Coronavirus Statement


Currently we are able to open a number of our clubs as we recognise we are a key childcare setting for families around the country, however this is and will continue to be based on the latest government guidance. In the event of a Fun Fest Holiday Club being advised to close by government advice or by Public Health England due to the Coronavirus, a full refund (credit or cash based on franchisee discretion) will be given for the days that we are closed.

At Fun Fest Holiday Club, we take health and safety seriously. In light of the current outbreak of the Coronavirus (COVID-19) we have put together some information, all of which is based on Public Health England advice.


Fun Fest Holiday Clubs have put stringent measures in place to ensure your children can continue to enjoy their holidays with us in a safe environment. We believe these measures should give parents the comfort and assurances you need to continue booking your children into Fun Fest Holiday Clubs. We have adopted the following special measures in response to the Coronavirus outbreak:


 All Fun Fest Holiday Clubs will be opening but with restricted numbers in place and in line with social distancing.  

  • At Point of booking, a declaration has been added to the website for parents to declare that you, or your child has not been in close contact with anyone who has been diagnosed with COVID-19 and if they have, they have self-isolated for 14 days. 
  • Additional cleaning measures in all clubs to maintain the highest possible standards of hygiene.
  • Talks with the children at morning and afternoon registration about hand washing and the importance of using and disposing of tissues
  • Children will be organised into colour coded ‘bubble’ groups of no more than 15 children, with 2 staff members.  They will then remain in their ‘bubble’ and zone for the whole day.
  • There will be no mixing of children between activities and between groups. All children will complete a shortened version of every activity to avoid mixing the groups.
  • Clubs will show child-friendly videos to the children about how to thoroughly wash their hands to stay hygienic.
  • Every club will have a supply of antibacterial hand-gel and encourage staff and children to use this regularly throughout the day.  In the event of not being able to supply antibacterial hand gel, soap will be made accessible to enable children and staff to continue to wash their hands.
  • Staff will need to complete a Health Screen Questionnaire declaring if they have been in contact with anyone infected with COVID-19 within the last 14 days.
  • We will ensure that when parents arrive to drop off or collect their child/children that we maintain the government guidelines on social distancing and ensure there is 2 meters between everyone.  No parents will be allowed into the building whilst dropping the children off and collecting and staff will sign the children in and out.   The social distancing measures will also be a rule set in line for when children are sitting and playing.
  • There will be ‘bubbles’ of no more than 15 children in a group with 2 members of staff and they will remain together for the whole day until the children go home.
  • Any child who develops a high temperature will not be able to stay at the club.
  • If a child begins to show symptoms of a cough/fever there will be a designated area where the child can be kept safe and isolated until they are collected
  • PPE will be available for staff to wear if they choose to.  This will apply to children too if they choose to wear gloves or face masks they can.
  • Any clubs operating in a COVID alert level high(tier 2) or a COVID alert level very high risk (tier 3) area, will ensure all staff are wearing face coverings at all time whilst working in the club, as per the current government guidance unless they are exempt due to medical reasons


What we will do if someone develops symptoms at Fun Fest;

If anyone in your setting develops a new, continuous cough or a high temperature, or has a loss of, or change in, their normal sense of taste or smell (anosmia), they must be sent home and be advised to follow the guidance for households with possible or confirmed coronavirus (COVID-19) infection. This sets out that they must: 

Action List

  • In an emergency, call 999 if they are seriously ill or injured or their life is at risk. Do not visit the GP, pharmacy, urgent care centre or a hospital.
  • Call parents/legal guardian to collect child and take them home. Advise them that all household members will need to isolate and refer them to the guidance for households with possible or confirmed coronavirus (COVID-19) infection.
  • If a child is awaiting collection, they will be moved, if possible and if appropriate, to a room where they can be isolated behind a closed door. We will be mindful of individual children’s needs – for example it would not be appropriate for younger children to be alone without adult supervision. Ideally, a window will be opened for ventilation. If it is not possible to isolate them, we will move them to an area which is at least 2 metres away from other people.  The member of staff supervising the child will wear PPE and the area will be deep cleaned once the child has been collected.  Any windows in the room please open for ventilation.
  • If they need to go to the bathroom while waiting to be collected, they will use a separate bathroom if possible. The bathroom will be cleaned and disinfected using standard cleaning products before being used by anyone else.
  • If a member of staff has helped someone who was taken unwell COVID-19 symptoms, they do not need to go home unless they develop symptoms themselves. They should wash their hands thoroughly for 20 seconds after any contact with someone who is unwell and remove and dispose of their PPE.
  • When parents/legal guardian pick up the child, advise them to get the child tested and notify you of the results. 
  • Once the child has left the premises, thoroughly disinfect/clean all surfaces and touchpoints they came into contact with (including the bathroom if used). 

In most cases, closure of a Fun Fest Holiday Club will not be needed but this will be ours, along with advice from Head Office, decision based on various factors such as establishment size and risk of further spread.

This is a fast-evolving situation and we will monitor and share any new advice at the earliest opportunity. 

Whilst we understand that the current situation is causing concern, there is no need for alarm. You do not need to keep your children away from a setting unless they have been to, or have been in contact with someone who has been infected.

Information for the public can be found at:

Public Health England and Department of Health have advised that schools or settings can now open with restricted numbers from the 1st June 2020

If a confirmed case is identified with links to a school or setting, specific advice would be given on a case by case basis and parents and students would be updated appropriately. 

There are some practical steps you can take to stop viruses: 


  • cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or sneeze 
  • put used tissues in the bin immediately 
  • wash your hands with soap and water often – use hand sanitiser gel if soap and water are not available 
  • try to avoid close contact with people who are unwell 
  • Keep 2m distance as per the social distancing guidelines


  • Touch your eyes, nose or mouth if your hands are not clean 


We will continue to monitor the situation closely.

Safeguarding the health and wellbeing of all children and staff at our Holiday Clubs across the country is our top priority.



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020


January 2021


The Safeguarding Policy can be found on the home page for each club







Mobile Phone and Electronic Device Use 


EYFS: 2.1 & 3.4


This policy refers to all electronic devices able to take pictures, record videos, send or receive calls and messages. This includes cameras, mobile telephones, tablets and any recording devices including smartwatches. More and more devices are technically, capable of connecting us to the outside world. We will adapt the policy to include all devices we deem required to safeguard children

 Re – Fitbits: It is recommended that you amend this policy at your discretion depending on what the device is capable of doing, e.g. ones that receive calls and messages are prohibited but ones that only count steps are allowed. 

Mobile phones and other devices that accept calls, messages and video calling

At Fun Fest Holiday Club, we promote the safety and welfare of all children in our care. We believe our staff should be completely attentive during their hours of working to ensure all children receive good quality care and education.

To ensure the safety and well-being of children we do not allow staff to use personal mobile phones, smartwatches and/or fitbits during working hours. 

We use Mobile Phones / walkie talkies supplied by Fun Fest Holiday Club to provide a means of contact in certain circumstances, such as outings.

This policy should be used in conjunction with our online safety and acceptable IT use policies, to ensure children are kept safe when using the club’s devices online

Staff must adhere to the following: 

  • Mobile phones/smartwatches/fitbits are either turned off or on silent and not accessed during your working hours
  • Mobile phones/smartwatches/fitbits can only be used on a designated break and then this must be away from the children
  • Mobile phones/smartwatches/fitbits should be stored safely in staff lockers/bags in the staff room at all times during the hours of your working day
  • No personal device is allowed to be connected to the school’s wifi at any time 
  • The use of devices, such as tablets, must only be used for the club’s purposes
  • The club’s devices will not have any social media or messaging apps on them
  • Any apps downloaded onto devices must be done only by management. This will ensure only age appropriate apps are accessible to staff, or children using them
  • Passwords / passcodes for the devices must not be shared or written down, and will be changed regularly. 
  • During outings, staff will use mobile phones/walkie talkies belonging to the club wherever possible. Photographs must not be taken of the children on any personal phones or any other personal information storage device. Only club owned devices will be used to take photographs or film videos
  • Devices will not be taken home with staff and will remain secure at the setting when not in use. If a device is needed to be taken home due to unforeseen circumstances, then the person taking this device home must ensure it is securely stored and not accessed by another other individual and returned to the club as soon as practically possible

Parents’ and visitors’ use of mobile phones and smartwatches 

Whilst we recognise that there may be emergency situations which necessitate the use of a mobile telephone, in order to ensure the safety and welfare of children in our care and share information about the child’s day.  However, parents and visitors are kindly asked to refrain from using their mobile telephones whilst in the club or when collecting or dropping off their children.

If you are found to be using your phone inside the club premises you will be asked to finish the call or take the call outside. 

We do this to ensure all children are safeguarded and the time for dropping off and picking up is a quality handover opportunity where we can share details about your child. 

Visitors are requested to leave their mobile phones or smart watches in the safety of the office where they will be locked away safely. 

Parents are requested not to allow their child to wear or bring in devices that may take photographs or record videos or voices. This includes smart watches with these capabilities, such as Vtech. This ensures all children are safeguarded and also protects their property as it may get damaged or misplaced at Fun Fest Holiday Club. 

Photographs and videos 

At Fun Fest Holiday Club, we recognise that photographs and video recordings play a part in the life of the club. We ensure that any photographs or recordings (including CCTV) taken of children in our club are only done with prior written permission from each child’s parent and only share photos with parents in a secure manner. We obtain this permission when each child is registered and update it on a regular basis to ensure that this permission is still valid.

We ask for individual permissions for photographs and video recordings for a range of purposes including: for display purposes; for promotion materials including our website, brochure and the local press; and for security in relation to CCTV and the different social media platforms we use. We ensure that parents understand that where their child is also on another child’s photograph, but not as the primary person.  Photographs and videos will not be taken in areas where intimate care routines are carried out.

If a parent is not happy about one or more of these uses, we will respect their wishes and find alternative ways of recording their child’s play or learning.  

Staff are not permitted to take any photographs or recordings of a child on their own information storage devices e.g. cameras, mobiles, tablets or smartwatches and may only use those provided by the club. The manager will monitor all photographs and recordings to ensure that the parents’ wishes are met, and children are safeguarded. 

Photographs or videos recorded on mobile devices will be transferred to the correct storage device to ensure no images are left on these mobile devices.

Parents, and children, are not permitted to use any recording device or camera (including those on mobile phones or smartwatches) on the clubs’ premises without the prior consent of the manager. 

During special events, e.g. Christmas or leaving parties, staff may produce group photographs to distribute to parents on request. In this case we will gain individual permission for each child before the event. This will ensure all photographs taken are in line with parental choice. We ask that photos of events such as Christmas parties are not posted on any social media websites/areas without permission from parents of all the children included in the picture.



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

September 2020

Emma Price

September 2021




Social Networking


EYFS: 3.4


Social media is becoming a large part of the world we live in and as such at Fun Fest Holiday Club we need to make sure we protect our children by having procedures in place for safe use. 

We use Facebook and Instagram to share pictures of the activities the children have accessed at Fun Fest. In order to safeguard children, we will: 

  • Ensure all children in the photographs or posts have the correct permissions in place from their parent / carer
  • Not allow others to post on our Facebook page, i.e. only management can post on the page, only parents / family / carers who have been invited to join the group can view and comment on the posts 
  • Monitor comments on all posts and address any concerns immediately. 

Staff use of social media

We require our staff to be responsible and professional in their use of social networking sites in relation to any connection to the club, staff, parents or children.

  • When using social networking sites such as Facebook or Instagram staff must:
    • Not name the setting they work at
    • Not make comments relating to their work or post pictures in work uniform
    • Not send private messages to any parents/family members
    • If a parent asks questions relating to work via social networking sites, then staff should reply asking them to come into the setting or contact the manager
    • Ensure any posts reflect their professional role in the community (e.g. no inappropriate social event photos or inappropriate comments i.e. foul language)
    • Report any concerning comments or questions from parents to the manager/safeguarding lead
    • Follow the staff behaviour policy 
    • Not post anything that could be construed to have any impact on the club’s reputation or relate to Fun Fest Holiday Club or any children attending the club in any way
    • Not belong to our closed Facebook group if linked to a personal account
    • Not like or share any of our Facebook posts 
    • Not be connected to the club’s Facebook / Instagram account in any manner 
  • If any of the above points are not followed then the member of staff involved will face disciplinary action, which could result in dismissal.

 Parents and visitors’ use of social networking

 We promote the safety and welfare of all staff and children and therefore ask parents and visitors not to post, publicly or privately, information about any child on social media sites such as Facebook, Instagram and Twitter. We ask all parents and visitors to follow this policy to ensure that information about children, images and information do not fall into the wrong hands.

