • Circle activities will be delivered in large areas with social distancing.



  • Children who are unable to follow COVID-19 safety instructions will be asked to stay at home.


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

  • The child or coach will be sent home.
  • Everyone in their bubble will be notified.
  • If symptomatic, we will promote the need to get tested. If someone tests positive for COVID-19 everyone in the bubble is notified to self-isolate.


Payment for any course or camp with ESG can be made:

1. Online via our websites

2. By telephone

3. By sending a cheque to our head office

(cheques are payable to England Sports Group followed by the name of the club attending e.g England Sports Group Esher)

Payment Terms

Payment is due upon booking for holiday camps and courses, but no later than the first day of a coaching course.


  1. Any course payments that are two weeks overdue will incur a 3% administrative fee.
  2. For course payments that are four weeks over due a 5% administrative fee will incur.
  3. For credit card payments there is a 1.5% charge.
  4. For debit cards there is a 25p charge for bookings online.
  5. For debit cards there is a 25p charge for payments under £50 when done over the phone.
  6. If cheques returned unpaid we are charged a fee by the bank. For this reason we make a charge to you of £10 on each occasion this happens.

Bookings and Payment Conditions

Holiday Camps

You may cancel for any reason up to 1 week in advance* of the starting date of your camp booking in order to receive a refund minus a 10% administrative charge.

Any cancellations after this 1-week period* will result in your payment being held as a credit on your account with us.Any changes will incur a £5 admin charge. We will review each case separatley and will waive the charge in some circumstances 

*FromSeptember 2021 2 weesk notice will need to be given

Illness & Injury - If your child is unable to attend camp due to illness or injury it must be validated by a doctor’s note, and will be refunded in full less the days already attended. If no doctor’s note can be given then we are unable to provide a refund.

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

If one child on the booking needs to cancel due to illness or injury, then you are also entitled to a refund for any other siblings on the booking.

Responsibility for all booking details lies with you when making the initial booking. Where possible we will make changes to your dates, subject to availability.

In order to change a booking on our camps made with a 10 or 20-day pass or Season Ticket you must provide 7 days’ notice in order to receive the day back in credit onto the pass.

10-day and 20-day family passes and season tickets can be used by siblings.

Bookings must be paid for in full for holiday camps. We cannot offer reductions for any sessions missed due to holidays or other activities.

Term Time Coaching Courses

  1. If you cancel your place on one of our courses after it has started due to anything other than a medical reason, you will not receive a refund or credit
  2. Every cancellation case will be dealt with individually and you may be given a credit for the remaining sessions.
    1. In the event that we are forced to cancel any term-time classes due to bad weather or coach illness we will call you in advance and offer catch up lessons for alternative days. If you are unable to attend these we are not able to provide a refund, but instead will give you a credit.
    2. If you miss any classes during a term we can offer catch-up classes. However, it is your responsibility to be available to attend the catch-up classes during the current term.
    3. Let us know one week in advance when you want to do a catch-up class and we will book you into an available class. Catch-ups are subject to availability.
    4. No lessons missed by you can be carried over to the next term for credit or catch-ups – they will lapse and will not be rolled over to the next term.

Individual Tennis Lessons

  1. If you are unable to attend an individual tennis lesson, tennis coaches require five days' notice.
  2. If you cancel an individual tennis lesson with less than 48 hours' notice you will be charged the full amount as most of our coaches have a waiting list during peak times.


  1. Credits are valid for 12 months from the time of application and can be used to reduce fees on any course. After this period the credit will be forfeited and may not be used for a future booking.
  2. Credits may not be used to purchase or offset fees for individual tennis lessons.

Rebooking for Term-time Courses

Many of our children attend tennis training throughout the year and become highly proficient tennis players and competitors. To assist you with renewing your booking please note the following:

  1. If your child is attending a current course – they are given a priority booking date for the next course.
  2. We provide a notice of renewal for next term approximately four weeks before the current term ends offering you priority renewal.
  3. It is your responsibility to rebook and confirm your child’s place before the start of each term.
  4. A place on the next course is not automatically reserved for current attendees. If we have not received confirmation and payment to indicate that your child will be attending the course we will release the place to those on the awaiting list.

“Change yourself and your fortune will change“ - Portuguese Proverb

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