Active Communities terms and conditions – young people
Important information for parents and carers to read, in advance of attending our opportunities.
Registration, start and finish arrangements
- Registration/start time: 15 minutes prior to the start of the opportunity.
- Holiday opportunity start: as detailed on the promotional posters and booking platform.
- Holiday opportunity finish: as detailed on the promotion posters and booking platform.
Signing in/out arrangements including drop off and collection
Registration will start 15 minutes prior to the start of each opportunity, please report to the main reception/sign in station at each venue, this will be clearly visible or signposted to by a staff member. All children must be signed in and out of their holiday activity opportunity and collected by those listed at the point of booking, unless our camp staff are informed otherwise on the day.
Each holiday opportunity will finish promptly as detailed in the promotion poster and booking platform. This will also be found within your confirmation of booking email. Please be on time to collect your child as our delivery teams will have other commitments to attend that day.
In the event of parents or guardians being late, we ask you to notify the relevant holiday opportunity manager as listed below.
Inclusive Sports Fun sessions 2026
Support staff/carers/parents or guardians must be in attendance on site for the duration of all Inclusive Sports Fun sessions.
Notice of absence
If a child is not able to attend a booked holiday activity, parents/carers must telephone each opportunity manager to let us know and to allow us to update our records.
- Duns Activity Camp – Rebekah Herbert: 07870569707
- Eyemouth Activity Camp – Nadia Elbekhti: 07920207043
- Earlston Activity Camp – Gemma Ross: 07887471129
- Galashiels Activity Camp - Ewan Lindores: 07887471127
- Jedburgh Activity Camp – Alan Reid: 07815545711
- Hawick Activity Camp – Lauren Grant: 07881249332
- Kelso Activity Camp – Chris Fraser: 07900738620
- Peebles Activity Camp – Linda Rome: 07887471132
- Selkirk Activity Camp- Karen Cornwall: 07887471126
- Star Track Athletics – Neil Renton: 07887471122
- Cycle Speedway – Chris Bryant: 07824139612
- Easter Inclusive Fun – Greig Shortreed: 07880138722
Cancellation
Holiday activities are none refundable or transferable. However, we will try to accommodate transferring your booking if a space is available within another timetabled session.
In the unfortunate event where we need to cancel an opportunity, we will endeavour to contact all attendees no later than 96 hours (four days) prior to the opportunity starting. We reserve the right to cancel a holiday activity opportunity due to circumstances outwith our control including but not limited to low sign up, staff illness, venue difficulties, extreme weather and/or health and safety concerns.
In the event that we have to cancel an opportunity:
- parents and carers will be notified and contacted accordingly
- a full refund will be provided
- refunds will be processed within 5-10 working days
- where possible, alternative dates or camp options will be offered.
We are not liable for any additional costs incurred by families (e.g. travel, childcare, time off work) due to cancellation.
Medical information and emergencies
Parents and carers must provide accurate and complete medical information including allergies at the point of booking.
Parents and carers must provide accurate additional information with regards to any additional support needs at the point of booking.
In the event of illness or injury, the activity opportunity staff will:
- provide first aid
- contact the relevant parent/carer or emergency contact as provided
- seek emergency medical treatment if required.
We also ask that parents and carers agree to our staff seeking emergency medical treatment if they cannot be contacted.
We wouldn’t normally contact you to let you know about minor injuries, but if you would prefer to be contacted to be advised of any injury and to speak to your child, we will ask you let us know on arrival at each opportunity.
Health and safety including first aid provision
Our holiday activity opportunities operate in accordance with Scottish Borders Council’s health and safety regulations.
Risk assessments are conducted for each of the opportunities on offer.
Our attendees must always follow staff instructions to ensure our opportunities are both fun and safe.
There will be a qualified first aider on site at each opportunity.
Personal belongings
Personal items such as, but not limited to, mobile phones and tablets should not be brought along to our holiday activities. Scottish Borders Council is not responsible for the loss or damage to any such device or other personal belongings.
Food and water
If your child is attending a full day holiday activity, please provide your young person with a packed lunch and snacks to bring on the day. We ask you do not provide your child with any nut-based food as we may have children attending with allergies. Please bring plenty of water and/or a refillable bottle.
If your child is attending a half day holiday activity or less, please provide your young person with a snack, plenty of water and/or a refillable bottle.
Clothing and weather
As your child will be taking part in a variety of different activities, it is important for their comfort and safety that they are dressed appropriately. Our opportunities include both indoor and outdoor activity and so please pack a waterproof rain jacket. A spare change of clothes would be advisable but not essential.
In the event of sun exposure, we ask all parents to apply sun cream before camp commences. Also provide extra sun cream to allow your child to re-apply during the day. Staff will assist but children must be able to apply themselves. We advise all parents to provide children with sun hats and long lightweight clothing.
Should your child not be dressed appropriately they may be unable to take part in certain activities. For example, if they are wearing sandals, crocs or flip flops, they will not be permitted to take part in the activity.
If you are unsure on what your child should wear, please get in touch with your respective camp manager as detailed above.
Equipment
All equipment will be provided for the activities on offer.
Toileting
All children who attend our holiday activities must be toilet trained. Children will be taken to the toilet but must be able to go independently, with no nappy changing available.
Behavioural expectations
To keep our holiday activities enjoyable for all, children are expected to be polite, courteous, and co-operative to staff and other children at all times in line with our behaviour policy. Please ensure you have read our behaviour policy and expectations prior to booking.
Photography and videography
As detailed and agreed at the point of booking this opportunity.
Data protection
Please take the time to read our privacy policy with regards to how your data and information will be used. Should you wish to withdraw your consent with regards to photography and videography at any point, please contact your relevant camp manager in the first instance.