We ask parents not to:

  • Send friend requests to any member of staff 
  • Screen shot or share any posts or pictures from the club on social media platforms (these may contain other children in the pictures)
  • Post any photographs to social media that have been supplied by the club with other children in them (e.g. Christmas photographs or photographs from an activity at Fun Fest)

 We ask parents to:

Share any concerns regarding inappropriate use of social media through the official procedures (please refer to the partnership with parent’s policy, complaints procedures and grievance policy). 


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

March 2020

E K Price

March 2021



Inclusion and Equality 


EYFS: 1.6, 1.7, 2.3, 3.20, 3.27, 3.28, 3.67, 3.73

Statement of intent

At Fun Fest Holiday Club, we take great care to treat each individual as a person in their own right, with equal rights and responsibilities to any other individual, whether they are an adult or a child. We are committed to providing equality of opportunity and anti-discriminatory practice for all children and families according to their individual needs. Discrimination on the grounds of gender, age, race, religion or belief, marriage or civil partnership, disability, sexual orientation, gender reassignment, pregnancy or maternity, ethnic or national origin, or political belief has no place within Fun Fest Holiday Club. 

A commitment to implementing our inclusion and equality policy will form part of each employee’s job description. Should anyone believe that this policy is not being upheld, it is their duty to report the matter to the attention of Emma Price at the earliest opportunity. Appropriate steps will then be taken to investigate the matter and if such concerns are well-founded, disciplinary action will be invoked under Fun Fest Holiday club’s disciplinary policy.

The legal framework for this policy is based on:

  • Special Education Needs and Disabilities Code of Practice 2015
  • Children and Families Act 2014
  • Equality Act 2010
  • Childcare Act 2006
  • Children Act 2004
  • Care Standards Act 2002
  • Special Educational Needs and Disability Act 2001


Fun Fest Holiday Club and staff are committed to:

  • Recruiting, selecting, training and promoting individuals on the basis of occupational skills requirements. In this respect, Fun Fest Holiday Club will ensure that no job applicant or employee will receive less favourable treatment because of age, sex, gender reassignment, disability, marriage or civil partnership, race, religion or belief, sexual orientation, pregnancy or maternity/paternity
  • Providing a childcare place, wherever possible, for children who may have learning difficulties and/or disabilities or are deemed disadvantaged according to their individual circumstances, and the club’s ability to provide the necessary standard of care
  • Making reasonable adjustments for children with special educational needs and disabilities 
  • Striving to promote equal access to services and projects by taking practical steps (wherever possible and reasonable), such as ensuring access to people with additional needs and by producing materials in relevant languages and media for all children and their families
  • Providing a secure environment in which all our children can flourish and all contributions are valued
  • Including and valuing the contribution of all families to our understanding of equality, inclusion and diversity
  • Providing positive non-stereotypical information 
  • Continually improving our knowledge and understanding of issues of equality, inclusion and diversity
  • Regularly reviewing, monitoring and evaluating the effectiveness of inclusive practices to ensure they promote and value diversity and difference and that the policy is effective and practices are non-discriminatory
  • Making inclusion a thread, which runs through the entirety of the club, for example, by encouraging positive role models through the use of toys, imaginary play and activities, promoting non-stereotypical images and language and challenging all discriminatory behaviour (see dealing with discriminatory behaviour policy).


Admissions/service provision

Fun Fest Holiday Club is accessible to all children and families in the local community and further afield through a comprehensive and inclusive admissions policy.  

The club will strive to ensure that all services and projects are accessible and relevant to all groups and individuals in the community within targeted age groups.



Recruitment, promotion and other selection exercises such as redundancy selection will be conducted on the basis of merit, against objective criteria that avoid discrimination. Shortlisting should be done by more than one person if possible.

All members of the selection group will be committed to the inclusive practice set out in this policy and will have received appropriate training in this regard. 

Application forms will be sent out along with a copy of the equal opportunities monitoring form. Application forms will not include questions that potentially discriminate on the grounds specified in the statement of intent.

Vacancies should generally be advertised to a diverse section of the labour market. Advertisements should avoid stereotyping or using wording that may discourage particular groups from applying. 

At interview, no questions will be posed which potentially discriminate on the grounds specified in the statement of intent. All candidates will be asked the same questions and members of the selection group will not introduce nor use any personal knowledge of candidates acquired outside the selection process. Candidates will be given the opportunity to receive feedback on the reasons why they were not successful.

Under the Equality Act 2010 you can only ask questions prior to offering someone employment in the following circumstances: 

  • You need to establish whether the applicant will be able to comply with a requirement to undergo an assessment (i.e. an interview or selection test)
  • You need to establish whether the applicant will be able to carry out a function that is intrinsic to the work concerned
  • You want to monitor diversity in the range of people applying for work
  • You want to take positive action towards a particular group – for example offering a guaranteed interview scheme
  • You require someone with a particular disability because of an occupational requirement for the job.

The national College for Teaching and Leadership provides further guidance specific to working with children: 

Providers have a responsibility to ensure that practitioners have the health and physical capacity to teach and will not put children and young people at risk of harm. The activities that a practitioner must be able to perform are set out in the Education (Health Standards England) Regulations 2003. Providers are responsible for ensuring that only practitioners who have the capacity to teach remain on the staff team.

People with disabilities or chronic illnesses may have the capacity to teach, just as those without disabilities or medical conditions may be unsuitable to teach. Further information on training to teach with a disability is available from the DfE website.

Successful applicants offered a position may be asked to complete a fitness questionnaire prior to commencing the programme. Providers should not ask all-encompassing health questions, but should ensure that they only ask targeted and relevant health-related questions, which are necessary to ensure that a person is able to teach.


It is the policy of Fun Fest Holiday Club not to discriminate in the treatment of individuals. All staff are expected to co-operate with the implementation, monitoring and improvement of this and other policies. All staff are expected to challenge language, actions, behaviours and attitudes which are oppressive or discriminatory on the grounds specified in this policy and recognise and celebrate other cultures and traditions. All staff are expected to participate in equality and inclusion training.

Staff will follow the ‘Dealing with Discriminatory Behaviour’ policy where applicable to report any discriminatory behaviours observed. 


Fun Fest Holiday Club recognises the importance of training as a key factor in the implementation of an effective inclusion and equality policy. All new staff receive induction training including specific reference to the inclusion and equality policy. Fun Fest Holiday Club will strive towards the provision of inclusion, equality and diversity training for all staff on an annual basis.

Early learning framework

Early learning opportunities offered in Fun Fest Holiday Club encourage children to develop positive attitudes to people who are different from them. It encourages children to empathise with others and to begin to develop the skills of critical thinking.

We do this by:

  • Making children feel valued and good about themselves
  • Ensuring that all children have equal access to early learning and play opportunities
  • Reflecting the widest possible range of communities in the choice of resources
  • Avoiding stereotypical or derogatory images in the selection of materials
  • Acknowledging and celebrating a wide range of religions, beliefs and festivals
  • Creating an environment of mutual respect and empathy
  • Helping children to understand that discriminatory behaviour and remarks are unacceptable
  • Ensuring that all early learning opportunities offered are inclusive of children with learning difficulties and/or disabilities and children from disadvantaged backgrounds 
  • Ensuring that children whose first language is not English have full access to early learning opportunities and are supported in their learning
  • Working in partnership with all families to ensure they understand the policy and challenge any discriminatory comments made
  • Ensuring the medical, cultural and dietary needs of children are met
  • Identifying a key person to each child who will continuously observe, assess and plan for children’s learning and development
  • Helping children to learn about a range of food and cultural approaches to meal times and to respect the differences among them.


Information and meetings

Information about Fun Fest Holiday Club, its activities and children’s development will be given in a variety of ways according to individual needs (written, verbal and translated), to ensure that all parents can access the information they need.  At Fun Fest Holiday Club, we share information with parents as follows:

  • Newsletters
  • Daily verbal feedback
  • Emails and social media advertising about upcoming holidays and events
  • Achievement certificates

Wherever possible, meetings will be arranged to give all families options to attend and contribute their ideas about the running of the club.


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

October 2020


October 2021






Special Educational Needs and Disabilities (SEND)


EYFS: 31.6, 1.7, 2.3, 2.5, 3.20, 3.27, 3.28, 3.67, 3.73


This policy has been created with regard to:

  • The SEND Code of Practice 2015
  • Children and Families Act 2014 (Part 3)
  • Equality Act 2010
  • Working Together to Safeguard Children (2018)
  • Statutory Framework for the EYFS (2017)

Special Educational Needs and Disability (SEND) code of practice.

Fun Fest Holiday Club has regard to the statutory guidance set out in the Special Educational Needs and Disability code of practice (DfE 2015) to identify, assess and make provision for children’s special educational needs. 

At Fun Fest Holiday Club, we use the SEND Code of Practice (2015) definition of Special Educational Needs and Disability:

A child or young person has SEN if they have a learning difficulty or disability which calls for special educational provision to be made for him or her.

A child of compulsory school age or a young person has a learning difficulty or disability if he or she:

  • has a significantly greater difficulty in learning than the majority of others of the same age, or
  • has a disability which prevents or hinders him or her from making use of facilities of a kind generally provided for others of the same age in mainstream schools or mainstream post-16 institutions.


Statement of intent

At Fun Fest Holiday Club, we are committed to the inclusion of all children. All children have the right to be cared for and educated to develop to their full potential alongside their peers through positive experiences, to enable them to share opportunities and experiences and develop and learn from each other. We provide a positive and welcoming environment where children are supported according to their individual needs and we work hard to ensure no children are discriminated against or put at a disadvantage as a consequence of their needs. Each child’s needs are unique, therefore any attempt to categorise children is inappropriate.

We are committed to working in partnership with parents in order to meet their child’s individual needs and develop to their full potential. We are committed to working with any child who has a specific need and/or disability and making reasonable adjustments to enable every child to make full use of the club’s facilities. All children have a right to a broad and well-balanced early learning environment.

Where we believe a child may have additional needs that have previously been unacknowledged, we will work closely with the child’s parents and any relevant professionals to establish if any additional action is required.

Where a child has additional needs, we feel it is paramount to find out as much as possible about those needs; any way that this may affect his/her early learning or care needs and any additional help he/she may need by:

  • Liaising with the child’s parents and, where appropriate, the child 
  • Liaising with any professional agencies
  • Reading any reports that have been prepared
  • Attending any review meetings with the local authority/professionals 
  • Observing each child’s development and monitoring such observations regularly.

All children will be given a full settling in period when joining Fun Fest Holiday Club according to their individual needs.

We will: 

  • Recognise each child’s individual needs and ensure all staff are aware of, and have regard for, the Special Educational Needs Code of Practice 
  • Ensure that all children are treated as individuals/equals and are supported to take part in every aspect of the club day according to their individual needs and abilities
  • Encourage children to value and respect others 
  • Share any statutory and other assessments made by the club with parents and support parents in seeking any help they or the child may need 
  • Include all children and their families in our provision
  • Identify the specific needs of children with special educational needs and/or disabilities and meet those needs through a range of strategies
  • Ensure that children who learn at an accelerated pace e.g. ‘most able’ are also supported 
  • Provide well informed and suitably trained practitioners to help support parents and children with special educational difficulties and/or disabilities
  • Develop and maintain a core team of staff who are experienced in the care of children with additional needs and identify a Special Educational Needs and Disabilities Co-ordinator (SENCO) who is experienced in the care and assessment of children with additional needs.  Staff will be provided with specific training relating to SEND and the SEND Code of Practice
  • Monitor and review our practice and provision and, if necessary, make adjustments, and seek specialist equipment and services if needed
  • Challenge inappropriate attitudes and practices 
  • Promote positive images and role models during play experiences of those with additional needs wherever possible
  • Celebrate diversity in all aspects of play and learning.
  • Work in partnership with parents and other agencies in order to meet individual children's needs, including the education, health and care authorities, and seek advice, support and training where required

Fun Fest Holiday club’s Special Education Needs and Disabilities Co-ordinator (SENCO) is Emma Price

The role of the SENCO includes:

  • ensuring all practitioners understand their responsibilities to children with SEN and the setting’s approach to identifying and meeting SEN
  • advising and supporting colleagues
  • ensuring parents are closely involved throughout and that their insights inform action taken by the setting
  • liaising with professionals or agencies beyond the setting
  • taking the lead in implementing the graduated approach and supporting colleagues through each stage of the process.

