Please find below answers to some of the most frequently asked questions, if you require further information please contact us directly.
Where will I find you?
Our clubs operate at numerous locations:
- Gap Club @ St Jude’s CofE Infant School, TW20 0NP
- Gap Club @ Kings Court First School, SL4 2NE with collections from St Peter’s CofE Middle School
- Gap Club @ Pyrcroft Grange Primary School, Pyrcroft Road, Chertsey KT16 9EW
- Gap Club @ St Jude’s CofE Junior School, TW20 0RU with collections from St Cuthbert’s Primary School
- Gap Club @ Wraysbury Primary School, TW19 5DJ
- Gap Club @ St George’s Junior School, KT 13 8NL
Our Head Office details can be found on our contact page
What are the opening times and closing times?
Our Breakfast Clubs open at 7:30am and run until the school day begins with breakfast closing at around 8:15am to allow the children time to then get ready for school.
Our After School Clubs run from the end of the school day until 6pm at Wraysbury and 6:30pm at all other sites.
Our Holiday Clubs are open from 8am – 6:30pm and we offer a variety of session times to suit your childcare needs including half day sessions. For more information please see site specific information under our services section.
Do I need to sign my child in/out each session they attend?
Parents will need to drop off/collect their child from the allocated point for each club. At present on site staff are signing the children in/out for each session.
If one of our staff members has not met the child’s collector before, they will be asked for the password that we hold on the system for them. Please speak to the duty Manager/Supervisor if you need any support.
What happens if I am running late?
The Gap Club Ltd closes at 6pm (Wraysbury) or 6:30pm for all other sites and Holiday Clubs. If you are running late at any point, please advise us ASAP if you are having any difficulties achieving your allocated session collection time and/or if you need to authorise another collector.
Please ensure you have given verbal consent to us on the day and they have been provided with your unique password. Please refer to our Safeguarding & Uncollected Child Policy for more detail on our procedures. Our late fee of £7.50 per 15 minutes will be applied to your invoice following the session.
This is my first visit, what are the parking facilities/restrictions?
Parking is available in the surrounding areas at all of our sites including the school car parks at some venues. Please see specific arrangements for each location in our services section. We ask that our visitors are respectful and considerate to our neighbours and schools at all times.
What should I provide my child for lunch during holiday club/camps?
Please ensure your children bring their own labelled lunchboxes with appropriate cooling packs and a drinks bottle. We will provide fruit in the morning and a light snack in the afternoon (6.30pm collections only). Fresh drinking water and cups will be available at all times.
Please do not pack whole nut or snacks containing nuts as we have children with severe allergies therefore we operate a strict NO NUTS policy. We encourage healthy eating at The Gap Club and would appreciate your support by providing healthy choices in your child’s lunchboxes.
Do I need to provide a snack for After School Club?
No, we offer the children a daily snack at approx. 4:30pm, typically consisting of a carbohydrate such as a brioche, wrap, muffins or sandwiches with fresh fruit. Children have the opportunity for self-selection. Dietary alternatives are provided for those children with allergies/intolerances. Please see our Facebook page for our current snack menu.
What food do you offer at Breakfast Club?
Children are able to choose from a wide selection of cereals and bread items such as bagels, toast, croissants, waffles and pancakes. Additional items such as yoghurts, cereal bars and fresh fruit are also available on a daily basis alongside milk and water.
What should my child wear to holiday club/camps?
Please ensure that your child’s clothing is suited to the environment, activities (e.g. cooking, sports, arts & crafts) and weather (e.g. sunhats, sun cream and wellington boots). We recommend a spare set of clothes for specific activities such as messy play/water play and in case of toileting accidents. All additional items must be clearly labelled. Please do not allow the children to wear flip-flops or open toe shoes as these can cause unintentional injuries. Valuable items are not permitted at any setting. The Gap Club accepts no liability for the loss or damage to any of the children’s clothing/property or valuables.
Do I need to provide sun cream?
Yes, as we cannot use other sun creams due to some sensitivities/allergies children may have. Please provide a labelled bottle of sun cream along with sunhats when necessary. If your child does not have adequate protection for the hot weather our supervisors/managers may, at their discretion restrict outdoor play in line with our safeguarding policy.
Do my children have to participate in the structured activities and workshops that you provide?
Our ethos at The Gap Club is to provide a free play environment where play is child led. To compliment children’s play and provide enabling environments we include the children in our planning topics and activities for the After School Clubs and Holiday Clubs/Camps to ensure these are engaging and positive experiences for the children.
In Holiday Clubs/Camps the children are given the opportunity to choose between Gap Cooking or Gap Active each morning and Gap Creative or Gap Active in the afternoon. These workshops enhance their play and allow for individual expression. Any trips or visitors that are arranged during holiday club/camp periods are optional and require your consent as an additional charge may be required. Parents are able to book these through the online booking system. For more details please see the activity programmes attached in our services section and upcoming events.
