Covid-19 FAQ and Parent Agreement Updates


Booking Instruction Procedures for making bookings during the Covid-19 period.

* This FAQ supersedes other FAQ’s or instructions where they are in conflict.

Follow the guidance!

Covid-19 FAQ and Parent Agreement Updates & Booking Instructions

Based on the latest government guidance, schools are open and wraparound childcare providers should operate and continue to support schools and working parents/carers. We all have responsibilities, so that we all keep each other safe.

Please find below answers to some of the most frequently asked questions, if you require further information please contact us directly.

Note: Please read carefully and understand your parental agreement and responsibilities when you make a booking at our clubs. If you have any queries, please contact us at and we will respond as soon as possible.

Parent Agreement Terms

We all need to feel comfortable and confident with our new working practices. This agreement sets out what the club, parents and carers will do together to make all staff, children and families feel as safe as possible for the wellbeing of all. Please read this carefully along with our Covid-19 risk assessment which is available on our website.

The Parent Agreement must be accepted in addition to the Terms & Conditions, to ensure we can accept your booking and all keep safe. You will be prompted for acceptance to the parent agreement during the booking process on the booking system.

We have summarised the key areas from our protective measures so that you are aware of the processes that we have in place and your responsibilities towards these

Please Click to review the Parent Agreement

Please click to review the Risk Assessment- Re-Opening Covid-19

  • We will be running our December Holiday Clubs 2020 at three locations:
    • Staines, Staines Preparatory School
      • 1 week from Monday 14th December – Friday 18th December 2020
      • 8:30am – 5:30pm every day, Monday – Friday, with staggered start and collections available.
      • Saturday Shopping Day – 12th December, 10am-2pm
    • Weybridge, St George’s Junior School
      • 1 week from Monday 14th December – Friday 18th December 2020
      • 8:30am – 5:30pm every day, Monday – Friday, with staggered start and collections available.
      • Saturday Shopping Day – 12th December, 10am-2pm
    • Egham, Strode’s College
      • 2 days from Monday 21st December – Tuesday 22nd December 
      • 8:30am – 5:30pm every day, Monday – Friday, with staggered start and collections available.
      • Saturday Shopping Day – 19th December, 10am-2pm

**Openings may be cancelled or restricted at short notice based on uptake of places, further guidance or restrictions from the Government, DofE or Schools.

Booking Instructions for December Holiday Clubs during Covid-19

Parents must ensure they fully understand the revised booking process, agree to the revised terms and conditions for making Holiday Club bookings. These instructions and conditions supersede the regular FAQ where there is a conflict:

    • Booking system open for accepting December Holiday Club bookings.
    • Bookings will close for 24-hour period on Wednesday 9th December 2020 for The Gap Club to organise bubbles.
    • Booking system will re-open by Thursday 10th December 2020 for any remaining available slots


  • Spaces are limited to groups/bubbles of up to 15 children per bubble.
  • Extra bubbles may be added if the need arises and if extra space can be found in the venues we operate from.

Booking/Bubble Prioritisation:

Our bubbles will be prioritised* from the bookings register in the following manner:

  1. Key worker and Vulnerable families with a minimum of 2+ days bookings per week.
  2. Children that currently attend the setting/school where the holiday club is operating.
  3. Bookings of 5 days per week.
  4. Consistent, repeat pattern of 3+ days per week across a 4-week block, the greater the number of days the higher the priority.
  5. Consistent, repeat pattern of 3+ days per week across a 2-week block, the greater the number of days the higher the priority.
  6. Consistent 2-day bookings.
  7. Bubbles will be age groups and siblings will be kept with their age group.

Where bubble restrictions mean a booking cannot be safely assigned to a bubble, we will have to cancel the booking and will notify the parents accordingly.

Due to the limited number of places, and to prevent places being “held” when they may be required by other parents, the booking system will operate on a first come first serve basis.

The ONLY Payment methods that will be permitted will be:

  • Account Credit
  • Credit/Debit Card

Parents can still pay by Vouchers or Tax Free Childcare. However they must ensure that their account has sufficient funds at time of booking to be able to pay on Account Credit, otherwise payment will be required by card if the booking is to be completed and confirmation received immediately.

Parents should allow at least 2 working days from the time they transfer voucher monies to The Gap Club, to the time the monies are reflected as credit/payment on their account.


  • Bookings reserve a place for your child. A place is only secured and guaranteed once a payment has been received by The Gap Club.
  • Payment by debit card confirms and secures the place immediately at the time of booking as payment is immediate.

 During Covid-19

  • Spaces are limited. Note: only a few bubbles will be available at each setting.
  • More bubbles may be added if need arises and if extra space can be found in the venues we operate from.

Where bubble restrictions mean a booking cannot be safely assigned to a bubble, we will have no choice but to cancel your booking and we will then notify the you.