We will:

  • Designate a named member of staff to be the SENCO and share their name with parents
  • Have high aspirations for all children and support them to achieve to their full potential
  • Develop respectful partnerships with parents and families 
  • Ensure parents are involved at all stages of the assessment, planning, provision and review of their child's care and education and where possible include the thoughts and feelings voiced by the child
  • Signpost parents and families to our Local Offer in order to access local support and services 
  • Provide a statement showing how we provide for children with special educational needs and/or disabilities and share this with staff, parents and other professionals 
  • Ensure that the provision for children with SEN and/or disabilities is the responsibility of all members of staff in the club through training and professional discussions
  • Set out in our inclusive admissions practice on how we meet  equality of access and opportunity
  • Make reasonable adjustments to our physical environment to ensure it is, as far as possible suitable for children and adults with disabilities using the facilities
  • Provide a broad, balanced, aspirational early learning environment for all children with SEN and/or disabilities and differentiated activities to meet all individual needs and abilities 
  • Liaise with other professionals involved with children with special educational needs and/or disabilities and their families, including transition arrangements to other settings and schools. 
  • Use the graduated response system  to assess, plan, do and review to ensure early identification of any SEND
  • Ensure that children with special educational needs and/or disabilities and their parents are consulted at all stages of the graduated response, taking into account their levels of ability
  • Review children’s progress and support plans e.g every holiday, and work with parents to agree on further support plans
  • Provide privacy of children with special educational needs and/or disabilities when intimate care is being provided
  • Raise awareness of any specialism the setting has to offer, e.g. Makaton trained staff
  • Ensure the effectiveness of our SEN/disability provision by collecting information from a range of sources e.g. additional support reviews, Education and Healthcare (EHC) plans, staff and management meetings, parental and external agencies’ views, inspections and complaints. This information is collated, evaluated and reviewed annually
  • Provide a complaints procedure and make available to all parents in a format that meets their needs e.g. Braille, audio, large print, additional languages
  • Monitor and review our policy and procedures annually.

 Effective assessment of the need for early help

Local agencies should work together to put processes in place for the effective assessment of the needs of individual children who may benefit from early help services. Children and families may need support from a wide range of local agencies. Where a child and family would benefit from coordinated support from more than one agency (e.g. education, health, housing, police) there should be an inter-agency assessment. These early help assessments, such as the Common Assessment Framework, should identify what help the child and family require to prevent needs escalating to a point where intervention would be needed via a statutory assessment under the Children Act 1989.

The early help assessment should be undertaken by a lead professional who should provide support to the child and family, act as an advocate on their behalf and coordinate the delivery of support services. The lead professional role could be undertaken by a General Practitioner (GP), family support worker, teacher, health visitor and/or special educational needs coordinator. Decisions about who should be the lead professional should be taken on a case by case basis and should be informed by the child and their family.

 For an early help assessment to be effective:

  • The assessment should be undertaken with the agreement of the child and their parents or carers. It should involve the child and family as well as all the professionals who are working with them;
  • A teacher, GP, health visitor, early years’ worker or other professional should be able to discuss concerns they may have about a child and family with a social worker in the local authority. Local authority children’s social care should set out the process for how this will happen; and
  • If parents and/or the child do not consent to an early help assessment, then the lead professional should make a judgement as to whether, without help, the needs of the child will escalate. If so, a referral into local authority children’s social care may be necessary.


If at any time it is considered that the child may be a child in need as defined in the Children Act 1989, or that the child has suffered significant harm, or is likely to do so, a referral should be made immediately to local authority children’s social care. This referral can be made by any professional. Working together to safeguard children 2018


Graduated Approach

We follow the SEND Code of Practice (2015) recommendation that, in addition to the formal checks above, nurseries should adopt a graduated approach to assessment and planning, led and coordinated by a SENCO. Good practice of working together with parents, and the observation and monitoring of children’s individual progress, will help identify any child with special educational needs or disability This graduated approach will be led and coordinated by the SENCO and appropriate records will be kept according to the Code of Practice.



In identifying a child as needing SEN support, the key person, working with the SENCO and the child’s parents, will carry out an analysis of the child’s needs. This initial assessment will be reviewed regularly to ensure that support is matched to need. Where there is little or no improvement in the child’s progress, more specialist assessment may be called for from specialist teachers or from health, social services or other agencies beyond the setting. Where professionals are not already working with the setting, the SENCO will contact them, with the parents’ agreement.



Where it is decided to provide SEN support, and having formally notified the parents, the key person and the SENCO, in consultation with the parent, will agree the outcomes they are seeking, the interventions and support to be put in place, the expected impact on progress, development or behaviour, and a clear date for review. Plans will take into account the views of the child. 

The support and intervention provided will be selected to meet the outcomes identified for the child, based on reliable evidence of effectiveness, and provided by practitioners with relevant skills and knowledge. Any related staff development needs should be identified and addressed. Parents will be involved in planning support and, where appropriate, in reinforcing the provision or contributing to progress at home.



The child’s key person will be responsible for working with the child on a daily basis. With support from the SENCO, they will oversee the implementation of the intervention agreed as part of SEN support. The SENCO will support the key person in assessing the child’s response to the action taken, in problem solving and advising on the effective implementation of support.



The effectiveness of the support and its impact on the child’s progress will be reviewed in line with the agreed date. The impact and quality of the support will be evaluated by the key person and the SENCO in full consultation with the child’s parents and taking into account the child’s views. Information will be shared with parents about the impact of the support provided.

Assess - The key person works with the setting SENCO and the child’s parents and brings together all the information, then analyses the child’s needs.

Plan - The key person and the SENCO will agree, in consultation with the parent, the outcomes they are seeking for the child, the interventions and support to be put in place, the expected impact on progress, development and behaviour and finally a date for review. 

Do - The child’s key person implements the agreed interventions or programmes

Review - On the agreed date, the key person and SENCO working with the child’s parents, and taking into account the child’s views, will review the effectiveness of the support and the impact of the support on the child’s progress. They will then evaluate the impact and quality of support on the child. 

Education and Health Plan (EHC)

Some children and young people may require an EHC needs assessment in order to decide whether it is necessary to develop an EHC plan. The purpose of an EHC plan is to make adjustments and offer support to meet the special educational needs of the child, to secure the best possible outcomes for them across education, health and social care.

The local authority will conduct the EHC needs assessment and take into account a wide range of evidence, including 

  • evidence of the child’s developmental milestones and rate of progress
  • information about the nature, extent and context of the child’s SEN
  • evidence of the action already being taken by us as the early years provider to meet the child’s SEN
  • evidence that, where progress has been made, it has only been as the result of much additional intervention and support over and above that which is usually provided
  • evidence of the child’s physical, emotional and social development and health needs, drawing on relevant evidence from clinicians and other health professionals and what has been done to meet these by other agencies.


We will then work with the local authority and other bodies to ensure that the child receives the support they need to gain the best outcomes. 



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020

E Price

November 2021



Health and Safety – General Policy 


Considerations from the legal team: 

Ultimately the employer is accountable for health and safety and therefore cannot delegate health and safety duties. It can require staff to cooperate with them and to follow what they are told, but it cannot delegate a duty. There is no problem asking staff to do something e.g. a risk assessment, which is part of the policy, but it remains the employer’s duty to ensure it’s done and that it’s suitable and sufficient. It would not be a defence to a Holiday Club if a member of staff did not undertake, for example, a risk assessment. The employer must therefore have a system in place to ensure such things are done.



EYFS: 3.25, 3.28, 3.29, 3.30, 3.44, 3.45, 3.46, 3.47, 3.50, 3.51, 3.54, 3.55, 3.56, 3.57, 3.63, 3.64, 3.65, 3.66


At Fun Fest Holiday Club, we provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees and a safe early learning environment in which children learn and are cared for. To develop and promote a strong health and safety culture within the club for the benefit of all staff, children and parents we provide information, training and supervision. We also accept our responsibility for the health and safety of other people who may be affected by our activities.


The allocation of duties for safety matters and the particular arrangements which we will make to implement our health and safety procedures are set out within this policy and we make sufficient resources available to provide a safe environment.



Legal framework 

We follow all relevant legislation and associated guidance relating to health and safety within the club including:

  • The requirements of the Statutory Framework for the Early Years Foundation Stage (EYFS) 2017
  • The regulations of the Health & Safety at Work Act 1974 and any other relevant legislation such as Control Of Substances Hazardous to Health Regulation (COSHH)
  • Any guidance provided by Public Health England, the local health protection unit, the local authority environmental health department, fire authority or the Health and Safety Executive 



Aims and objectives

The aim of this policy statement is to ensure that all reasonably practical steps are taken to ensure the health, safety and welfare of all persons using the premises. 


To achieve this we will actively work towards the following objectives:

  • Establish and maintain a safe and healthy environment throughout the club’s premises including outdoor spaces
  • Establish and maintain safe working practices amongst staff and children
  • Make arrangements for ensuring safety and the minimising of risks to health in connection with the use, handling, storage and transport of hazardous articles and substances
  • Ensure the provision of sufficient information, instruction and supervision to enable all people working in or using the club to avoid hazards and contribute positively to their own health and safety and to ensure that staff have access to regular health and safety training
  • Maintain a healthy and safe club with safe entry and exit routes
  • Formulate effective procedures for use in case of fire and other emergencies and for evacuating the club premises. Practice this procedure on a regular basis to enable the safe and speedy evacuation of the club
  • Maintain a safe working environment for pregnant workers or for workers who have recently given birth, including undertaking appropriate risk assessments
  • Maintain a safe environment for those with special educational needs and  disabilities and ensure all areas of the club are accessible (wherever practicable)
  • Provide a safe environment for students or trainees to learn in
  • Encourage all staff, visitors and parents to report any unsafe working practices or areas to ensure immediate response by the management. 


We believe the risks in the club’s environment are low and we will maintain the maximum protection for children, staff and parents. 


Fun Fest Holiday Club will:

  • Ensure all entrances and exits from the building, including fire exits are clearly identifiable and remain clear at all times
  • Regularly check the premises room by room for structural defects, worn fixtures and fittings or electrical equipment and take the necessary remedial action
  • Ensure that all staff, visitors, parents and children are aware of the fire procedures and regular fire drills are carried out
  • Have the appropriate fire detection and control equipment which is checked regularly to make sure it is in working order
  • Ensure that all members of staff are aware of the procedure to follow in case of accidents for staff, visitors and children 
  • Ensure that all members of staff take all reasonable action to control the spread of infectious diseases and wear protective gloves and clothing where appropriate
  • Ensure there are suitable hygienic changing facilities (see infection control policy) 
  • Prohibit smoking on the club premises
  • Prohibit any contractor from working on the premises without prior discussion with the manager
  • Encourage children to manage risks safely and prohibit running inside the premises unless in designated areas 
  • Risk assess all electrical sockets and take appropriate measures to reduce risks where necessary and ensure no trailing wires are left around the club
  • Ensure all cleaning materials are placed out of the reach of children and kept in their original containers
  • Wear protective clothing when cooking or serving food
  • Prohibit certain foods that may relate to children’s allergies, e.g. peanuts are not allowed in the club
  • We follow the EU Food Information for Food Consumers Regulations (EU FIC). These rules are enforced in the UK by the Food Information Regulations 2014 (FIR).  We identify the 14 allergens listed by EU Law that we use as ingredients in any of the dishes we provide to children and ensure that all parents are informed.
  • Follow the allergies and allergic reactions policy for children who have allergies
  • Ensure risk assessments are undertaken on the storage and preparation of food produce within the club
  • Familiarise all staff and visitors with the position of the first aid boxes and ensure all know who the appointed first aiders are
  • Provide appropriately stocked first aid boxes and check their contents regularly
  • Ensure children are supervised at all times
  • Ensure no student or volunteer is left unsupervised at any time. 
  • Ensure staff paediatric first aid certificates are on display (or made available to parents).



Responsibility for Health and Safety in the club is that of the Director or Manager

The manager has overall and final responsibility for this policy being carried out at:

Fun Fest Holiday Club.

The deputy club manager will be responsible in his/her absence.

All employees have the responsibility to co-operate with senior staff and the manager to achieve a healthy and safe club and to take reasonable care of themselves and others. Neglect of health and safety regulations/duties will be regarded as a disciplinary matter (see separate policy on disciplinary procedures)

Whenever a member of staff notices a health or safety problem which they are not able to rectify, they must immediately report it to the appropriate person named. Parents and visitors are requested to report any concerns they may have to the appropriate person in charge. 

Daily contact and health and safety meetings provide consultation between management and employees. This will include health and safety matters.


Health and safety training

Person responsible for monitoring staff training is the club Director.

 Health and safety is covered in all induction training for new staff.


