V.I.M Camps Ltd  

Admissions and Fees Policy

V.I.M Camps Ltd is registered with Ofsted; our registration number is EY2743866. We provide care for up to 60 children between the ages of 5 and 11, primarily serving the children of Castlewood Primary and St Mary’s Primary Schools.  

Places are offered on a first-come first-served basis. When all places have been filled, a waiting list will be established, with the following order of priority: 

  • Siblings of children already attending the club. 
  • Those requiring the greatest number of sessions/hours per week. 
  • Children attending Castlewood and St Mary’s Schools. 
  • Children living in the area attending other school. 
  • Sibling of children who live in the area attending other schools.  


When an enquiry regarding places is made, parents or carers will be given all the relevant Club information, including:  

  • Information regarding availability of places  
  • Details of the Admissions and Fees policy  
  • Registration form, medical form, parent contract, booking form, privacy notice, photo permission form  
  • Behaviour Management policy  
  • Complaints policy  
  • Club Handbook  

If a place is available, the parents and child will be invited to visit the club for an induction. The child will be able to attend the Club as soon as the completed forms are received.  

If no places are available, the parent will be informed and the child’s name added to the waiting list. As soon as suitable places become available parents will be informed.  

Booking procedure  

Parents must complete the necessary on line paperwork though our booking system called Magic Booking, ie contract, registration, medical, privacy notice, booking and photo permission forms, before their children can attend the club.  

  • Permanent place 

Once booked, if a child does not attend for any reason, you will still be charged for this place. If you wish to cancel the place altogether, one month’s notice in writing is required.  

  • Temporary booking 

We will accept temporary or occasional bookings as long as there are places available. If a temporary place has been booked and is no longer required, the club must be given 48 hours notice. If notice is not given, the place will still be charged for.  

Fee structure  

Fees are charged: 

Castlewood BC – £6.50, ASC- £12 (3.15pm to 5pm) & £15.50 (3.15 to 6pm) 

St Mary’s – BC – £6.50, ASC – £13 (3pm to 5pm) & £16.50 (3pm to 6pm) 

Holiday club – £30 – 9am to 3pm & £40 – 8am to 6pm  

The Club recognises that childcare can be costly, so we encourage eligible parents or carers to claim the childcare element of Universal Credit. We are also registered to the Tax-Free Childcare scheme.  

  • Fees are payable [weekly/monthly/termly] in advance  
  • Fees can be paid by electronic transfer, childcare vouchers or direct debit  
  • There is a charge for late collection, which will be added to the next invoice  
  • Fees are charged for booked sessions whether the child attends or not  
  • We offer a 10% discount for siblings when booked in advance. Discount does not apply for late bookings.  

Payment of fees  

Fees are reviewed annually. The Club will consider requests for variation to payment terms on an individual basis. Anyone making these requests should contact the manager at the earliest opportunity. Any queries regarding fees should be directed to the manager.  

If fees are not paid, the Club will write to the parent or carer, requesting payment. If the parents or carers are having difficulty making the payment on time we recommend that they arrange a meeting with the manager as soon as possible.  

Where there is no explanation for repeated late payment, the manager will contact the parents or carers to discuss payment options. The manager may issue a formal warning to the parent or carer informing them that continued late payment will result in their child’s place at the Club being withdrawn 

If the fees remain unpaid after all the above options have been explored, the Club may have to cancel the child’s place 

Refunds and Cancellation  

For details of our refunds and cancellation policy please read our [terms and conditions or contract with parents] for more information on ensuring compliance with consumer law regarding refunds please see our OOSA Legal Pack 

This policy was adopted by V.I.M Camps Ltd        Date: 10/01/2024
To be reviewed: 10/01/2025                            Signed: Sarah Sims-Fielding  

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Information and Record Keeping [3.78}, Information for Parents and Carers [3.83]