I am not sure my child will settle in, as this is their first Holiday Scheme. What support do you provide?
We offer a no obligation preview (guided tour for parents and/or child) and a free ‘Taster’ day to help families when reviewing their childcare options. Please contact us by phone or email to arrange this. It is important that we ensure a seamless transition into our setting and will ask for additional information about your child to enable us to ensure they are able to settle in comfortably. We will work in partnership with you to enable an informed approach to rectify any issues or concerns.
My child has allergies/is on medication, what is your process?
If your child is taking prescribed or non-prescribed medication from the doctor please label all medication stating the child’s name, dosage and emergency contact number. You must also complete/update this information through your online bookings account so that we can send you an ‘authority to administer’ form to complete. A Healthcare Plan is also essential if your child has long term medical needs. Please note, we cannot administer paracetamol/ibuprofen (including calpol). Any medicine that has passed its ‘use by’ date will NOT be accepted.
My child has an allergy that requires them to carry an Epi-Pen. How is this managed?
The majority of our staff complete a 12hr Paediatric First Aid training every 3 years, which includes training on how to administer an epi-pen. Before your child can start with us we are under legal obligation to receive a signed letter from your child’s doctor, explaining your child’s allergy & which type of epi-pen has been prescribed. It is also your responsibility to provide a child specific, short training session for the staff at the club, this can be done by either yourselves as parents or by the child’s doctor. Any epi-pen’s that have passed their ‘use by’ date or not been prescribed by a doctor will NOT be accepted; therefore your child will NOT be able to attend the club. As above, an ‘authority to administer’ form and Healthcare Plan will need completion.
My friend may collect my child. What do I need to do to enable this?
When registering with us you are required to provide a password if a third party is authorised by you to collect your child and details of the authorised collector must be outlined when you register. Please ensure this is completed before you allow anyone other than parent/guardians to collect as permission will be declined until contact has been made with you, and this may cause distress. You are able to add/change the details of any collectors through your online booking account. In the case of a ‘last minute/emergency collection’ we must receive this change to routine in written form (i.e. text, email or letter).
My child would like to bring their electronic gadget, is this ok?
In line with our safeguarding policy and good practice it is important that cameras on gadgets such as mobile phones/games consoles are NOT used, so these are strictly prohibited. Any other gadgets that do not have a camera facility must be signed in daily with the Holiday Club Manager. The Gap Club Ltd does not take responsibility for personal items brought to the club. Mobile phones are not permitted inside the premises, please be mindful that you may be declined entry into our settings if you are on your mobile phone and access will only be permitted once you have secured your device away.
I used your Holiday Scheme a few years ago, do I need to re-register
Please visit your online account to see if it is still active. If not, you are able to create another account which you can make your bookings through.
My child attends one of your After School Clubs, do I need to register for the holiday clubs?
If you are already registered with us through our online booking system then you can create a booking for our holiday clubs through ‘My Bookings’ and then select the site that you wish to make a booking for.
I have two children, is there a sibling discount?
Yes, we offer a sibling discount of 7.5% off of the second child on regular bookings and our core days at holiday club. This discount will be applied to your booking once we have received it.
Where do I find out how to book/cancel or change a holiday club place?
Information about our booking/cancellation process is provided in the Bookings Information and contained within our terms and conditions – how to book ad hoc vs contracted bookings?
Who will be looking after my children?
At The Gap Club our ratios, staff training and qualifications are determined by the Statutory Framework of the EYFS. Our staffing for children under 5 years of age are deployed on a 1:8 ratio, for children aged 5-7 years we operate on a 1:10 ratio and for any children over the age of 8, we have the flexibility of a 1:12 ratio. As we provide group care, each setting has a Supervisor on site that holds a relevant qualification in Childcare or Playwork. A number of other staff within the setting can also hold relevant qualifications. Regular staff are DBS checked, receive 12 hour Paediatric First Aid training, Level 2 Food Hygiene and Catering training and an Introduction to Safeguarding. These three courses are deemed as essential training and are updated every three years. We are able to access training programmes through Surrey County Council and The Royal Borough of Windsor and Maidenhead. These programmes consist of many training opportunities for our staff in a number of areas such as advanced safeguarding, risky play, various special educational needs, leadership and management, safer recruitment, behaviour management, EYFS and Play.
Can my daughter play with her older sister at Holiday Club?