Training table (example):   


Training required


Paediatric First aid


All staff 

Dealing with blood

In house training/course

All staff and students

Safeguarding/Child protection

In house training/course

All staff and students

Risk assessment

In house training/course

All staff 

Fire safety procedures 

In house training

All staff and students

Use of fire extinguisher

In house training/course

All staff where possible

Food hygiene

In house training/course

All staff and students

Allergy awareness

In house training/course

All staff and students

Manual handling 

In house training/course

All staff and students

Stress awareness and management 

In house training/course

All staff 

Fire warden duties

External course

Fire Warden

Medication requiring technical or medical knowledge e.g. Epi Pen

External course

As required


External course


Supervision and appraisal

External course

Manager, deputy and room supervisor


At present at least one member of staff on duty MUST hold a full paediatric First Aid at Work certificate in the club. At Fun Fest Holiday Club we have extended this to ensure that all staff attend the Paediatric First Aid, and that a minimum of 1 first aider is on duty all times.  In addition to this, all newly qualified entrants to the early years workforce who have completed a level 2 and/or level 3 qualification on or after 30 June 2016, must also have either a full PFA or an emergency PFA certificate within three months of starting work in order to be included in the required staff:child ratios at level 2 or level 3 in an early years setting


All trained first aiders must be listed in the first aid policy.


Health and safety arrangements

  • All staff are responsible for general health and safety in the club
  • Risk assessments will be conducted on all areas of the club, including rooms, activities, outdoor areas, resources and cleaning equipment
  • These are reviewed at regular intervals and when arrangements change
  • All outings away from the club (however short) will include a prior risk assessment – more details are included in our outings policy
  • All equipment, rooms and outdoor areas will be checked thoroughly by staff before children access them or the area. These checks will be recorded and initialled by the staff responsible. Unsafe areas will be made safe/removed from the area by this member of staff to promote the safety of children. If this cannot be achieved the manager will be notified immediately  
  • We provide appropriate facilities for all children, staff, parents and visitors to receive a warm welcome and provide for their basic care needs, e.g. easy to access toilet area and fresh drinking water
  • The club will adhere to the Control Of Substances Hazardous to Health Regulation (COSHH) to ensure all children, staff, parents and visitors are safe in relation to any chemicals we may use on the premises
  • We identify and assess any water sources at risk of legionella, and manage these risks including avoiding  stagnant water.
  • All staff and students will receive appropriate training in all areas of health and safety which will include risk assessments, manual handling and fire safety. We may also use benefit risk assessments for particular activities and resources for children
  • We have a clear accident and first aid policy to follow in the case of any person in the club suffering injury from an accident or incident
  • We have a clear fire safety policy and procedure which supports the prevention of fire and the safe evacuation of all persons in the club. This is to be shared with all staff, students, parents and visitors to the club
  • We review accident and incident records to identify any patterns/hazardous areas
  • All health and safety matters are reviewed informally on an ongoing basis and formally every six months or when something changes. Staff and parents will receive these updates, as with all policy changes, as and when they happen
  • We welcome feedback from staff and parents.  They are able to contribute to any policy through informal discussions, the suggestion scheme and/or during regular meetings held at nursery.


The policy is kept up to date and reviewed especially when the club changes in nature and size. It is revised annually, or as and when required. We therefore welcome any useful comments from members of staff, parents and visitors regarding this policy.


This policy was adopted on

Signed on behalf of Fun Fest holiday Club

Date for review

November 2020


November 2021



Sickness and Illness


EYFS: 3.44, 3.45, 3.46


At Fun Fest Holiday Club we promote the good health of all children attending. To help keep children healthy and minimise infection, we do not expect children to attend the club if they are unwell. If a child is unwell it is in their best interest to be in a home environment with adults they know well rather than at Fun Fest with their peers. 

Our procedures

In order to take appropriate action of children who become ill and to minimise the spread of infection we implement the following procedures: 

  • If a child becomes ill during the day, we contact their parent(s) and ask them to pick up their child as soon as possible. During this time we care for the child in a quiet, calm area with their key person, (if the child has one) wherever possible 
  •  We follow the guidance given to us by Public Health England (Health Protection in Schools and other childcare facilities) and advice from our local health protection unit on exclusion times for specific illnesses, e.g. sickness and diarrhoea, measles and chicken pox, to protect other children in the club.
  • Should a child have an infectious disease, such as sickness and diarrhoea, they must not return to the club until they have been clear for at least 48 hours. We notify Ofsted as soon as possible and in all cases within 14 days of the incident where we have any child or staff member with food poisoning. We inform all parents if there is a contagious infection identified in the club, to enable them to spot the early signs of this illness. We thoroughly clean and sterilise all equipment and resources that may have come into contact with a contagious child to reduce the spread of infection
  • We notify Ofsted as soon as possible and in all cases within 14 days of the incident where we have any child or staff member with food poisoning
  • We exclude all children on antibiotics for the first 48 hours of the course (unless this is part of an ongoing care plan to treat individual medical conditions e.g. asthma and the child is not unwell) This is because it is important that children are not subjected to the rigours of the club day, which requires socialising with other children and being part of a group setting, when they have first become ill and require a course of antibiotics
  • We have the right to refuse admission to a child who is unwell. This decision will be taken by the manager on duty and is non-negotiable
  • We make information/posters about head lice readily available and all parents are requested to regularly check their children’s hair. If a parent finds that their child has head lice we would be grateful if they could inform the club so that other parents can be alerted to check their child’s hair. 

Meningitis procedure

If a parent informs the club that their child has meningitis, the manager will contact the Local Area Infection Control (IC) Nurse. The IC Nurse will give guidance and support in each individual case. If parents do not inform the club, we will be contacted directly by the IC Nurse and the appropriate support will be given. We will follow all guidance given and notify any of the appropriate authorities including Ofsted if necessary.  

Transporting children to hospital procedure

The manager/staff member must:

  • Call for an ambulance immediately if the sickness is severe. DO NOT attempt to transport the sick child in your own vehicle
  • Whilst waiting for the ambulance, contact the parent(s) and arrange to meet them at the hospital 
  • Redeploy staff if necessary to ensure there is adequate staff deployment to care for the remaining children. This may mean temporarily grouping the children together
  • Arrange for the most appropriate member of staff to accompany the child taking with them any relevant information such as registration forms, relevant medication sheets, medication and the child’s comforter 
  • Inform a member of the management team immediately
  • Remain calm at all times. Children who witness an incident may well be affected by it and may need lots of cuddles and reassurance. Staff may also require additional support following the accident



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020

Emma Price

November 2021





EYFS: 3.19, 3.44, 3.45, 3.46


At Fun Fest Holiday Club, we promote the good health of children attending and take necessary steps to prevent the spread of infection (see sickness and illness policy). If a child requires medicine, we will obtain information about the child’s needs for this, and will ensure this information is kept up to date. 

We follow strict guidelines when dealing with medication of any kind in Fun Fest Holiday Club and these are set out below. 

Fun Fest Holiday Club WILL NOT administer any medication unless prior written consent is given for each and every medicine. 


  • If any child is brought to the club in a condition in which he/she may require medication sometime during the day, the Club Manager will decide if the child is fit to be left at the club.
  • For information on infection control and infectious diseases visit the Public Health England website and view their document titled ‘Health protection in schools and other childcare facilities’.
  • If the child is deemed well enough to stay at the setting, the parent/ carer must be asked if any kind of medication has already been given, at what time and in what dosage and this will be recorded.


Medication in the Setting - General Guidance

  • Before administering medication to any child we will require written agreement from the parents
  • This agreement (usually a Medication Form) should include;
    • the child’s name
    • the name of the medication
    • the required dose and agreed time of administration
    • Clearly stated whether the medication is on-going or to be taken up until a particular date
    • Possible side effects, and/or the information leaflet that is normally supplied by the manufacturer made available
    • Medication is only accepted in its original labelled container 
    • Where the medication is an adrenaline pen or inhaler (where there may be only occasional emergency use), it will have the expiry date of the medication recorded on the appropriate form
    • For non-prescription medication Fun Fest Holiday Club reserve, the right to determine the number of days the medication will be given before requesting parents/ carers further input or the advice of a healthcare professional. This will be based upon the individual child and condition
    • If at any time there is any doubt regarding the administration of medication to a child, play leaders will stop and check with the Club Manager before continuing.


Medication Prescribed by a Doctor, Dentist, Nurse or Pharmacist

(Medicines containing aspirin will only be given if prescribed by a doctor)

  • Prescription only medicine will be given when prescribed by the above and only for the person named on the dispensing label on the bottle/container for the dosage stated
  • Medicines must be in their original containers with their instructions printed in English
  • Those with parental responsibility for any child requiring prescription medication should hand over the medication to the club manager or deputy manager who will then note the details of the administration on the appropriate form and another member of staff will check these details
  • Those with parental responsibility must give prior written permission for the administration of each and every medication. However, we will accept written permission once for a whole course of medication or for the ongoing use of a particular medication under the following circumstances:
  1. The written permission is only acceptable for that brand name of medication and cannot be used for similar types of medication, e.g. if the course of antibiotics changes, a new form will need to be completed
  2. The dosage on the written permission is the only dosage that will be administered. We will not give a different dose unless a new form is completed
  3. Parents must notify us IMMEDIATELY if the child’s circumstances change, e.g. a dose has been given at home, or a change in strength/dose needs to be given. 
  • Fun Fest Holiday Club will not administer a dosage that exceeds the recommended dose on the instructions unless accompanied by written instructions from a relevant health professional such as a letter from a doctor or dentist
  • The parent must be asked when the child has last been given the medication before coming to the club; and the staff member must record this information on the medication form. Similarly, when the child is picked up, the parent or guardian must be given precise details of the times and dosage given throughout the day. The parent’s signature must be obtained at both times
  • At the time of administering the medicine, a senior member of staff will ask the child to take the medicine, or offer it in a manner acceptable to the child at the prescribed time and in the prescribed form. (It is important to note that staff working with children are not legally obliged to administer medication)
  • If the child refuses to take the appropriate medication, then a note will be made on the form
  • Where medication is “essential” or may have side effects, discussion with the parent will take place to establish the appropriate response.
  • Only First Aiders should administer medication


Non-prescription Medication (also known as over the counter medicine – these will not usually be administered)

  • If any child is brought to the club in a condition in which he/she may require medication sometime during the day, the manager will decide if the child is fit to be left at the club
  • Fun Fest Holiday Club will not administer any non-prescription medication containing aspirin
  • Fun Fest Holiday Club will only administer non-prescription medication for a short initial period, dependant on the medication or the condition of the child. After this time medical attention should be sought
  • If the manager feels the child would benefit from medical attention rather than non-prescription medication, we reserve the right to refuse care until the child is seen by a medical practitioner 
  • If a child needs liquid paracetamol or similar medication during their time at Fun Fest Holiday Club, such medication will be treated as prescription medication with the *onus being on the parent to provide the medicine/Fun Fest Holiday Club providing one specific type of medication should parents wish to use this 
  • An emergency Fun Fest Holiday Club supply of fever relief (e.g. Calpol) and anti-histamines (e.g. Piriton) will be stored on site. This will be checked at regular intervals by the designated trained first aider to make sure that it complies with any instructions for storage and is still in date  
  • If a child does exhibit the symptoms for which consent has been given to give non-prescription medication during the day, Fun Fest Holiday Club will make every attempt to contact the child’s parents. Where parents cannot be contacted then the manager will take the decision as to whether the child is safe to have this medication based on the time the child has been in the club, the circumstances surrounding the need for this medication and the medical history of the child on their registration form. 
  • Giving non-prescription medication will be a last resort and the staff will use other methods first to try and alleviate the symptoms (where appropriate). The child will be closely monitored until the parents collect the child
  • For any non-prescription cream for skin conditions e.g. Sudocrem, prior written permission must be obtained from the parent and the onus is on the parent to provide the cream which should be clearly labelled with the child’s name
  • If any child is brought to Fun Fest Holiday Club in a condition in which he/she may require medication sometime during the day, the manager will decide if the child is fit to be left at the club. If the child is staying, the parent must be asked if any kind of medication has already been given, at what time and in what dosage and this must be stated on the medication form 
  • As with any kind of medication, staff will ensure that the parent is informed of any non-prescription medicines given to the child whilst at the club, together with the times and dosage given
  • Fun Fest Holiday Club DOES NOT administer any medication unless prior written consent is given for each and every medicine.

Emergency Medication

    • At registration of a child during the booking process, parents will be asked if they are happy to give consent to ‘medication’  being given. This would be only deemed necessary for specific circumstances. Parents/ carers will be asked to tick to give consent. The circumstances will include:
      • The circumstances in which ‘emergency’ medication will be given e.g. High temperature (above 37.8˚c)
      • The specific medication (drug name) e.g. Paracetamol 
      • Dose to be administered will follow the guidance on the original container e.g. following age / dosage instructions
      • Statement that medication will only be given if the club is unable to contact the parent
    • An ‘emergency’ stock of medication may be kept on site
    • Stock medication will be kept in accordance with manufacturer’s instructions on the container (e.g. cool dark place, out of the reach of children)
    • Stock will be checked at regular intervals by the designated trained first aider to ensure there is ample supply and is still within its expiry date
    • If a child experiences symptom of illness, attempts will be made to contact the child’s parents before administering ‘emergency’ medication
    • Where parents cannot be contacted the Club Manager will take the decision as to whether the child is suitable to receive the ‘emergency’ medication based on the symptoms and medical history of the child given at registration
    • Administering ‘emergency’ non-prescription medication will be a last resort and the staff will use other methods first to try and alleviate the symptoms. The child will be closely monitored until the parents collect the child. 

