T & C’s/Policies

We take our responsibilities for the care of each child at our camps very seriously.

This page is designed to provide all necessary and useful information for parents. Please ensure you read the all information on this page. Our terms and conditions and policies are below:

Terms and Conditions

  1. Payment and checking the terms and conditions box on the registration form constitute your acceptance of these terms and conditions.
  2. Following receipt of your booking form and payment, Rugby Speed Camps will send you an email to confirm your booking.
  3. Any child registered for a Rugby Speed Camp must be at least 8 years of age and 15 or under at the time of the Camp.
  4. Cancellation are subject to the following charges:
  • Up to 4 weeks before the camp – ¬£10 administration charge
  • 4 weeks or less the camp start date – no refund
  • If exceptional circumstances arise and it’s necessary to cancel a camp then you will be offered the choice of a transfer to an alternative camp or a full refund.
  • Neither Rugby Speed Camps nor any of its staff nor persons involved with the organisation of camps accepts liability for the personal injury or death of any participant unless caused by its negligence.



5. Neither Rugby Speed Camps nor any of its staff nor persons involved with the organisation of camps accepts liability for any losses or additional expenses incurred by any participant of their parents or guardians due to injury or sickness whilst at a Rugby Speed Camp, weather, strikes, war or any other cause beyond their control.



6. Rugby Speed Camps reserves the right to modify a programme due to adverse weather conditionsor other unforeseen circumstances.



7. Although Rugby Speed Camps will take every reasonable step to avoid injuries being suffered by participants, there is an inherent risk of injury in sports and activities on our programme. By checking the terms and conditions box on the camp registration form, you confirm that you are the parent or guardian of the child and have custody and control of him/her and you confirm that:



8. You have read and accept all of our terms and conditions.



9. You irrevocably consent to: your child’s participation in a Rugby Speed Camp, your child being:



Photographed/videoed whilst at the Rugby Speed Camp, and that such photographs/video can be used in future promotional material produced by Rugby Speed Camps, and data relating to your child collected by Rugby Speed Camp being used for the purposes of the Rugby Speed Camps and associated promotion.



10. You accept that there is an inherent risk of injury in all sports and activities in our programme.



11. You accept that we will only administer prescribed drugs, e.g. antibiotics or inhaler, to your child during the camp with your verbal and written consent at the start of the camp.



12. You consent that we may call upon emergency medical advice for your child if an incident requires it.



13. You consent to trained first aid personnel caring for your child in the event of an accident.





Our staff receive comprehensive training that include:

  • Supervision of children
  • Child protection
  • First aid
  • Fire procedures
  • Equipment safety

This is all covered in our risk management document, which each member of staff is taken through in

detail during the induction.




All staff must:

  • Undertake an interview.
  • Provide professional and personal references.
  • Be registered/cleared, carrying out an ENHANCED DISCLOSURE.
  • Hold the necessary qualifications for rugby or speed and agility.

No person applying for the position available will be treated less favourably than any other person on the

grounds of their race, colour, religion, language, culture, gender, appearance, disability, marital status,

class, personality or lifestyle.




Rugby Speed Camps prioritises the safety, security, well-being and enjoyment of each camper.

Rugby Speed Camp staff are all qualified Teachers and/or specialists in Rugby / Youth Speed and Agility and are carefully chosen for their positive and encouraging attitudes and experience of working with children of all ages and abilities.

All staff and coaches hold current CRB (Criminal Records Bureau) clearance and at least 1 member of staff will have an up to date First Aid qualification (usually the manager)

As part of Rugby Speed Camps’ commitment to quality provision, maximum group sizes are a ration of 1 coach to 20 campers.





Rugby Speed Camps hold comprehensive public liability insurance. A copy of our certificate can be found at every venue that we operate in.




Rugby Speed Camps operates a reference number security system. When booking your child you will be issued with a unique code number. You need to quote this number when collecting your child each day from camp. If someone else is collecting your child other than yourself you must pass this code onto them and inform our office or the Camp Manager on site. No children will be released without this reference number. Our security emergency action plans will be included within the risk assessment documents for each venue. Rugby Speed Camp staff are given guidance over our security procedures during their staff training at an induction.




