Terms and Conditions for EMW Camps 2023
1. Booking
- a) Booking for the EMW Summer Camps 2023 will open at 10am on Wednesday 8th February 2023, and must be made online through the EMW Website.
- b) Bookings will be taken by purchasing tickets for the camp(s) – you will not be required to enter the details of the child(ren) at this point. You may purchase multiple tickets per transaction (up to 5 boys and/or 5 girls per camp).
- c) Spaces will be allocated on a first come first serve basis. If a camp is full, you may contact the office to be placed on a waiting list (email office@emw.org.uk with the camp you require and the details of the child).
- d) A non-refundable deposit of £30 per ticket will be taken with your initial booking and will enable you to complete the booking process (as detailed below).
- e) A confirmation email will be sent within 15 working days of your booking (if there is a problem, we will notify you as soon as possible).
2. Confirming the Child’s place on Camp
- a) You will receive a confirmation email for each child you book onto a camp, containing a link to a medical form (including personal details, medical information, any specific needs we need to be aware of). This form must be completed by the parent or guardian of the child. You/They will also be given the opportunity at this stage to apply for any bursaries, discounts, to book the camp bus and to choose how the remaining balance will be paid. We ask that this form be completed within 14 days of its receipt, or you may forfeit your camp ticket and lose the deposit.
- b) Within 15 working days of our receipt of this form, you will be sent an email confirming the remaining amount to be paid for the camp(s) and payment instructions. The balance must be paid in full by 27th May 2023 and can be made by credit/debit card, cheque, online, or by monthly instalments (if relevant information is received by 31st March).
- c) A letter from the Camp Leader will be sent 28 days before your selected camp(s) containing final arrangements for the event.
3. Camp Bus
- a) The camp bus payment is non-refundable.
- b) If the camp bus is cancelled due to low numbers, you will be informed by 31 May 2023 and the bus fee will be refunded in full.
4. Discounts and Bursaries
- a) Sibling discounts – Each sibling is entitled to one £20 sibling discount. They are only eligible for one discount, even if attending multiple camps.
- b) The Aunt Bessie fund is available for those who are receiving Universal Credit (or equivalent). You may apply for a bursary (£80 for outdoor/church based and £125 for indoor) by sending photocopied proof of eligibility to the EMW (office@emw.org.uk, or EMW Camps, 31 Holyhead Road, Bangor, LL57 2EU). Bursaries from the Aunt Bessie Fund are limited and subject to availability.
5. Amendments and Cancellations
- a) To amend your booking please contact the EMW office immediately. An admin charge of £10 per ticket may be payable. Please note that places are non-transferable.
- b) Cancellations: please contact us immediately if you wish to cancel your booking. A full refund (less the deposit) will be given for cancellations given 28 days before the start of the relevant camp. Cancellations made between 8-27 days before the start of camp will receive a 50% refund (less deposit). We will not be able to refund tickets within 7 days of the start of the camp.
- c) Full fees (less deposit) will be refunded for certified illness on receipt of proof. Please inform the EMW Office immediately, and send proof to: office@emw.org.uk, or EMW Camps, 31 Holyhead Road, Bangor LL57 2EU.
6. Code of Conduct
In order that EMW Camps work safely for everyone’s benefit there are rules and standards of behaviour that all campers are expected to abide by throughout the duration of camp:
- Participation: It is expected that everyone will be involved in the daily programme of activities which includes a daily camp service and group Bible studies.
- Safety: For your own safety and that of others, you will be required to follow the instructions of the group leaders during all the activities of the week.
- Damage and theft: Wilful damage to the Centre’s property or anyone else’s belongings, or any act of theft, will not be tolerated. Any camper who wilfully damages property or another’s belongings will pay for its repair/replacement.
- Accommodation: Under no circumstances may you enter the room of a member of the opposite sex. You are not permitted to enter the room of another guest unless invited to do so.
- Swimwear: Some camps may use a waterslide or include swimming as an activity. We request that girls wear a one-piece swimsuit, and boys wear shorts (not speedos or similar). Shorts and t-shirt would also be suitable for boys or girls.
- Personal conduct: Acceptable standards of behaviour will be required. Behaviour that is not acceptable will be dealt with firmly.
- Smoking, Vaping and Alcohol: No alcohol is to be consumed whilst on camp. No smoking or vaping is allowed in any part of the Centres, their grounds, on camp buses or during organised group activities. Any smoking or vaping equipment must be handed in at the start of camp. Parents may contact the camp leader directly to discuss exceptional circumstances.
- Audio equipment: In the interests of safety, good communication and the avoidance of nuisance, the use of any personal audio equipment (mp3 players, iPads, computer games, excessive use of mobile phones etc) will not be permitted.
- Cars: We ask that older campers (if arriving in their own cars) do not use their cars during the camp as travel will be provided.
All campers must sign the declaration on their medical form showing their willingness to abide by the code of conduct. Any deliberate and/or consistent refusal to abide by the code of conduct may lead to expulsion from camp without any refund of fees.
7. Campers with Additional Learning Needs (ALN) which includes those with disabilities
We make every effort on EMW camps to accommodate campers who have various needs and abilities. It is therefore very important that the medical and personal information form is completed accurately and truthfully by parents so that we can ensure that the camp is safe and has adequate resources. If a camper arrives on camp with significantly different needs to what was claimed on the form, we reserve the right on the basis of safety to contact the parent to take the child home (with no refund). If in doubt, please phone the office as soon as possible to discuss any needs or questions.
8. Food allergens etc.
We take issues relating to food allergens and cross contamination seriously. Due to our food preparation environment, there is a risk that traces of some allergens may unintentionally be included in all the food we serve. We understand the dangers to those with severe allergies. Please speak to our office staff, camp leader or camps cook about food allergens or concerns.
9. Insurance
Camps are covered by the EMW’s public liability insurance. It is recommended that all campers take out personal holiday insurance.
10. Data Protection
Your privacy is taken seriously. Your personal information is only used to administer your account and provide the products/services you have requested. We will never pass your information to third parties.