Injections, Pessaries, Suppositories

As the administration of injections, pessaries and suppositories represents intrusive nursing, we will not administer these without appropriate medical training for every member of staff caring for this child. This training is specific for every child and not generic. The club will do all it can to make any reasonable adjustments including working with parents and other professionals to arrange for appropriate health officials to train staff in administering the medication.  


Staff Fitness Medication

  • All staff have a responsibility to work with children only where they are fit to do so
  • Staff must not work with children if they are infectious or too unwell to meet children’s needs. This includes circumstances where medication taken by staff affects their ability to care for children, for example, where it makes a person drowsy
  • If staff members believe their condition, including any condition caused by taking medication, is affecting their ability to care for children they must inform their line manager immediately
  • The club manager / person’s line manager/registered provider will decide if a staff member is fit to work, including circumstances where other staff members notice changes in behaviour suggesting a person may be under the influence of medication. This decision will include any medical advice obtained by the individual or from an occupational health assessment
  • Where staff may occasionally or regularly need medication, any such medication must be kept in the person’s locker/separate locked container in the staff room. If the medication is required to be accessed in an emergency, such as an asthma inhaler, this should be easily accessible but safe from children 
  • In all cases medication must be stored out of reach of children. It must not be kept in the first aid box. It will be clearly labelled with the name of the member of staff.


All medication for children must have the child’s name clearly written on the original container and kept in a closed box, which is out of reach of all children.  Emergency medication, such as inhalers and EpiPens, will be within easy reach of staff in case of an immediate need, but will remain out of children’s reach.  Any antibiotics requiring refrigeration must be kept in a fridge inaccessible to children.

All medications must be in their original containers, labels must be legible and not tampered with or they will not be given. All prescription medications should have the pharmacist’s details and notes attached to show the dosage needed and the date the prescription was issued. This will all be checked, along with expiry dates, before staff agree to administer medication. 



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020

Emma Price

November 2021




Promoting Positive Behaviour 



EYFS: 3.2, 3.52, 3.53


At Fun Fest Holiday Club we believe that children flourish best when they know how they and others are expected to behave. Children gain respect through interaction with caring adults who act as good role models, show them respect and value their individual personalities. The club encourages and praises positive, caring and polite behaviour at all times in and provides an environment where children learn to respect themselves, other people and their surroundings. 


Children need to have set boundaries of behaviour for their own safety and the safety of their peers. Within the club we aim to set these boundaries in a way which helps the child to develop a sense of the significance of their own behaviour, both on their own environment and that of others around them. Restrictions on the child's natural desire to explore and develop their own ideas and concepts are kept to a minimum.  


We aim to:

  • Recognise the individuality of all our children and that some behaviours are normal in young children e.g. biting, hiting
  • Encourage self-discipline, consideration for each other, our surroundings and property
  • Encourage children to participate in a wide range of group activities to enable them to develop their social skills
  • Ensure that all staff act as positive role models for children
  • Encourage parents and other visitors to be positive role models and challenge any undesired behaviour shown 
  • Work in partnership with parents by communicating openly
  • Praise children and acknowledge their positive actions and attitudes, therefore ensuring that children see that we value and respect them
  • Encourage all staff working with children to accept their responsibility for implementing the goals in this policy and to be consistent
  • Promote non-violence and encourage children to deal with conflict peacefully
  • Provide a key person system for the younger children, enabling staff to build a strong and positive relationship with children and their families
  • Provide activities and stories to help children learn about accepted behaviours, including opportunities for children to contribute to decisions about accepted behaviour where age/stage appropriate
  • Supporting and developing self-regulation and empathy as appropriate to the stage of development
  • Have a named person who has overall responsibility for behaviour management.


The named person Emma Price for managing behaviour will:

  • Advise and support other staff on behaviour concerns
  • Along with the club manager and deputy managers will keep up to date with legislation and research relating to behaviour
  • Support changes to policies and procedures in the club
  • Access relevant sources of expertise where required and act as a central information source for all involved
  • Attend regular external training events, and ensure all staff attend relevant in-house or external training for behaviour management. Keep a record of staff attendance at this training.


Our club rules are concerned with safety, care and respect for each other. We keep the rules to a minimum and ensure that these are age and stage appropriate.  We regularly involve children in the process of setting rules to encourage cooperation and participation and ensure children gain understanding of the expectations of behaviour relevant to them as a unique child.


Children who behave inappropriately, for example by physically abusing another child or adult e.g. biting,hiting, or through verbal bullying, are helped to talk through their actions and apologise where appropriate. We make sure that the child who has been upset is comforted and the adult will confirm that the other child's behaviour is not acceptable. We always acknowledge when a child is feeling angry or upset and that it is the behaviour that is not acceptable, not the child.


When children behave in unacceptable ways:

  • We never use or threaten to use physical punishment/corporal punishment such as smacking or shaking
  • We only use physical intervention for the purpose of averting immediate danger or personal injury to any person (including the child) or to manage a child’s behaviour if absolutely necessary. We keep a record of any occasions where physical intervention is used and inform parents on the same day, or as reasonably practicable
  • We recognise that for some children there may be specific development needs that mean regular and ongoing restraint may be necessary to keep themselves and others safe from harm. Any restraint used will be carried out by staff who have received specialist restraint training and staff will use techniques and guidance recommended by the approved training provider. Specialist restraint arrangements will be agreed with parents and recorded. We will complete an incident form following any use of restraint and notify the parents the same day
  • We do not single out children or humiliate them in any way. Where children use unacceptable behaviour they will, wherever possible, be re-directed to alternative activities. Discussions with children will take place as to why their behaviour was not acceptable, respecting their level of understanding and maturity
  • Staff will not raise their voices (other than to keep children safe)
  • In any case of misbehaviour, we always make it clear to the child or children in question, that it is the behaviour and not the child that is unwelcome
  • We decide how to handle a particular type of behaviour depending on the child’s age, level of development and the circumstances surrounding the behaviour. This may involve asking the child to talk and think about what he/she has done. All staff support children in developing empathy and children will only be asked to apologise if they have developed strong empathy skills and have a good understanding of why saying sorry is appropriate 
  • We help staff to reflect on their own responses towards behaviours that challenge to ensure that their reactions are appropriate
  • We inform parents if their child’s behaviour is unkind to others or if their child has been upset. In all cases we deal with inappropriate behaviour at the time. We may ask parents to meet with staff to discuss their child's behaviour, so that if there are any difficulties we can work together to ensure consistency between their home and the setting. In some cases we may request additional advice and support from other professionals, such as an educational psychologist
  • We support children in developing non-aggressive strategies to enable them to express their feelings
  • We keep confidential records on any behaviour that challenges that has taken place. We inform parents and ask them to read and sign any incidents concerning their child
  • We support all children to develop positive behaviour, and we make every effort to provide for their individual needs
  • Through partnership with parents and formal observations, we make every effort to identify any behavioural concerns and the causes of that behaviour. From these observations and discussions we will implement an individual behaviour modification plan where a child’s behaviour involves aggressive actions towards other children and staff, for example hitting, kicking etc. The manager will complete risk assessments identifying any potential triggers or warning signs ensuring other children’s and staff’s safety at all times. In these instances we may remove a child from an area until they have calmed down. 



Bullying takes many forms. It can be physical, verbal or emotional, but it is always a repeated behaviour that makes other people feel uncomfortable or threatened.  We acknowledge that any form of bullying is unacceptable and will be dealt with immediately. 


We recognise that children need their own time and space and that it is not always appropriate to expect a child to share. We believe it is important to acknowledge each child’s feelings and to help them understand how others might be feeling.


We encourage children to recognise that bullying, fighting, hurting and discriminatory comments are not acceptable behaviour. We want children to recognise that certain actions are right and that others are wrong.


At Fun Fest Holiday Club, staff follow the procedure below to enable them to deal with behaviour that challenges:

  • Staff are encouraged to ensure that all children feel safe, happy and secure
  • Children are helped to understand that using aggression, to get things, is inappropriate and they will be encouraged to resolve problems in other ways
  • Our staff will intervene when they think a child is being bullied, however mild or harmless it may seem
  • Staff will initiate games and activities with children when they feel play has become aggressive, both indoors or out
  • Staff will sensitively discuss any instance of bullying with the parents of all involved to look for a consistent resolution to the behaviour
  • We will ensure that this policy is available for staff and parents and it will be actively publicised at least once a year to parents and staff.
  • If any parent has a concern about their child, a member of staff will be available to discuss those concerns. It is only through co-operation that we can ensure our children feel confident and secure in their environment, both at home and in the club
  • All concerns will be treated in the strictest confidence.


By positively promoting good behaviour, valuing co-operation and a caring attitude, we hope to ensure that children will develop as responsible members of society.  


This policy was adopted on

Signed on behalf of Fun Fest

Date for review

November 2020

Emma Price

November 2021


Complaints and Compliments 



EYFS: 3.74, 3.75


At Fun Fest Holiday Club we believe that parents are entitled to expect courtesy and prompt, careful attention to their individual needs and wishes. We hope that at all times parents are happy with the service provided and we encourage parents to voice their appreciation to the staff concerned. 

We record all compliments and share these with staff. 

We welcome any suggestions from parents on how we can improve our services, and will give prompt and serious attention to any concerns that parents may have. Any concerns will be dealt with professionally and promptly to ensure that any issues arising from them are handled effectively and to ensure the welfare of all children, enable ongoing cooperative partnership with parents and to continually improve the quality of Fun Fest Holiday Club. 

We have a formal procedure for dealing with complaints where we are not able to resolve a concern. Where any concern or complaint relates to child protection, we follow our *Safeguarding/Child Protection Policy.


Internal complaints procedure


Stage 1

If any parent should have cause for concern or any queries regarding the care or the learning provided by Fun Fest Holiday Club, they should in the first instance take it up with the senior member of staff, ie manager / deputy manager


Stage 2

If the issue remains unresolved or parents feel they have received an unsatisfactory outcome, then they must present their concerns in writing as a formal complaint to the club manager. The manager will then investigate the complaint and report back to the parent within two working days. The manager will document the complaint fully and the actions taken in relation to it in the complaints log book.   

(Most complaints are usually resolved informally at stage 1 or 2.)


Stage 3

If the matter is still not resolved, Fun Fest will hold a formal meeting between the manager, parent and a senior staff member to ensure that it is dealt with comprehensively. The Manager will make a record of the meeting and document any actions. All parties present at the meeting will review the accuracy of the record and be asked to sign to agree it and receive a copy. This will signify the conclusion of the procedure.


Stage 4 

If the matter cannot be resolved to their satisfaction, then parents have the right to raise the matter with Ofsted. Parents are made aware that they can contact Ofsted at any time they have a concern, including at all stages of the complaint’s procedure, and are given information on how to contact Ofsted. Ofsted is the registering authority for Early Years child care providers in England and investigates all complaints that suggest a provider may not be meeting the requirements of the club’s registration. It risk assesses all complaints made and may visit the club to carry out a full inspection where it believes requirements are not met. 

A record of complaints will be kept. The record will include the name of the complainant, the nature of the complaint, date and time complaint received, action(s) taken, result of any investigations and any information given to the complainant including a dated response. 

Parents will be able to access this record if they wish to; however, all personal details relating to any complaint will be stored confidentially and will be only accessible by the parties involved. Ofsted inspectors will have access to this record at any time during visits to ensure actions have been met appropriately. 


Contact details for Ofsted: 




Telephone: 0300 123 1231   


By post:

Piccadilly Gate
Store Street
M1 2WD


Parents will also be informed if the club becomes aware that they are going to be inspected and after inspection Fun Fest will provide a copy of the report to parents and/or carers of children attending on a regular basis. 


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020

Emma Price

November 2021




Visits and Outings


EYFS: 3.65, 3.66


At Fun Fest Holiday Club, we offer children a range of local outings including walks and visits off the premises. We believe that planned outings and visits complement and enhance the learning opportunities inside the club environment and extend children’s experiences.  We always seek parents’ permission for children to be included in such outings.



