TERMS & CONDITIONS PARENT PAID SESSIONS
Term Time Clubs (Schools)
Changes to Your Booking
- Changes to your booking can be made up to 14 days prior to the initial start date, as detailed in your booking.
- If you wish to make any changes less than 14 days prior to the initial start date, as detailed in your booking, Evolve Sports Coaching reserves the right to charge a £5 administration fee.
- Any requested changes are subject to availability and acceptance by Evolve Sports Coaching.
- If you wish to make any changes to your booking, you must do so via email or via the phone. No changes are final until confirmed in writing by Evolve Sports Coaching.
Cancellations
- If you wish to cancel a booking up to 28 days prior to the initial start date of your booking, Evolve Sports Coaching will refund all monies with a £5 administration fee deducted for direct refunds or a credit will be held for the full amount to be used for a future Evolve Sports Coaching booking. Please allow 10 working days for Evolve Sports Coaching to process refunds.
- If you cancel less than 28 days prior to the initial start date of your booking, you will not be entitled to a refund. Evolve Sports Coaching may (at its discretion) place a credit for use against future bookings.
- Evolve Sports Coaching reserves the right to cancel sessions in advance due to low registration numbers, forecast adverse weather conditions, venue issues, staff illness, or any other unforeseen circumstances. If this does occur, we will offer alternative arrangements which might include an alternative activity, date, or venue. Should these alternative arrangements not be appropriate, a full refund will be given.
Late Collection
- You must ensure that you collect your child(ren) promptly at their predetermined collection time.
- If you do not collect your child(ren) promptly, then Evolve Sports Coaching reserves the right to charge an additional £5 for every 10 minutes as a Late Collection Fee.
- The Late Collection Fee will be debited to your account and is payable immediately.
- Please note that if you do not pay the Late Collection Fee as required, then Evolve Sports Coaching reserves the right to cancel any future bookings.
- If a child remains uncollected and Evolve Sports Coaching is unable to contact a parent, carer, or emergency contact, Evolve Sports Coaching’s safeguarding and uncollected child procedures will be followed.
Subscription Classes
Football Development Centres
Somerset State Basketball
Evolution Netball
Subscription Payments and Session Allocation
1.1 Parents are required to pay for sessions by signing up to an Evolve Sports Coaching monthly subscription.
1.2 The monthly subscription fee is £33 per month.
1.3 Payments will be taken on the 1st of each calendar month.
1.4 The subscription model is designed to spread the cost of coaching evenly throughout the academic year, providing parents with a consistent monthly payment regardless of the number of sessions delivered in any particular month.
1.5 Evolve Sports Coaching programmes operate across approximately 40 coaching sessions per academic year, following the academic school term. The monthly subscription model allows families to spread this cost across the year.
1.6 If a participant joins partway through a month, a covering payment may be added to account for any sessions attended prior to the next monthly subscription payment date.
Missed Sessions
2.1 If a child misses a session due to illness, holidays, school commitments, injury sustained outside of an Evolve Sports Coaching activity, or any other personal circumstance, no refund or credit will be provided.
2.2 If a child sustains an injury whilst attending an Evolve Sports Coaching session and, as a direct result, is unable to participate for two or more consecutive weeks, Evolve Sports Coaching will consider a refund or account credit for the missed sessions.
2.3 Any refund or credit relating to an injury sustained during an Evolve Sports Coaching session will be at the discretion of Evolve Sports Coaching and may require supporting information where appropriate.
2.4 To maintain a participant’s place within a coaching programme during a period of absence, subscription payments must continue to be paid as normal unless otherwise agreed in writing by Evolve Sports Coaching.