At the end of the week lost property will be displayed at the parent/guardian pick up point. We cannot guarantee the return of all lost property and we do send this on to charity shops 2 weeks after a camp has finished. Rugby Speed Camps do not hold any responsibility for any money/property lost or stolen at the camp. Parents are advised to ensure children do not bring anything valuable to the camp as a precaution.




We do not provide packed lunches or snacks for children. You must send children with a packed lunch / snack if appropriate but please note that we do not always get access to refrigeration facilities, though all lunches will be stored in a cool dry place. Rugby Speed Camps will provide some (not all) drinks throughout the day.




Any incidents, e.g. administering first aid, that need to be documented shall be by the camp manager and parents will be made aware of the incident that occurred to their child. It is essential that parents sign all incident report forms so that they are immediately and fully aware of anything that may have occurred to their child that day. Our accident emergency plans will be within the risk assessment documents for each of our venues.

If a serious accident takes place during the camp you will be contacted as soon as possible. In this instance our staff will have had guidance over the RIDDOR regulations, which they may be reportable under.




Fire safety procedures are written and include guidance for staff on the safe evacuation of the buildings being used at the venue. This is linked directly to the venues existing procedures. Our fire emergency action plans are included within our risk assessment documents for each venue.

We will carry out a fire drill on the first morning of every week long camp (if appropriate) in line with existing procedures. This drill will be logged by the camp manager and kept on record. If necessary, staff are provided with training in their responsibilities in respect of fire safety at the venue.


We will provide appropriate activities for your child if the weather is too hot, cold or wet. Shelter will be available for breaks during the day.

We advise you to send children to our camps with plenty of sunscreen. Rugby Speed Camps members of staff cannot administer this but our staff will encourage children to put this on at regular intervals throughout the day. Children must provide their own drinks for the day.



Rugby Speed Camps is committed to maintaining high standards of health and hygiene throughout its camps. We will maintain the cleanliness of facilities and equipment, and give our staff guidance on maintaining a healthy environment and good hygiene practice.



Bullying is not tolerated on any Rugby Speed Camps camp. If a child feels that they are being bullied then they are encouraged to report this to their coach. Coaches will pass this information on to the Camp Manager immediately who should then discuss the matter with the child and with their coach.

A member of staff in any bullying incident will complete a behaviour report. It is worth bearing in mind that the bully may have problems of their own which are resulting in this behaviour and need to be dealt with sensitively and fairly. There may be reasons for their bullying but there are no excuses for such behaviour. If we are convinced that bullying has taken place then we will decide what action is appropriate. If the bullying is of a serious nature we will inform the relevant parent/guardian. In serious cases we may need to consider the removal of the bully from the camp.



Our staff are trained to treat all children fairly and recognise that each is an individual. We aim to provide a challenging, fun learning experience for each child. Our staff continuously encourages positive and good behaviour from every child at a camp through recognising and rewarding such behaviour.

Challenging/Inappropriate behaviour management procedure:

  1. Initially the coach will try to deal with the situation.
  2. If unsuccessful: Manager will try to deal with the situation, removing the child/children from the group having a witness present.
  3. If unsuccessful: Parent/Guardian will be involved. In some cases the parent/guardian will be asked to collect the child/children during camp time. We will endeavour to involve a parent/guardian at the end of the camp whenever possible.
  4. Suspending a child will only be considered after considerable consultation.
  5. A member of staff in a behaviour report will record any poor behaviour. Reports will be shared with parents when necessary.



Should you choose to make a complaint or you have any concerns about the camp, you should first contact the camp manager. Our camp manager will log any complaints or concerns anyone may have. Complaints against avenue or school must be directed through Rugby Speed Camps staff rather than direct to the venue. A record is always made on our database recording full details including any subsequent details, action taken and whether the complaint is complete. If necessary the complaint will be investigated and a written report will be returned to the complainant within 7 days.



At least two adults will remain with the child until collected. We will not allow the child to return home alone or with an unauthorised adult unless we have your permission. If after two hours no one arrives to collect the child and we have been unable to contact anyone by telephone, we will call the local social services department who will make arrangements for a social worker to collect the child.



Parents will be contacted in the event of serious injuries such as:

  • A broken or suspicion of broken bone.
  • If the child is unable to participate due to serious illness.
  • If a child is seriously unhappy about being on the camp.
  • Bang to head that may result in concussion.
  • Any situation resulting in a hospital visit (we will endeavour to contact you before any hospital visit).
  • Serious behaviour problem.