Visits and outings are carefully planned to use the following guidelines, whatever the length or destination of the visit:

  • A pre-visit checklist, full risk assessment and outings plan will always be carried out by a senior member of staff before the outing to assess the risks or hazards which may arise for the children, and identify steps to be taken to remove, minimise and manage those risks and hazards. We will endeavour to visit the venue prior to the visit. This will ensure that the chosen venue is appropriate for the age, stage and development of the children
  • Written permission will always be obtained from parents before taking children on trips
  • We provide appropriate staffing levels for outings dependent on an assessment of the safety and the individual needs of the children. 
  • At least one member of staff will hold a valid and current paediatric first aid certificate and this will be increased where risk assessment of proposed activity deems it necessary.
  • A fully stocked first aid box will always be taken on all outings along with any special medication or equipment required
  • A completed trip register together with all parent and staff contact numbers will be taken on all outings
  • Regular headcounts will be carried out throughout the outing. Timings of headcounts will be discussed in full with the club manager prior to the outing
  • All staff will be easily recognisable by other members of the group; they will wear the Fun Fest uniform and high visibility vests/jackets 
  • Children will be easily identified by staff when on a trip by use of a sticker system. The club name, number and mobile number will be displayed
  • A fully charged mobile phone will be taken as a means of emergency contact
  • In the event of an accident, staff will assess the situation. If required, the group will return to the club immediately and parents will be contacted to collect their child. In the event of a serious accident an ambulance will be called at the scene, as well as parents being contacted. One member of staff will accompany the child to the hospital, and the rest of the group will return to the club.


Risk assessment/outings plan

The full risk assessment and outing plan will be displayed for parents to see before giving consent. This plan will include details of:

  • The name of the designated person in charge - the outing leader 
  • The name of the place where the visit will take place
  • The estimated time of departure and arrival
  • The number of children, age range of children, the ratio of staff to children, children’s individual needs and the group size 
  • The equipment needed for the trip, i.e. first aid kit, mobile phone, coats, safety reins, pushchairs, rucksack, packed lunch etc. 
  • Staff contact numbers 
  • Method of transportation and travel arrangements (including the route)
  • Financial arrangements
  • Emergency procedures
  • The name of the designated first aider and the first aid provision
  • Links to the child’s learning and development needs.


Use of vehicles for outings

  • All staff members shall inform parents in advance of any visits or outings involving the transportation of children away from the club
  • The arrangements for transporting children will always be carefully planned and where necessary additional people will be recruited to ensure the safety of the children. This is particularly important where children with disabilities are concerned
  • All vehicles used in transporting children are properly licensed, inspected and maintained
  • Regular checks are made to the vehicle e.g. tyres, lights etc. and a logbook of maintenance, repairs and services is maintained
  • The vehicle is to be kept in proper working order, is fully insured for business use and is protected by comprehensive breakdown cover.
  • Drivers of vehicles are adequately insured
  • All vehicles used are fitted to the supplier’s instructions with sufficient numbers of safety restraints appropriate to the age/weight of the children carried in the vehicle. Any mini buses/coaches are fitted with 3-point seat belts
  • When we use a mini bus, we check that the driver is over 21 years of age and holds a Passenger Carrying Vehicle (PCV) driving licence. This entitles the driver to transport up to 16 passengers
  • When children are being transported, we maintain ratios. 


When planning a trip or outing using vehicles, records of vehicles and drivers including licenses, MOT certificates and business use insurance are checked. If a vehicle is used for outings the following procedures will be followed:

  • Ensure seat belts, child seats and booster seats are used
  • Ensure the maximum seating is not exceeded
  • All children will be accompanied by a registered member of staff
  • No child will be left in a vehicle unattended
  • Extra care will be taken when getting into or out of a vehicle
  • The vehicle will be equipped with a fire extinguisher and emergency kit containing warning triangle, torch, blankets, wheel changing equipment etc. 

Lost children

In the event of a child being lost, the Lost Child Procedure will be followed. Any incidents or accidents will be recorded in writing and Ofsted will be contacted and informed of any incidents.

There may be opportunities for parents to assist on outings. The manager will speak to parents prior to the visit regarding health and safety and code of conduct.  

In the event of an emergency (including a terrorist attack) 

In the event of an emergency whilst out on a visit, we encourage staff to find a safe haven and remain there until the danger passes. Each outing will have a detailed risk assessment, which covers all these risks and is planned ahead. 

This could cover other issues such as extreme weather, emergency (such as an ill or injured child) etc. 

Also think about how to contact parents to let them know everything is ok. 

Further information can be found at:



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020


November 2021



No Smoking Policy


EYFS: 3.56


At Fun Fest Holiday Club, we are committed to promoting children’s health and well-being. This is of the upmost importance for Fun Fest Holiday Club. Smoking has proved to be a health risk and therefore in accordance with legislation, Fun Fest operates a strict no smoking policy within its buildings and grounds. It is illegal to smoke in enclosed places.

All persons must abstain from smoking while on the premises. This applies to staff, students, parents, carers, contractors and any other visitors to the premises. 

Staff accompanying children outside the club, are not permitted to smoke. We also request that parents accompanying children on outings refrain from smoking while caring for the children. 

Staff must not smoke while wearing the Fun Fest uniform as it is essential that staff are positive role models to children and promote a healthy lifestyle. If staff choose to smoke during breaks they are asked to change into their own clothing and smoke away from the main entrance. 

We respect that smoking is a personal choice, although as an organisation we support healthy lifestyles. We aim to help staff and parents to stop smoking by:

  • Providing factsheets and leaflets
  • Providing information of local help groups 
  • Providing details of the NHS quit smoking helpline -
  • Offering information regarding products that are available to help stop smoking
  • Offering in-house support.

 This policy also applies to electronic cigarettes. 


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020


November 2021




Critical Incident


At Fun Fest Holiday Club, we understand we need to plan for all eventualities to ensure the health, safety and welfare of all the children we care for. With this in mind we have a critical incident policy in place to ensure our club is able to operate effectively in the case of a critical incident. These include:

  • Flood
  • Fire
  • Burglary
  • Abduction or threatened abduction of a child
  • Bomb threat/terrorism attack 
  • Any other incident that may affect the care of the children in the club.

If any of these incidents impact on the ability of the club to operate, we will contact parents via *phone/*email/*text message at the earliest opportunity, e.g. before the start of the day.


There is always a danger of flooding from adverse weather conditions or through the water/central heating systems. We cannot anticipate adverse weather; however, we can ensure that we take care of all our water and heating systems through regular maintenance and checks to reduce the option of flooding in this way. Our central heating systems are checked and serviced annually by a registered gas engineer and they conform to all appropriate guidelines and legislation.

If flooding occurs during the day, the manager will make a decision based on the severity and location of this flooding, and it may be deemed necessary to follow the fire evacuation procedure. In this instance children will be kept safe and parents will be notified in the same way as the fire procedure.

Should the premises be assessed as unsafe through flooding, fire or any other incident we will follow our operational plan and provide *care in another location/*parents with alternative arrangements in sister nurseries/*options for childcare facilities in the local area. 


Please refer to the fire safety policy. 


The management will follow a lock up procedure which ensures all doors and windows are closed and locked before vacating the premises. Alarm systems are used and in operation during all hours the club is closed.  

The manager will always check the premises as they arrive in the morning. Should they discover that the club has been broken into they will follow the procedure below:

  • Dial 999 with as many details as possible, i.e. name and location, details of what you have found and emphasise this is a children’s holiday club and children will be arriving soon
  • Contain the area to ensure no-one enters until the police arrive. The staff will direct parents and children to a separate area as they arrive. If all areas have been disturbed staff will follow police advice, including following the relocation procedure under flood wherever necessary to ensure the safety of the children
  • The manager on duty will help the police with enquiries, e.g. by identifying items missing, areas of entry etc.
  • A manager will be available at all times during this time to speak to parents, reassure children and direct enquires
  • Management will assess the situation following a theft and ensure parents are kept up to date with developments relating to the operation of the club.


Abduction or threatened abduction of a child

We have secure safety procedures in place to ensure children are safe while in our care, including safety from abduction. Staff must be vigilant at all times and report any persons lingering on club property immediately. All doors and gates to the club are locked and cannot be accessed unless staff members allow individuals in. Parents are reminded on a regular basis not to allow anyone into the building whether they are known to them or not. Visitors and general security are covered in more detail in the supervision of visitor’s policy.

Children will only be released into the care of a designated adult; see the arrivals and departures policy for more details. Parents are requested to inform the club of any potential custody battles or family concerns as soon as they arise so the club is able to support the child. The club will not take sides in relation to any custody battle and will remain neutral for the child. If an absent parent arrives to collect their child, the club will not restrict access unless a court order is in place. Parents are requested to issue the club with a copy of these documents should they be in place. We will consult our solicitors with regards to any concerns over custody and relay any information back to the parties involved. 

If a member of staff witnesses an actual or potential abduction from the club we have the following procedures which are followed immediately:

  • The police must be called immediately
  • The staff member will notify management immediately and the manager will take control
  • The parent(s) will be contacted
  • All other children will be kept safe and secure and calmed down where necessary
  • The police will be given as many details as possible including details of the child, description of the abductor, car registration number if used, time and direction of travel if seen and any family situations that may impact on this abduction. 

Bomb threat/terrorism attack

If a bomb threat is received, the person taking the call will record all details given over the phone as soon as possible and raise the alarm as soon as the phone call has ended. The management will follow the fire evacuation procedure to ensure the safety of all on the premises and will provide as much detail to the emergency services as possible. 

Other incidents

All incidents will be managed by the manager on duty and all staff will co-operate with any emergency services on the scene. Any other incident that requires evacuation will follow the fire plan. Other incidents e.g. no water supply will be dealt with on an individual basis taking into account the effect on the safety, health and welfare of the children and staff in the club.

If there is an incident outside of the building and it is safer to stay inside the building will put into place the lockdown procedure. Emergency advice would be taken.

National outbreaks of infection/Health Pandemics

In the event of a national outbreak of a health pandemic, we will follow Government health advice and guidance, legal advice and advice from our insurance provider. 

The setting will remain open as long as we have sufficient staff to care for the children. Depending on the nature of the pandemic we will follow all advice and implement measures to ensure that risks to vulnerable children and staff are minimised. This may include excluding infected children/staff/parents or family members from the setting for a set period of time, to prevent the spread of infection. This decision will be done in consultation with parents, staff, legal advice and our insurance provider. Each case will be reviewed on an individual basis.


The club manager will notify Ofsted in the event of a critical incident.


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020

E K Price

November 2021




Adverse Weather


EYFS: 3.58


At Fun Fest Holiday Club, we have an adverse weather policy in place to ensure our club is prepared for all weather conditions that might affect the running of Fun Fest such as floods, snow and heat waves. 

If any of these incidents impact on the ability of the club to open or operate, we will contact parents via phone/email/text message.

We will not take children outdoors where we judge that weather conditions make it unsafe to do so.


In the case of a flood we will follow our critical incident procedure to enable all children and staff to be safe and continuity of care to be planned for. 

Snow or other severe weather

If high snowfall, or another severe weather condition such as dense fog, is threatened during the day then the manager will take the decision as to whether to close the club. This decision will take into account the safety of the children, their parents and the staff team. In the event of a planned closure during the day, we will contact all parents to arrange for collection of their child. 

In the event of staff shortages due to snow or other severe weather we will contact all available off duty staff and/or agency staff and group the children differently until they are able to arrive. If we are unable to maintain statutory ratio requirements after all avenues are explored we will contact Ofsted to inform them of this issue, recording all details in our incident file. If we feel the safety, health or welfare of the children is compromised then we will take the decision to close the club. 

Heat wave

Please refer to our sun care policy. 


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020


November 2021


Supervision of Children


EYFS: 3.28


At Fun Fest Holiday Club, we aim to protect and support the welfare of the children in our care at all times. The manager is responsible for all staff, students and relief staff receiving information on health and safety policies and procedures in the club in order to supervise the children in their care suitably. 


We ensure that children are supervised adequately at all times, whether children are in or out of the building through:

  • Making sure that every child is always within the sight and/or hearing of a suitably vetted member of staff. Monitoring staff deployment across the setting regularly to ensure children’s needs are met 
  • Ensuring children are fully supervised at all times when using water play/paddling pools as we are aware that children can drown in only a few centimetres of water
  • Taking special care when children are using large apparatus e.g. a climbing frame, and when walking up or down steps/stairs, including having one member of staff supervising large outdoor play equipment at all times
  • Staff will support children to identify, minimise and manage risks in their play
  • Making sure staff recognise and are aware of any dangers relating to bushes, shrubs and plants when on visits/outdoors 
  • Supervising children at all times when eating 
  • Supervising children carefully when using scissors or tools, including using knives in cooking activities where this is required
  • Increasing staff: child ratios during outings to ensure supervision and safety (please refer to Outings policy)
  • Strictly following any safety guidelines given by other organisations or companies relating to the hire of equipment or services e.g. hire of a bouncy castle and a member of staff MUST supervise the children at all times.


