• Food and Allergies
    We are a completely nut-free and sesame-free camp. Please check all snacks carefully, especially bars, hummus, and tahini. Snack bars are the most common culprit. This policy is taken very seriously to ensure the safety of all children.

    Lunch and Snacks
    Children must bring a packed lunch, extra snacks, and a refillable water bottle. Water is available all day. Lunch and snack breaks are fully supervised.

  • For the safety and well-being of all attendees, especially those with allergies, the camp strictly adheres to a nut-free policy. We request that all packed lunches and snacks avoid nut-based products

  • An emergency contact number for each child is required upon registration

  • With parental permission, we capture moments from the camp in photos and videos to share daily updates through our channels. This practice keeps parents involved and celebrates the children's achievements while respecting privacy and preferences

  • Please inform us of any medical conditions or allergies during booking

  • Comfortable, weather-appropriate clothing, and an extra set of clothes if rain or muddy conditions are expected

  • The doors will open at 3.45 pm and remain open until 4.10 pm. If children are collected after this time, they will need to attend our late club, and we will have to apply the late pick-up charge. We appreciate that traffic can sometimes cause delays, so please plan accordingly to ensure timely collection.

  • At Evergreen, when you make a booking you are making a commitment to attend camp. As a small business, we carefully plan our days around the number of children attending and pride ourselves on providing high-quality staff and excellent ratios. Knowing exactly who is coming helps us deliver the safe, engaging experience your child deserves.

    In the past, last-minute cancellations have meant that other families missed out on places, which is the last thing we want. For this reason, our cancellation policy is as follows:

    • How to cancel

      If you need to cancel a booking, please email us at info@evergreenkids.co.uk. Your cancellation is only confirmed once you receive an email reply from us.

    • Refunds

      Your place will immediately be released back onto our website for another family to book. A refund will only be issued if your place is repurchased, and all refunds are subject to a £5 admin charge to cover transaction fees and admin time.

    • Early drop-off and late pick-up

      Bookings for early drop-off and late pick-up are non-refundable, as these are extremely difficult to resell. If you are unsure whether you’ll need this service, we recommend booking your core day first and adding early/late sessions closer to the time, as we can usually accommodate these.

    We truly appreciate your understanding. This policy helps us run Evergreen smoothly and fairly, ensuring as many children as possible can enjoy their time at camp.

  • Click here to read our full Safeguarding Policy.

    Evergreen Safeguarding and Welfare Policies

    Policy Date: 01 March 2025 Next Review Date: 01 March 2026

    Safeguarding Policy Evergreen is fully committed to safeguarding and promoting the welfare of all children. Staff, volunteers, and visitors are expected to share this commitment. We provide a safe, supportive environment where children feel secure, and adults feel confident reporting any concerns about their own safety or the welfare of others. All staff members undergo Enhanced DBS checks, reference checks, and identity verification before employment.

    Designated Safeguarding Leads

    • Designated Safeguarding Lead (DSL): Bradley Clay

    Policy Accessibility: Policies are accessible to parents, staff, and visitors via the Evergreen website or in printed form upon request.

    Allegations Against Staff Any allegation against staff or volunteers must immediately be reported to the DSL. The DSL will liaise promptly with the Local Authority Designated Officer (LADO).

    Whistleblowing Policy Evergreen encourages staff and volunteers to report any safeguarding or operational concerns internally to the DSL or externally to the NSPCC whistleblowing helpline at 0800 028 0285 without fear of repercussions.

    Fire Evacuation Policy Upon hearing the fire alarm, the following procedures must be followed:

    • From Performing Arts Room: exit via ground floor doors directly into the playground

    • Elm Classroom: exit via door into the playground. If blocked use internal door that leads into Mulberry building.

    • Assembly Point: At the far end of the main playground (rear).

    • Registers will be taken immediately at the assembly point to account for all children and staff.

    • Emergency services will be contacted by a staff member once safely evacuated.

    Missing Child Policy If a child goes missing:

    1. Conduct immediate search, prioritising high-risk areas.

    2. Remaining staff supervise other children.

    3. If the child isn't found within 10 minutes, contact emergency services, parents, and Ofsted.

    4. Document and review the incident comprehensively.



    Uncollected Child Policy Procedures if a child is uncollected:

    1. Check registration records.

    2. Attempt to contact parents/carers and authorised contacts.

    3. If contact fails within one hour, notify local authority Children’s Social Care.

    4. Two vetted staff remain with the child until collected.

    5. Document the incident; charges for extra staff hours may apply.

    Intimate Care Policy Involves toileting, dressing, washing, and feeding:

    • Promote independence.

    • Clearly explain procedures.

    • Maintain dignity and privacy.

    • Report safeguarding concerns to DSL immediately.

    • Notify parents/carers via text and record incidents.

    Administering Medication Policy Prescription medication administered only when:

    • Delivered by parent/carer with signed form.

    • Clearly labelled medication.

    • Chronic medication detailed on booking form. Non-prescription medication administered with prior written approval from DSL.

    Accident Procedures

    • Document all accidents.

    • Notify parents/carers immediately for serious incidents.

    • Maintain updated emergency contacts.

    • Report serious incidents to Ofsted and authorities.

    Suncare Policy

    • Parents apply SPF sun cream before arrival.

    • Hats, protective clothing, shaded play areas encouraged.

    • Staff assist with reapplication if consent provided.

    • Clearly communicate allergies/sensitivities.

    Behaviour Management and Anti-Bullying Policy Positive behaviour is promoted; bullying/discrimination is not tolerated. Incidents addressed promptly and documented.

    Special Educational Needs and Disabilities (SEND) Evergreen ensures inclusion by adapting activities and closely working with parents/carers.

    Photography and Social Media Policy Photographs/videos only used with explicit parental consent. Personal details are not shared publicly; consent can be withdrawn anytime.

    Confidentiality and Data Protection (GDPR) Safeguarding and personal records handled in line with GDPR. Confidentiality maintained unless safety requires disclosure.


    Visitors Policy Visitors must sign in/out with school, display ID, and remain accompanied by school staff.

    Staff-to-Child Ratios Evergreen strictly adheres to Ofsted-recommended staff-to-child ratios.

    Health and Safety Checks Premises and equipment inspected regularly for hazards. 

    Complaints Procedure Complaints addressed promptly by camp leaders or DSL. Complaints procedure available on request.