At The Gap Club we manage our play provision and supervision in three Key Group Area’s: Gap Early Years (covering Reception and Nursery school years), Gap Infants (school years one and two), and Gap Juniors (school years three and above). These areas are equipped with games, puzzles, creative arts, construction, cosy corners, small world and role play resources suitable to their age ranges and abilities. The children also have access to a vast selection of messy play, sensory play, group games, tournaments and physical activities available to them indoors and outdoors throughout their day. During free play periods the children have the ability to mix with the other groups particularly during group games and outdoor play. If these opportunities are not sufficient enough to support your child we will do our upmost (depending on age gap) to provide sufficient time with their siblings however we must ensure our ratios and safety measures are not compromised by this change and must ensure fairness across all age ranges. We often see children thrive when given the opportunity to experience play and build friendships without their sibling being in direct contact and this often helps their confidence and self-esteem therefore we highly recommend parents allow us the opportunity to enable their children to thrive at The Gap Club.
My son is doing Tennis at school, can he attend The Gap Club After School Club afterwards?
Yes, we do have the ability to offer our after school club service to children that are participating in extra-curricular activities at our base clubs, however this is not possible for children who attend our collections service schools. We ask that you let us know which clubs they are attending and their finish time to ensure we are able to account for all children expected each day and are then able to collect/account for these children when the activities have finished. Due to ratios your place is secured for you from the beginning of the session therefore the fee will be due for the entire session period.
My daughter is going for a play date and won’t be coming to The Gap Club today, what do I need to do?
We ask that you let the club know directly as soon as possible to avoid any confusion at collection time as these changes can cause considerable delay when our supervisors are trying to account for all children due in on that particular day. You are also advised to send an email to email@example.com for assurance that your cancellation is actioned.
My child has additional needs, can she attend?
The Gap Club is fully inclusive for all children within our community, please ensure you provide us with all the relevant information regarding your child’s needs when you register to enable us to be equipped and informed to support their needs.
If 1-2-1 support is needed please provide as much notice as possible as we will need to secure funding from the local authority. If funding is not an option, we will endeavour to provide 1-2-1 internally through The Gap Club.. Please be mindful that all our provisions are group care, therefore we would need to resource additional staff and any additional costs from this would be applied to your bookings.
How can I find out about my child’s experience at The Gap Club?
We are always keen to provide verbal feedback at collection times regarding your child’s day. Additionally, look for our Children’s Choices poster at Holiday Club for information on the specific workshops on offer each day. If you would like to discuss anything in more detail please contact head office as special arrangements may be needed as our Supervisors/Manager are often in ratio. Our EYFS children are observed and supported in our After School Club and parents are welcome to review our Key Person books at all provisions. During Holiday Club/Camps we provide information about their day with our ‘Daily Sheets’, these are available for your perusal and offer you the opportunity to provide written feedback. If you would like to provide more feedback to us please feel free to contact us on: firstname.lastname@example.org
We left a coat behind last holiday club, can I collect it?
We keep all lost property from a previous holiday club until the last day of our current holiday club. These items can be collected at each provision at your convenience. If you would like to arrange collection of your missing items from head office, please get in contact with us. Our After School Clubs keep items for a full term then these, along with any other lost property, are given to a local charity of our choice. Please ensure your items are clearly labelled to help us return them to you promptly.
My child’s school is open but the school The Gap Club runs at is closed for an inset day, can you help?
Where possible we try to offer an alternative venue within a reasonable catchment area, please contact us for more information.
How do I unsubscribe?
To unsubscribe please click the link at the bottom of your confirmation email or subscription. If you can no longer find this, please contact us at email@example.com.
What happens with my personal information?
Please see our Privacy Notice on our website for information on how we process, hold, protect and use data as well as what data we collect on yourself and your child.
I no longer need Gap Club, how can I get my deposit returned and removed from your system?
Please contact us at firstname.lastname@example.org to request a cancellation of your contract. We require four weeks notice of contract cancellation. Once your account has been confirmed as clear, your request will be processed and a refund issued via cheque. This can take up to 10 working days.
How do I pay fees?
We accept payment by Debit cards or Credit cards from Visa or Mastercard. The payment is via the Barclaycard payment card system, which ensures the security of the transaction data.
We also accept payment by tax free childcare vouchers. Payment should be made in advance before booking a place.
Coming Soon in Summer 2021
We will be accepting Direct Debit Payments which must be setup via our BACS provider GoCardless, which is an Approved Bacs Bureau
All Contract Bookings will have to agree payment by Direct Debit and this must be setup by the parent once contract is approved
Contract Booking Payments will typically be collected 3 days after the invoice has been issued
For details on how to setup your Direct Debit Mandate see link below:
How do I secure and have my place confirmed immediately when making a booking
Bookings only 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.
My child’s school has closed unexpectedly. Will The Gap Club still be open and if not am I entitled to a refund?
Situations may arise when external factors such as bad weather (e.g. floods, snow), fire, lack of premises (e.g. unsafe, faults in building or operational faults), health (infectious breakout) or school closure (e.g. strike) prevents a venue opening or planned activity taking place. Parents will be notified as soon as is practical. We will take advice from the relevant regulatory authority. Fees will be charged inline with our Enforced Closure Policy.