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020


November 2021


Supervision of Visitors 

EYFS: 3.62

At Fun Fest Holiday Club, we aim to protect the children in our care at all times. This includes making sure any visitors to the club are properly identified and supervised.

All visitors must sign the visitors’ book on arrival and departure. Where applicable, visitors’ identity should be checked, e.g. Ofsted inspectors or colleagues attending in a professional capacity such as speech and language therapists. Visitors are informed of any relevant policies including the fire evacuation procedure and mobile phone, camera and other recording devices policy including use of smartwatches where applicable.   

All visitors are given and should wear a visitor’s badge to identify themselves to staff and parents within Fun Fest Holiday Club. A member of staff must accompany visitors in the club at all times while in the building; at no time should a visitor be left alone with a child unless under specific circumstances arranged previously with the manager. 


  • Staff must check the identity of any visitors they do not recognise before allowing them into the main room of the club. Visitors to Fun Fest Holiday Club must be recorded in the Visitors’ Book and accompanied by a member of staff at all times while in the building
  • All external doors must be kept locked at all times and external gates closed. All internal doors and gates must be kept closed to ensure children are not able to wander
  • Parents, visitors and students are reminded not to hold doors open or allow entry to any person, whether they know this person or not. Staff within the club should be the only people allowing external visitors and parents entry to the club
  • Fun Fest Holiday Club, will under no circumstances tolerate any form of harassment from third parties, including visitors, towards others, including children, staff members and parents. The police may be called in these circumstances. 


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November 2020

Emma Price

November 2021



Data Protection and Confidentiality

EYFS: 3.69, 3.70


At Fun Fest Holiday Club, we recognise that we hold sensitive/confidential information about children and their families and the staff we employ. This information is used to meet children’s needs, for registers, invoices and emergency contacts. We store all records in a locked cabinet or on the office computer with files that are password protected in line with data protection principles.  Any information shared with the staff team is done on a ‘need to know’ basis and treated in confidence.  This policy will work alongside the Privacy Notice to ensure compliance under General Data Protection Regulation (Regulation (EU) 2016/679 (GDPR) and Data Protection Act 2018.


Legal requirements

  • We follow the legal requirements set out in the Statutory Framework for the Early Years Foundation Stage (EYFS) 2017 and accompanying regulations about the information we must hold about registered children and their families and the staff working at the club. 
  • We follow the requirements of the of the General Data Protection Regulation (Regulation (EU) 2016/679 (GDPR), Data Protection Act 2018 and the Freedom of Information Act 2000 with regard to the storage of data and access to it. 



It is our intention to respect the privacy of children and their families and we do so by:

  • Storing confidential records in a locked filing cabinet or on the office computer with files that are password protected
  • Ensuring staff, student and volunteer inductions include an awareness of the importance of confidentiality and that information about the child and family is not shared outside of the club other than with relevant professionals who need to know that information. It is not shared with friends and family, discussions on the bus or at the local bar. If staff breach any confidentiality provisions, this may result in disciplinary action and, in serious cases, dismissal. Students on placement in the club are advised of our confidentiality policy and required to respect it
  • Ensuring that all staff, volunteers and students are aware that this information is confidential and only for use within the club and to support the child’s best interests with parental permission
  • Ensuring that parents have access to files and records of their own children but not to those of any other child, other than where relevant professionals such as the police or local authority children’s social care team decide this is not in the child’s best interest
  • Ensuring all staff are aware that this information is confidential and only for use within the setting. If any of this information is requested for whatever reason, the parent’s permission will always be sought other than in the circumstances above
  • Ensuring staff do not discuss personal information given by parents with other members of staff, except where it affects planning for the child's needs
  • Ensuring staff, students and volunteers are aware of and follow our social networking policy in relation to confidentiality 
  • Ensuring issues concerning the employment of staff remain confidential to the people directly involved with making personnel decisions
  • Ensuring any concerns/evidence relating to a child's personal safety are kept in a secure, confidential file and are shared with as few people as possible on a ‘need-to-know’ basis. If, however, a child is considered at risk, our safeguarding/child protection policy will override confidentiality. 

All the undertakings above are subject to the paramount commitment of the club, which is to the safety and well-being of the child.

General Data Protection Regulation (Regulation (EU) 2016/679 (GDPR) compliance 

In order to meet our requirements under GDPR we will also undertake the following:

  1. We will ensure our terms & conditions, privacy and consent notices are easily accessed/made available in accurate and easy to understand language 
  2. We will use your data only to monitor the progress and development of your child and plan their next steps. We also use your data to ensure we have accurate and up to date emergency contact details, medical details and consents for the protection and well-being of your child. We hold your email addresses and personal addresses so that we can send you invoices and statements for your club fees. We will only contact you in the interest of your child, or regarding payment of your fees.. We will not share or use your data for other purposes.
  3. Everyone in our club understands that people have the right to access their records or have their records amended or deleted (subject to other laws and regulations).

Staff and volunteer information

  • All information and records relating to staff will be kept confidentially in a locked cabinet
  • Individual staff may request to see their own personal file at any time

Hints and tips

For more information on data protection and to register your club visit

Our Data Protection certificate is kept on the parents notice board and in the onsite office


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

January 2020

E Price

January 2021


Safe Recruitment of Staff



EYFS: 3.9 – 3.20, 3.29 


At Fun Fest Holiday Club, we are vigilant in our recruitment procedures aiming to ensure all people working with children are suitable to do so. We follow this procedure each and every time we recruit a new member to join our team. 


Legal requirements 

  • We abide by all legal requirements relating to safe recruitment set out in the Statutory Framework for the Early Years Foundation Stage (EYFS) and accompanying regulations 
  • We also follow any requirements or guidance given by the Disclosure and Barring Service (DBS) in relation to carrying out checks; and abide by the employer’s responsibilities relating to informing the DBS of any changes to the suitability of their staff, whether this member of staff has left the club or is still under investigation. Please refer to the child protection/safeguarding policy for further information.  



  • We use reputable newspapers, websites and the local job centre to advertise for any vacancies 
  • We ensure that all recruitment literature includes details of our equal opportunities policy and our safe recruitment procedures; including an enhanced DBS check and at least two independent references for every new employee. We also include the requirement for an additional criminal records check (or checks if more than one country) for anyone who has lived or worked abroad. 


Interview stage

  • We shortlist all suitable candidates against a pre-set specification and ensure all applicants receive correspondence regardless of whether they are successful in reaching the interview stage or not
  • All shortlisted candidates will receive a job description, a person specification, an equal opportunity monitoring form and a request for identification prior to the interview
  • The manager will decide the most appropriate people for the interview panel. There will be at least two people involved are both are involved in the overall decision making
  • At the start of each interview all candidates’ identities will be checked using, for example, their passport and/or photocard driving licence. All candidates will be required to prove they are eligible to work in the UK. The interview will also cover any gaps in the candidate’s employment history
  • All candidates reaching the interview stage are questioned using the same set criteria and questions. These cover specific areas of childcare, including safeguarding the children in their care, planning suitable activities to enhance the child’s development and their understanding of the legal frameworks applied to childcare and used in the club. The questions will be value based and will ensure the candidate has the same values as the club with regards to the safety and welfare of the children in their care
  • Candidates will be given a score for their answers including a score for their individual experience and qualifications 
  • Every shortlisted candidate will be asked to take part in a supervised practical exercise which will involve spending time in a particular age group in the club interacting with the children, staff and where appropriate parents 
  • The manager and deputy will then select the most suitable person for this position based on these scores and their knowledge and understanding of the early years framework as well as the needs of the club
  • Every candidate will receive communication from the club stating whether they have been successful or not. Unsuccessful candidates are offered feedback. 


Starting work

  • The successful candidate will be offered the position subject to at least two references from previous employment or, in the case of a newly qualified student, their tutor and a personal or professional reference. These references will be taken up BEFORE employment commences. This may be verbal initially and then followed up with a written reference which will form part of their personnel file where applicable. 
  • The successful candidate will be asked to provide proof of their qualifications, where applicable. All qualifications will be checked and copies taken for their personnel files
  • Prior to employment but after the job has been offered a health check questionnaire will be given to the employee and its results will be taken into account in making an overall decision about suitability. The club reserves the right to take any further advice necessary in relation to a person’s physical and mental fitness to carry out their role. Please see the absence management policy for more details about how the club manages health problems including access to medical records
  • All new starters, other than those who have registered for the continuous updating service (see below), will be subject to an enhanced Disclosure and Barring Service (DBS) check. This will be initiated before the member of staff commences work in the club and they will not have unsupervised access to any child or their records before this check comes back clear. Further to this, the new starter will not be allowed to take photographs of any child or toilet of any child without an up-to-date enhanced DBS check (whether supervised or not)
  • An additional criminals records check (or checks if more than one country) should also be made for anyone who has lived or worked abroad
    • seriousness of the offence or other information
    • accuracy of the person’s self-disclosure on the application form
    • nature of the appointment including levels of supervision
    • age of the individual at the time of the offence or other information
    • the length of time that has elapsed since the offence or other information
    • relevance of the offence or information to working or being in regular contact with children  
  • The club will record and retain details about the individual including staff qualifications, identity checks carried out and the vetting process completed. This will include the disclosure and barring service reference number, the date the disclosure was obtained and details of who obtained it. The club will not retain copies of the disclosure itself once the  employment decision is taken
  • There may be occasions when a DBS check is not clear but the individual is still suitable to work with children. This will be treated on an individual case basis and at the manager’s/owner’s discretion taking into account the following: 
  • If the individual has registered on the DBS system since 17 July 2013 managers may use the update service with the candidate’s permission instead of carrying out an enhanced DBS check
  • New starters are required to sign (either application form, contract or separate form) to state that they have no criminal convictions, court orders or any other reasons that disqualify them from working with children or unsuitable to do so
  • All new members of staff will undergo an intensive induction period during which time they will read and discuss the club’s policies and procedures and be assigned a ‘mentor/ buddy’ who will introduce them to the way in which the club operates
  • During their induction period all new staff will receive training on how to safeguard children in their care and follow the Safeguarding Children/Child Protection policy and procedure, emergency evacuation procedures, equality policy and health and safety issues 
  • The new member of staff will have regular meetings with the manager and their mentor during their induction period to discuss their progress. 


Ongoing support and checks

  • All staff are responsible for notifying the manager in person if any there are any changes to their circumstances that may affect their suitability to work with children (staff suitability status will also be checked through an annual ‘staff suitability questionnaire’). This includes any incidents occurring outside the club or involving people they live in a household with. Staff will face disciplinary action should they fail to notify the manager immediately
  • All members of staff will update a health questionnaire on an annual basis to ensure management have a good knowledge of any changes that may require support or additional resources to aid them to carry out their day-to-day duties. This will also be discussed at staff supervisions/review meetings. Management may require this more regularly where health circumstances change. There are more details about how the club deals with any health problems in the absence management policy.
  • The manager*/owner* will review any significant changes to an individual’s circumstances that may suggest they are no longer suitable to work with children and take appropriate action to ensure any unsuitable or potentially unsuitable employee does not have unsupervised contact with children until the matter is resolved.  Please see the Disciplinary Policy for further details
  • Every member of staff will have two meetings a year with the manager: a formal appraisal and a more informal review. This will provide an opportunity for the manager and member of staff to discuss training needs for the following six months as well as evaluate and discuss their performance in the previous six months
  • The manager and deputy will be responsible for any support the staff team may have between these reviews. This includes mentor support, one-to-one training sessions, ongoing supervision, work-based observations and constructive feedback
  • The club will provide appropriate opportunities for all staff to undertake professional development and training to help improve the quality of experiences provided for children.



This policy was adopted on

Signed on behalf of  Fun Fest Holiday Club

Date for review

January 2020

Emma Price

January 2021


Accidents and First Aid 


EYFS: 3.25, 3.50, 3.51


At Fun Fest Holiday Club we aim to protect children at all times. We recognise that accidents or incidents may sometimes occur. We follow this policy and procedure to ensure all parties are supported and cared for when accidents or incidents happen; and that the circumstances of the accident or incident are reviewed with a view to minimising any future risks. 