Every child attending an Rugby Speed Camps camp must be rid of any sickness/illness 48 hours prior to the camp commencing. Parents that would like to discuss their child’s case individually are more than welcome to contact us.



We will only administer prescribed medication to a child, e.g. inhaler or antibiotics. To do this we will need written and verbal consent from the parent, signing a medication form at the start of a camp can do this. The camp manager will document the administering of medication, as well as the dropping off and collection of the medication itself. Children will be asked to administer their own sunscreen at a Rugby Speed Camps camp.



Rugby Speed Camps Ltd fully recognises its responsibilities for child protection. Our policy applies to all Rugby Speed Camps staff members. Here are the main elements to our policy:

  1. Ensuring we practice safe recruitment in checking the suitability of staff to work with children.
  2. Raising the awareness of our staff of child protection issues at our Rugby Speed Camps induction days and equipping children with the skills needed to keep them safe.
  3. Developing and then implementing procedures for identifying and reporting cases, or suspected cases, of abuse.
  4. Establishing a safe environment in which children can learn and develop.
  5. We recognise that because of the day-to-day contact our staff has with children at our camps they are well placed to observe the outward signs of abuse. Rugby Speed Camps will therefore:
  • Establish and maintain an environment where children feel secure, are encouraged to talk, and are listened to.
  • Ensure children know that there are staff members whom they can approach if they are worried.


We will follow the procedures set out for schools by the Area Child Protection Committee or Local Safeguarding Children Board and take account of guidance issued by the Department for Education and Skills to:

  • Ensure we have a designated ¬†member of staff for child protection who has received appropriate training and support for this role. It will almost always be the camp manager.
  • Ensure every member of staff knows the name of the designated member of staff responsible for child protection and their role.
  • Ensure all staff understands their responsibilities in being alert to the signs of abuse andresponsibility for referring any concerns to the designated senior member of staff responsible for child protection.
  • Ensure that parents have an understanding of the responsibility placed on Rugby Speed Camps and its staff for child protection by making this policy available to parents at any time.
  • Develop effective links with relevant agencies and co-operate as required with their enquiries regarding child protection matters.
  • Keep written records of concerns about children, even where there is no need to refer the matter immediately.
  • Ensure all records are kept securely and in locked locations.
  • Develop and then follow procedures where an allegation is made against a member of staff.
  • Ensure safe recruitment practices are always followed.

We recognise that children who are abused or witness violence may find it difficult to develop asense of self worth. They may feel helplessness, humiliation and some sense of blame. Rugby Speed Camps camp may provide some stability and security in the lives of children at risk.


Their behaviour at a camp may be challenging and defiant or they may be withdrawn. Rugby Speed Camps will endeavour to support children through:

  • The content of our curriculums.
  • The company ethos, which promotes a positive, supportive and secure environment and gives children a sense of being valued.
  • The company behaviour policy, which is aimed at supporting vulnerable children. Rugby Speed Camps staff will ensure that children know that some behaviour is unacceptable but they are valued and not to be blamed for any abuse which has occurred.
  • Liaison with other agencies that support the children such as social services, Child and Adult Mental Health Service, education welfare service and educational psychology service.


The actual procedure that our staff will be trained in and follow at Rugby Speed Camps camps in order to ensure child protection will always be available to parents. They can read it on our website or ask for it in writing. Our camp manager at each venue will also have a copy of this procedure. The procedure is as follows –


  1. If a camp coach suspects that a child is suffering from any type of abuse they will immediately report their concerns to the camp manager. The camp manager will document these concerns and add any input he or she may have on the matter.


  1. The camp manager will talk to the parents at the end of the day regarding the concerns unless there is a suspicion of sexual abuse, in which case the matter will not be brought up with the parents.


  1. If there is a suspicion of sexual abuse then the social services and the police will be contacted immediately. The matter will then be passed over to these relevant authorities.


  1. If there is a suspicion of physical abuse then, as already mentioned, the matter will be brought upwith the parents. If, after that consultation, the camp manager is satisfied the matter needs to betaken no further then it will be left there, although the entire process will be kept on record at Rugby Speed Camps head office. If, however, the camp manager is not satisfied after that consultation then the social services and police will be contacted