2.5 Evolve Sports Coaching reserves the right to review exceptional circumstances on a case-by-case basis.
Subscription Classes 2.0
Football Development Centres
Somerset State Basketball
Evolution Netball
Annual Payment Schedule
3.1 Monthly subscription payments are as follows:
- September – £33
- October – £33
- November – £33
- December – £33
- January – £33
- February – £33
- March – £33
- April – £33
- May – £33
- June – £33
- July – £33
- August – No payment taken (subscriptions paused for the summer holidays)
Cancellation
4.1 Evolve Sports Coaching requires one full calendar month’s paid notice to cancel a subscription.
4.2 Cancellation requests must be submitted in writing via email to info@evolvesportscoaching.co.uk
4.3 Once notice has been received, the participant may continue attending sessions throughout their notice period.
4.4 Example: If a cancellation request is received on 10th March, the April payment will still be due and the participant may continue attending sessions until 30th April. The subscription will then end on 1st May, and no further payments will be taken.
4.5 If a cancellation request is received on 31st March before the April payment is collected, April will still form the notice month and payment will remain due. The subscription will then end on 30th April.
4.6 Any outstanding fees must be settled before a subscription can be cancelled.
4.7 Evolve Sports Coaching reserves the right to cancel a participant’s place where payments remain outstanding or where the Terms and Conditions have been breached.
TERMS & CONDITIONS Holiday Camps
1. Changes to Your Booking
1.1 Changes to your booking can be made at any point prior to the start of the activity, as detailed in your booking.
1.2 Any changes to your booking will incur a £5 administration fee unless Evolve Flexi Booking has been purchased as part of the original booking.
1.3 Any requested changes are subject to availability and acceptance by Evolve Sports Coaching.
1.4 If you have purchased Evolve Flexi Booking, changes to your booking may be requested up until 5:00pm on the day before the camp is due to take place without incurring the standard £5 administration fee.
1.5 If you wish to make any changes to your booking, please contact Evolve Sports Coaching via email. Please note that leaving a telephone message or voicemail does not constitute a confirmed amendment. Any changes will only be accepted and made once a representative of Evolve Sports Coaching has confirmed the amendment in writing.
2. Evolve Flexi Booking
2.1 Evolve Flexi Booking is an optional add-on that can be purchased at the time of booking.
2.2 By purchasing Evolve Flexi Booking, you may:
- Move your child’s booking to an alternative Evolve Sports Coaching camp date, subject to availability.
- Make changes to your booking without incurring the standard £5 administration fee.
- Request changes to your booking up until 5:00pm on the day before the camp is due to take place.
2.3 Evolve Flexi Booking is non-refundable and must be purchased at the time of booking.
2.4 Requests made after 5:00pm on the day before the camp is due to take place will not be covered by Evolve Flexi Booking.
2.5 All booking amendments remain subject to availability and acceptance by Evolve Sports Coaching.
TERMS & CONDITIONS Holiday Camps 2.0
3. Cancellations
3.1 If you wish to cancel a booking up to 7 days prior to the initial start date of your booking, Evolve Sports Coaching will refund all monies paid, with a £5 administration fee deducted for direct refunds. Alternatively, a credit can be held for the full amount to be used against a future Evolve Sports Coaching booking.
a) If you have purchased a full week of holiday camp provision and subsequently reduce the number of days attended, your booking charges may be recalculated based on the applicable day rate at the time of the amendment and any refund adjusted accordingly.
b) Please allow up to 10 working days for Evolve Sports Coaching to process refunds.
3.2 If a full cancellation is communicated within 7 days of the initial start date of the booking, a 50% refund of the booking value will be issued.
3.3 Evolve Sports Coaching reserves the right to cancel sessions in advance due to low registration numbers, adverse weather conditions, venue issues, staff illness, or any other unforeseen circumstances. Should this occur, we will offer alternative arrangements which may include an alternative activity, date, or venue. If these alternatives are not suitable, a full refund will be provided.
4. Childcare Voucher and Tax-Free Childcare Payments
4.1 Evolve Sports Coaching accepts payment via Tax-Free Childcare and approved childcare voucher schemes where applicable.
4.2 Parents are responsible for ensuring that childcare voucher or Tax-Free Childcare payments are processed and received by Evolve Sports Coaching prior to the start date of the activity.
4.3 Any outstanding balances remaining after childcare voucher or Tax-Free Childcare payments have been processed must be settled before attendance.