Location of accident files: Club Office


  • The person responsible for reporting accidents, incidents or near misses is the member of staff who saw the incident or was first to find the child where there are no witnesses. They must record it on an Accident Form and report it to the Club manager. Other staff who have witnessed the accident may also countersign the form and, in more serious cases, provide a statement. This should be done as soon as the accident is dealt with, whilst the details are still clearly remembered. Parents must be shown the Accident Report, informed of any first aid treatment given and asked to sign it on the same day, or as soon as reasonably practicable after.
  • The manager reviews the accident forms quarterly for patterns, e.g. one child having a repeated number of accidents, a particular area in the Club or a particular time of the day when most accidents happen. Any patterns will be investigated by the Club manager and all necessary steps to reduce risks are put in place
  • The manager will report serious accidents to the registered person for investigation for further action to be taken (i.e. a full risk assessment or report under Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR))
  • The Accident File will be kept for at least 21 years and three months
  • Where medical attention is required, a senior member of staff will notify the parent(s) as soon as possible whilst caring for the child appropriately 
  • Where medical treatment is required the Club manager will follow the insurance company procedures, which may involve informing them in writing of the accident
  • The manager/registered provider will report any accidents of a serious nature to Ofsted and the local authority children’s social care team (as the local child protection agency), where necessary. Where relevant such accidents will also be reported to the local authority environmental health department or the Health and Safety Executive and their advice followed.





0300 1234666

Local  authority children’s social care team

0121 788 4300

Local authority environmental health department

0121 704 8000

Health and Safety Executive 

0845 300 9923

RIDDOR report form



Head injuries

If a child has a head injury in the setting then we will follow the following procedure: 

  • Calm the child 
  • Assess the child’s condition to ascertain if a hospital or ambulance is required. We will follow our procedure for this if this is required (see below)
  • If the skin is not broken we will administer a cold compress for short periods of time, repeated until the parent arrives to collect their child 
  • If the skin is broken then we will follow our first aid training and stem the bleeding
  • Call the parent and make them aware of the injury
  • Complete the accident form
  • Keep the child in a calm and quiet area whilst awaiting collection 
  • We will follow the advice on the NHS website as per all head injuries
  • For major head injuries we will follow our first aid training.


Transporting children to hospital procedure

The manager/staff member must:

  • Call for an ambulance immediately if the injury is severe. DO NOT attempt to transport the sick child in your own vehicle
  • Whilst waiting for the ambulance, contact the parent(s) and arrange to meet them at the hospital
  • Arrange for the most appropriate member of staff to accompany the child taking with them any relevant information such as registration forms, relevant medication sheets/medication
  • Redeploy staff if necessary, to ensure there is adequate staff deployment to care for the remaining children. This may mean temporarily grouping the children together
  • Inform a member of the Head Office team immediately
  • Remain calm at all times. Children who witness an incident may well be affected by it and may need lots of reassurance. Staff may also require additional support following the accident.



First aid

The first aid boxes are located in: Club Office / First Aid Room / By the Managers station


These are accessible at all times with appropriate content for use with children. 


The appointed person responsible for first aid checks the contents of the boxes regularly and replaces items that have been used or are out of date. 


The staff first aid box is kept in the  Club office. This is kept out of reach of the children.


First aid boxes should only contain items permitted by the Health and Safety (First Aid) Regulations Act 1981, such as sterile dressings, bandages and eye pads. No other medical items, such as paracetamol should be kept in them. 


The appointed person(s) responsible for first aid is Club Director / Manager


Most of the staff are trained in paediatric first aid and this training is updated every three years.


All first aid trained have this highlighted on their name badges.   When children are taken on an outing away from our Club, we will always ensure they are accompanied by at least one member of staff who is trained in first aid. A first aid box is taken on all outings, along with any medication that needs to be administered in an emergency, including inhalers etc.


Food Safety and play  

Children are supervised during meal times.  The use of food as a play material is discouraged. However, as we understand that learning experiences are provided through exploring different malleable materials the following may be used. These are risk assessed and presented differently to the way it would be presented for eating e.g. in trays,

  • Playdough
  • Cornflour
  • Dried pasta, rice and pulses.


Food items may also be incorporated into the role play area to enrich the learning experiences for children, e.g. fruits and vegetables. Children will be fully supervised during these activities.

Food that could cause a choking hazard, including raw jelly, will not be used.



Personal protective equipment (PPE)

The Club provides staff with PPE according to the need of the task or activity. Staff must wear PPE to protect themselves and the children during tasks that involve contact with bodily fluids. PPE is also provided for domestic tasks. Staff are consulted when choosing PPE to ensure all allergies and individual needs are supported and this is evaluated on an ongoing basis. 


Dealing with blood

We may not be aware that any child attending the Club has a condition that may be transmitted via blood.  Any staff member dealing with blood must:

  • Always take precautions when cleaning wounds as some conditions such as hepatitis or the HIV virus can be transmitted via blood.
  • Wear disposable gloves and wipe up any blood spillage with disposable cloths, neat sterilising fluid or freshly diluted bleach (one part diluted with 10 parts water). Such solutions must be carefully disposed of immediately after use.


Needle punctures and sharps injury

We recognise that injuries from needles, broken glass and so on may result in blood-borne infections and that staff must take great care in the collection and disposal of this type of material. For the safety and well-being of the employees, any staff member dealing with needles, broken glass etc. must treat them as contaminated waste. If a needle is found the local authority must be contacted to deal with its disposal. 


At Fun Fest Holiday Club, we treat our responsibilities and obligations in respect of health and safety as a priority and we provide ongoing training to all members of staff which reflects best practice and is in line with current health and safety legislation.


This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

November  2020

E. Price

November  2021




Allergies and Allergic Reactions 


EYFS: 3.47, 3.45


At Fun Fest Holiday Club, we are aware that children may have or develop an allergy resulting in an allergic reaction. Our aims are to ensure allergic reactions are minimised or, where possible, prevented and that staff are fully aware of how to support a child who may be having an allergic reaction. 


Our procedures

  • Our staff are made aware of the signs and symptoms of a possible allergic reaction in case of an unknown or first reaction in a child. These may include a rash or hives, nausea, stomach pain, diarrhoea, itchy skin, runny eyes, shortness of breath, chest pain, swelling of the mouth or tongue, swelling to the airways to the lungs, wheezing and anaphylaxis
  • We ask parents to share all information about allergic reactions and allergies on child’s registration form and to inform staff of any allergies discovered after registration
  • We share all information with all staff and keep an allergy register online.
  • Where a child has a known allergy, the manager will carry out a full Allergy Risk Assessment Procedure with the parent prior to the child starting the Club and shares this assessment with all staff
  • During cooking activities, all food prepared for a child with a specific allergy is prepared in an area where there is no chance of contamination and served on equipment that has not been in contact with this specific food type, e.g. nuts
  • The manager and parents will work together to ensure a child with specific food allergies receives no food at Fun Fest that may harm them. 
  • Seating will be monitored for children with allergies. Where deemed appropriate staff will sit with children who have allergies and where age/stage appropriate staff will discuss food allergies and the potential risks 
  • If a child has an allergic reaction to food, a bee or wasp sting, plant etc. a first-aid trained member of staff will act quickly and administer the appropriate treatment, where necessary. We will inform parents and record the information in the incident book and on the allergy register
  • If an allergic reaction requires specialist treatment, e.g. an EpiPen, then at least two members of staff working directly with the child and the manager will receive specific medical training to be able to administer the treatment to each individual child. 


Food Information Regulations 2014

From 13 December 2014, we will incorporate additional procedures in line with the Food Information Regulations 2014 (FIR).


Transporting children to hospital procedures

The Club manager/staff member must:

  • Call for an ambulance immediately if the allergic reaction is severe. DO NOT attempt to transport the sick child in your own vehicle
  • Whilst waiting for the ambulance, contact the parent(s) and arrange to meet them at the hospital
  • Arrange for the most appropriate member of staff to accompany the child taking with them any relevant information such as registration forms, relevant medication sheets, medication and the child’s comforter. 
  • Redeploy staff if necessary to ensure there is adequate staff deployment to care for the remaining children. This may mean temporarily grouping the children together
  • Inform a member of the Head Office team immediately
  • Remain calm at all times. Children who witness an incident may well be affected by it and may need lots of cuddles and reassurance. Staff may also require additional support following the accident.



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

January 2020

Emma Price

January 2021




Sun Care 


At Fun Fest Holiday Club we are committed to ensuring that all children are fully protected from the dangers of too much sun/UV rays. Severe sunburn in childhood can lead to the development of malignant melanoma (the most dangerous type of skin cancer) in later life. 

We follow guidance from the weather and UV level reports and use the following procedures to keep children safe and healthy in the sun:

  • Key persons will work with the parents of their key children to decide and agree on suitable precautions to protect children from burning, including those with more sensitive skin types and those that may be more tolerant to the sunshine, e.g. black and/or Asian colouring 
  • Children must have a clearly labelled sun hat which will be worn at all times whilst outside in sunny weather. This hat will preferably be of legionnaires design (i.e. with an extended back and side to shield children’s neck and ears from the sun) to provide additional protection
  • Children must have their own labelled high factor sun cream with prior written consent for staff to apply. This enables children to have sun cream suitable for their own individual needs. Staff must be aware of the expiry date and discard sunscreen after this date
  • Parents are requested to supply light-weight cotton clothing for their children suitable for the sun, with long sleeves and long legs 
  • Children’s safety and welfare in hot weather is the Clubs’ prime objective so staff will work closely with parents to ensure all appropriate cream and clothing is provided
  • Staff will make day-to-day decisions about the length of time spent outside depending on the strength of the sun; children will not be allowed in the direct sunlight between 11.00am – 3.00pm on hot days
  • Children will always have sun cream applied before going outside in the hot weather and at frequent intervals during the day
  • Children are encouraged to drink cooled water more frequently throughout sunny or warm days and this will be accessible both indoors and out 
  • Children are made aware of the need for sun hats, sun cream and the need to drink more fluids during their time in the sun 
  • Shade will be provided to ensure children are able to still go out in hot weather, cool down or escape the sun should they wish or need to.


Vitamin D

Sunlight is important for the body to receive vitamin D. We need vitamin D to help the body absorb calcium and phosphate from our diet. These minerals are important for healthy bones, teeth and muscles.

 Our body creates vitamin D from direct sunlight on our skin when we are outdoors. Most people can make enough vitamin D from being out in the sun daily for short periods with their hands or other body parts uncovered. Sun cream will stop the ultraviolet B (UVB) rays from reaching your skin, so part of your body should be uncovered and not have sun cream on. At Fun Fest Holiday Club we find the right balance to protecting children from sunburn as well as allowing the skin to access the sun for the vitamin D benefits, e.g. hands will be left without sun cream but children will be fully monitored to ensure no hands are burnt. 

The benefits will be discussed with parents and their wishes will be followed with regard to the amount of sun cream applied. 



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

January 2020


January 2021



Late Collection and Non-Collection 



EYFS: 3.73


At Fun Fest Holiday Club, we expect all parents to agree an approximate time to collect their child from the club. We give parents information about the procedures to follow if they expect to be late. These include: 

  • Agreeing a safety password with the club in advance to be used by anyone collecting a child who is not the parent (designated adult)
  • Calling the club as soon as possible to advise of their situation
  • Asking a designated adult to collect their child wherever possible
  • Informing the club of this person’s identity so the manager can talk to the child if appropriate. This will help to reduce or eliminate any distress caused by this situation
  • If the designated person is not known to the staff, the parent must provide a detailed description of this person, including their date of birth where known. This designated person must know the individual child’s safety password in order for the club to release the child into their care. This is the responsibility of the parent.


If a child has not been collected from the club after a reasonable amount of time i.e. 6.30pm to allow for lateness, we initiate the following procedure:

  • The manager will be informed that a child has not been collected
  • The manager will check for any information regarding changes to normal routines, parents’ work patterns or general information. If there is no information recorded, the manager will try to contact the parents on the telephone numbers provided for their mobile, home or work. If this fails, the manager will try the emergency contacts shown on the child’s records
  • The manager/staff member in charge and one other member of staff must stay behind with the child (if outside normal operating hours). During normal operating times, the club will plan to meet required staff ratios. If the parents have still not collected the child, the manager will telephone all contact numbers available every 10 minutes until contact is made. These calls will be logged on a full incident record
  • In the event of no contact being made after one hour has lapsed, the person in charge will ring the local authority children’s social services emergency duty team 
  • The club will inform Ofsted as soon as convenient
  • The two members of staff will remain in the building until suitable arrangements have been made for the collection of the child
  • The child’s welfare and needs will be met at all times and to minimise distress staff will distract, comfort and reassure the child during the process
  • In order to provide this additional care a late fee of £5 will be charged to parents. This will pay for any additional operational costs that caring for a child outside their normal club hours may incur. 


Contact numbers:


Contact No: Out of Hours team: 

Multi Agency Safeguarding Hub

0121 605 6060


0300 123 4666



This policy was adopted on

Signed on behalf of Fun Fest Holiday Club

Date for review

March 2020

Emma Price

March 2021