Contract for Parents/Carers for Wild in the Woods

By booking and ticking the Box on the Playscheme Submission Form, you have agreed to enter into a contract between Wild Elements and yourself for the provision of a place for your child/children at Wild in the Woods. The contract you have entered into once ticking the box on the Playscheme Submission form is provided herein.


1.    Arrival and Collection

Children can be dropped off at the Wild in the Woods Club site as early as 8:55am at the car drop off point near the top of the site. If you wish to see one of our leaders, please make yourself known to a leader that is present.

Wild in the Woods Club sessions will aim to start 9.00am and finish at 5.00pm each day. We expect to see your child/children during these times. However, if you are making alternative arrangements, please inform a team member and we will do our best to accommodate your family needs.

Please note: If someone else is collecting your child/children, it is important to inform us of any alternative arrangements. Please also make sure that your child/children also know who is picking them up. If a child does not know the person sent to collect them, or if a person they were not expecting/do not know is sent to collect them, we will, in the first instance, confirm with the child’s emergency contact. If we cannot contact the emergency contact, we will seek confirmation from elsewhere before allowing the child to leave our care. To protect your child/children, we will not release a child if we cannot confirm the arrangements.


2.    Sickness

The activities presented at Wild in the Woods Club are physical. Please ensure your child is healthy enough to attend the session. If they have had vomiting and/or diarrhoea in the past 48 hours please keep them home from the session. We do not offer refunds in the case of illness but may offer you another session; this will be a case by case basis. If your child falls ill during the session, we will contact the person listed as the child’s emergency contact on the medical form and expect that arrangements will be made to collect your child.


3.    Administration of Medication

At Wild Elements, leaders hold a current Forest School First Aid certification which includes outdoor paediatric first aid. Please ensure that you have checked your child’s medical record to ensure it is up to date and inform us of any health issues, medication, illness etc.

Please note: All medication must be self-administering as Wild Elements Leaders can only assist the child taking the medication.

Please have all medications (eg epi-pens, inhalers etc.) in a waterproof container with your child’s name clearly marked on it.

Please note: The first dose of any new medication must be given at home in case of a reaction / allergy.

Please also communicate any behavioural, educational needs or communication specifics your child has. Any information you pass on will be held in strict confidence in line with Data Protection, we simply wish to ensure we know as much as possible about your child so we can adopt the right approaches to ensure they get the best experience we can give them! The more we know about the way your child/children work, the better the session for all.

Please apply any sun protection cream and insect repellent before the session starts.

In compliance with our Health and Safety and Accident policy, all incidents and accidents will be recorded and paperwork shown to parents at the end of the day to sign.


4.    Dietary needs

Your children are required to bring their own food to Wild in the Woods Club. Please be aware that many children have allergies, so pack your child’s lunch accordingly.

Wild in the Woods is a physical experience so your child/children will need premium fuel to help them enjoy the whole day. We recommend that you give them healthy food, avoiding processed food and food laden with colourings, flavours, preservatives and other additives.

Please also ensure your child/children bring adequate drinks for a full day session, and a full water bottle and/or a flask of tea during cold weather. We request you avoid fizzy drinks or sugar laden ‘juice drinks’. This is for your child’s welfare as well as that of the leaders. Some children react quite strongly to additives and sugar, making their behaviour much more difficult to manage.

It is important that food is brought a sealed container. It is also important to remember that we will be out in the woods all day. Although bags will be under cover, we cannot control temperatures. Please do not give your child food items that will go off and potentially cause illness to your child.

During the session we may cook on the open fire to add an extra element of outdoor skills and fun to the Playscheme. Therefore, it is important to inform Wild Elements of any dietary or allergies needs or conditions on the booking form.


5.      Emergency Procedures

In the event of an emergency your child’s safety is paramount to Wild Elements. We will get them to a safe place. We will then contact you on your emergency contact to make arrangements.

If a medical emergency involving your child occurs during a Wild in the Woods Club session, we will pass on the information that you have provided us with to aid health professionals with any treatment that may be required. It is, therefore, your own responsibility to inform us about any long-term condition/s, allergies, illnesses, and/or any other medical conditions or causes for concern which may affect the health or medical treatment of your child.


6.      Policy on Behaviour Management and Sanctions

Wild Elements realise that due to the nature of our work we may come across vulnerable individuals, some of whom may exhibit behaviour that is challenging towards others and may be difficult to deal with. Recognising this, we have a policy on Challenging Behaviour [Link to document]. If working with people who are challenging we will seek to understand the behaviour and its causes, and work with the person in a structured way to help lessen the behaviour and its impact.

We follow a range of techniques to approach and diffuse any challenging behaviour:

  • De-escalation of the situation – talking through the situation with the service user
  • Use of cool-off periods – from activity, group or individual support sessions
  • Increased support and joint working
  • Early identification of potential challenging behaviour through need and risk assessment
  • For playscheme participants attending regularly, we aim to identify, respond and diffuse the triggers causing challenging behaviour
  • Agreeing team and individual strategies to manage and mitigate challenging behaviours
  • Seeking additional/specialist support through working in partnership with other agencies to ensure a participant’s needs are met appropriately
  • The Wild Elemetns team should identify situations where challenging behaviour can present a greater risk to staff and participants; for example lone working, interviews, duty work; and develop situational risk assessments to reduce or manage these risks
  • Managers and staff should review the needs of any participants for whom sanctions are frequently necessary
  • This review should involve the participant where possible, as well as others involved in supporting or providing services to the individual to ensure an informed decision is made about the service user’s future or continued use of the service
  • As a last resort, if a participant presents a high level of risk or danger to him or herself or others, he or she may have to be suspended or excluded from the service. A decision to exclude a participant should be supported by good information
  • Behaviour that is a criminal offence will be reported to the police and Wild Elements will pursue legal action, such as, pressing charges or injunctions where this is necessary in order to manage behaviour and ensure the safety of staff and other participants. Where appropriate Wild Elements will support participants who have been the victim of an offence committed by another service user to pursue legal action

In the first instance we will aim to resolve the situation with a discussion between the affected parties.