4.4 Evolve Sports Coaching reserves the right to refuse attendance where payment has not been received in full prior to the activity commencing.
5. Discounts
5.1 Sibling Discount
A 10% sibling discount will automatically be applied to each additional child booked onto the same camp booking.
5.2 Discount Codes and Early Bird Discounts
Where promotional discounts or Early Bird offers are available, the relevant discount code must be entered at the point of booking and successfully applied at checkout.
Discount codes cannot be applied retrospectively after a booking has been completed.
Only one promotional discount code may be used per booking unless otherwise stated by Evolve Sports Coaching.
Evolve Sports Coaching reserves the right to amend, withdraw, or refuse promotional discounts at any time.
6. Late Collection
6.1 You must ensure that you collect your child(ren) promptly at their predetermined collection time.
6.2 If you do not collect your child(ren) promptly, Evolve Sports Coaching reserves the right to charge an additional £5 for every 10 minutes as a Late Collection Fee.
6.3 The Late Collection Fee will be debited to your account and is payable immediately.
6.4 Please note that if you do not pay the Late Collection Fee as required, Evolve Sports Coaching reserves the right to cancel any future bookings.
6.5 If a child remains uncollected and Evolve Sports Coaching is unable to contact a parent, carer, or emergency contact, Evolve Sports Coaching’s safeguarding and uncollected child procedures will be followed.
TERMS & CONDITIONS Wraparound Clubs
To help ensure our Wraparound Club runs safely, efficiently and provides the best possible experience for all children, parents and carers, please read the following terms and conditions before making a booking.
1. Bookings
- All bookings must be made by 9:00am on the day of the session.
- We cannot guarantee availability for bookings made after this time.
- Bookings are subject to availability.
2. Payments
- Payment for all booked sessions must be made before the session begins.
- Children may not be able to attend if payment has not been received.
3. Cancellation Policy
- Bookings cancelled with more than 24 hours’ notice will receive a refund to your account.
- Cancellations made within 24 hours of the booked session, or non-attendance without notice, are refunded at 50%, as staffing and resources will already have been allocated.
4. Late Collection
- Children must be collected promptly at the end of their booked session.
- A £5 late collection fee will be charged for every 10 minutes (or part thereof) after the end of the booked session to cover additional staffing costs.
5. Collection Procedure
- Children must be collected from the side gate next to the school hall (Signposted).
- If a member of the Evolve Sports Coaching team has not already seen you arrive, please ring the doorbell once, and a member of staff will bring your child to you.
- Children will only be released to authorised adults listed on their booking unless alternative arrangements have been agreed in advance.
6. Food & Drinks
- Evolve Sports Coaching does not provide snacks during Wraparound Club.
- Parents and carers are responsible for providing a suitable nut-free snack and a clearly labelled drinks bottle for their child.
7. Personal Belongings
- Mobile phones, tablets and other electronic devices must not be brought to Wraparound Club.
- Evolve Sports Coaching accepts no responsibility for the loss of or damage to personal belongings brought onto the premises.
8. Behaviour Expectations
- We expect all children to behave respectfully towards staff, other children, equipment and the school environment.
- Where a child’s behaviour places themselves or others at risk, or significantly disrupts the club, our 3 strike policy will be used and parents will be communicated with and appropriate action may be taken.
(Strike 1 - Warning, Strike 2 - Speak to Parent, Strike 3 - Further action will be taken as seen fit)
9. Illness
- Children who are unwell, have a contagious illness, or have been sent home from school due to illness must not attend Wraparound Club.
- If a child becomes unwell during a session, parents or emergency contacts will be contacted and asked to collect them as soon as possible.
10. Medical Information
- Parents and carers must ensure that all medical information, allergies, emergency contact details and collection permissions are kept accurate and up to date.
- Any medication required during sessions must be handed directly to a member of staff with clear written instructions where applicable.
11. Contact
Thank you for your support. We look forward to welcoming your child to Evolve Sports Coaching’s Wraparound Club