**Subject to uptake of places and the latest Government, DofE and School guidance.

The Gap Club operates a No-Refund policy. Parents are reminded of their agreement to our current Terms & Conditions when making bookings.

Where isolation of child/ren in a bubble is necessary, as per the Government and PHE guidance, The Gap Club, at its discretion, may offer a credit note for part of the fees for unused sessions, but this will be on a case by case basis dependent on the circumstances.

Where change in guidance from the government or schools, require us to NOT OPEN at a planned venue – we will provide a credit note for the unused paid sessions.

The latest Government guidance for wrap-around provision advises that parents should only BOOK into their LOCAL clubs to support the safe practise at venues.

This allows us to support our existing parents and other keyworkers in the local areas as well as minimising the footfall at each venue and ensuring that where possible the children attending belong to the local community in which the setting is located in.

We are working closely with our individual schools to ascertain their preferences for our bubble organisation. Our guidance does not require us to operate the same bubbles as the school however where possible we will maintain the groupings used by each school whether this is through separate Year Groups or Key Stages and we will aim to keep the children in small, consistence bubbles of 15 children.

We will be managing our settings in a way that aims to support the children and adults within each bubble to socially distance as much as possible, although, due to the ages of the children and the level of support they sometimes need this may not always be possible. Bubbles within a setting will not mix with each other and will have separate areas allocated to them both with regards to inside and outside space as well as resources and equipment.

Where possible children will be brought to an external designated gate or area to minimise the need for additional people on the school sites. This means that parents/carers will not be required to enter the school site or premises and where possible we would like to request that children are dropped off/collected by one parent/carer only. Staff will sign children in and out of the setting to reduce waiting time and contact.

Each bubble will have their own space both indoors and outdoors in which they will have our normal wide range of resources, equipment and activities. We will be making use of our outdoor spaces as much as possible and our schools have provided us with extra space to accommodate the bubble requirements where required. Bubbles will not share equipment unless is has been cleaned or quarantined for 72 hours (for resources that can’t be cleaned).

We will be reviewing our menus to ensure that the children will have minimal contact with the food to support minimising cross contamination. Due to this our food provision will not be able to be self service however the children will of course still be involved in their food choices. For our bigger settings, where needed, we will be staggering our snack times so that bubbles do not mix with one another.

When a child, young person or staff member develops symptoms compatible with coronavirus, they should be sent home and advised to self-isolate for 10 days. Our staff will find a suitable room where the child can be isolated away from the other children while they are waiting to be collected. If a child needs to go to the bathroom while they are waiting to be collected, they will be taken to a different bathroom from the rest of the children. This will then be cleaned prior to then being used by anyone else.

Fellow household members/support bubble should self-isolate for 14 days. All staff and students who are attending an education or childcare setting will have access to a test if they display symptoms of coronavirus and are encouraged to get tested in this scenario.

In the case of children, guidance states that: “To access testing parents will be able to use the 111 online coronavirus service if their child is 5 or over [and] will be able to call 111 if their child is aged under 5.”

Where the child, young person or staff member tests negative, they can return to their setting and the fellow household members can end their self-isolation.

Where the child, young person or staff member tests positive, the rest of their class or group within their childcare or education setting should be sent home and advised to self-isolate for 14 days. The other household members of that wider class or group do not need to self-isolate unless the child, young person or staff member they live with in that group subsequently develops symptoms.

We have worked closely with all of our schools regarding our reopening plans and constantly reviewed the latest government guidelines to ensure we are fully up to date. This has enabled us to adapt our normal operating procedures for each site to ensure the safety of our children, families and staff as well as review the space, resources and equipment that we will be using.

We will be planning activities that promote and encourage social distancing as well as reviewing the layout of the spaces and environments that we will be using whilst still ensuring that our children have a fun and engaging experience with us. To support with this we will be continuing with our popular themed activities within our bubbles as well as creating bubble displays, creations and photo opportunities.

Our staff will have completed Covid-19 online training and received, read and agreed a Covid-19 information pack including our Risk Assessment, Operating Procedures and Staff Agreement.

We will have clear signage in place at all of our settings which will include hand washing reminders, bubble spaces and areas, one way systems where applicable and social distancing reminders.

Cleaning schedules will be in place to ensure an enhanced level of cleaning is taking place before, during and after each session, This will include specific information on the level of cleaning needed based on the area and/or resource or equipment.

When children arrive at the setting their belongings will be sprayed down and then placed in their bubble area. The children will then immediately go to wash their hands. Staff and children will be asked to either wash or sanitise their hands approximately every 20 minutes, after they have been to the toilet and before and after eating breakfast or snack. Children will be actively reminded and encouraged to minimise touching their face where possible and staff will be wiping down high touch point surfaces within the setting regularly.


© Copyright - The Gap Club
Website By EmmyGraph