7.    Clothing

Please help us by making sure that your child is suitably dressed for each session. Please take into account the weather conditions and the nature of the activity. The following dress code is mandatory:

  • Sturdy boots or wellies
  • Warm socks
  • Long warm comfortable trousers (not jeans)
  • Long sleeved top
  • Waterproof jacket
  • Waterproof over trousers (or a spare pair of trousers)
  • Hat, gloves and scarf on cold days
  • Sun cream/hat on hot days

A small rucksack with few comfort items will help too. It could include: light water bottle, an extra layer of clothing is useful in case the weather changes or there is a chill wind.

Rain will not cause a cancellation unless accompanied by wind.

Please use old clothes and let your child known that at forest school THEY CAN GET DIRTY and, most of all, that you don’t mind them getting dirty!


8.      General Routine of the Day at Wild in the Woods

We recognise that the session is loosely based around the flow of the day and the activities with change depending on many variables – such as weather, the children’s interest and engagement, and responses of the children as to what they choose to do – it is, after all, self-led (and supervised). The below is a rough guide to the order of the day:

9:30 – 10:00 Welcome, warm up, health and safety
10:00 – 11:00 Activities
11:00 – 11:30 Snack
11:30 – 12:30 Activities / Free play
12:30 – 13:00 Lunch
13:00 – 14:30 Activities / Free play (opportunity for one to one activities with tools)
14:30 – 15:00 Snack
15:00 – 16:30 Activities / Free play (opportunity for one to one activities with tools)
16:30 – 17:00 Pack up site and close the session

You are welcome to request a copy of the day plan and a risk assessment. Please contact us and we will send you them, preferably via email to reduce paper usage.


9.      Financial Matters

Current Pricing Structure for Wild in the Woods

Early bird Payment (take off 7 day before the playscheme)

1 Day £20 (£21 via Paypal (3.60% +20p)

3 Days £40 (£42 via Paypal (3.60% +20p)

Normal Payment

1 Day £22.50 (£24.50 via Paypal (3.60% +20p)

3 Days £45 (£49 via Paypal (3.60% +20p)


10.    Pre-visits to the site

Some children may be unsure of what to expect at the Wild in the Woods Club. We would invite you to the Wild in the Woods site to see the area and give you a chance to meet one of our leaders to talk about the session or any information you need.


11.    Equal Opportunity Policy

We aim to provide the best service to all the children that participate in our Wild in the Woods Programme. We maintain our equal opportunities and with cater for provision for as wide range of people as possible in all our services, though we must realise our organisational limitations. Our holiday clubs are no exception. We adapt the site as far as we are practically able to meet the needs of children with a disability. The team and the Wild in the Woods site are set up work with children with a degree of independence. Due to the nature of the site terrain and site facilities, it unlikely we would be able to accommodate a wheel chair or children that need assistance to use the facilities during the playscheme.

We can work with other organisations to hold alternative programmes which get children (and adults) with disabilites outdoors. We would like to work with other organisations that can provide the level of care required for people with disabilities, allowing Wild Elements to facilitate and whilst the group provides the specialism.

Please refer to full version of the Equal Opportunities [Link].


12. Special Needs Policy

The scheme will have regard to the current Code of Practice on the Identification, Assessment and Education of Children with Special Educational Needs. Wild Elements will aim to provide a welcome to the playscheme for children with special needs.

Children with special needs, like all other children, should be admitted after full consultation between parents/carers, playscheme staff, responsible person/s and any other relevant agency workers involved.  However, because of the short-term duration and general nature of the Wild in the Woods playscheme, the discussion with parents/carers will have to consider staffing arrangements and the physical environment of the scheme setting in meeting the needs of individual children with special needs who wish to attend.

Full cooperation will be given to all agencies, i.e. therapists, social workers, health visitors, medical staff, psychologists, portage workers etc., in order to meet the specific needs of each child, as appropriate.

Please, seek further advice if you feel your child requires additional support during the playscheme. Contact Tom directly on 07792 014166 or tom@wildelements.org.uk.

For a full version on the Wild Elements special need policy click [link].


13.    Complaints

It is hoped that all staff will maintain a high degree of professionalism and that the service we provide will be delivered to a high standard. It is also hoped parties will communicate with us to make a lasting positive experience for all involved.

However, if you feel we are not performing to a high standard, in the first instance please speak to a team member to see if the situation can be resolved.

If the matter remains unresolved, please get contact Tom Cockbill:  Tom directly on 07792 014166 or tom@wildelements.org.uk. Alternatively, please call 07799 566533.  If you would like to speak to another Director please inform us of your wish and send an email to info@wildelements.org.uk

We aim to respond to your complaint within 3 working days. If not you will be informed of the alternative time-frame that may be required to deal with your complaints.

By checking the box on the booking form I have read and agree following contract, when booking my child on the Playscheme.

We understand it is your legal right to contact CSSIW to make a complaint. However, we ask you to please inform us first, as we may be able to resolve the issue locally.

If you are still unhappy with the team or outcome and if you wish to proceed with your complaint, please contact CCSIW as Wild in the Woods is a registered activity.

Alternatively, you can complain to the local Authorities.

Thank you.