Summer Camp Letter to Parents

This is a copy of a letter that all parents who have booked their child into camp will receive one week before the start of their summer camp experience.



WEEK COMMENCING                                         YOUR BUBBLE GROUP IS                                    


Dear Parents & Carers,

As we near the start of your child’s time with us at summer camp, I thought it would be useful to highlight some of the key changes and new procedures that we kindly ask all families to follow.

I am sure you are aware, the government has issued a number of guidance documents that permit businesses, including out of school providers like ourselves, to restart operations, albeit with new protective measures to limit the spread of Coronavirus. We are thrilled to return to summer camp and we assure you that our plans follow all government and local authority guidance, which will ensure that we can provide the safest and most effective out of school environment possible under these constraints.

To ensure we meet the key points set out within the guidance to minimise the risk of contamination, we will be implementing the following measures:

Limiting the Spread of Coronavirus


We are implementing a staggered arrival period of between 8.30am and 9.30am, and a staggered collection period of between 4.00pm and 6.00pm, this is to prevent a large gathering of parents and children forming in the drop off/collection zones. Parents are not permitted indoors, a member of staff from each bubble will be outside to greet you. Parents are kindly reminded to maintain social distancing if having to wait to register or collect their child.  We kindly request that where possible, only one adult accompanies your child to camp.

You will need to ensure you know which bubble your child is in (see above), as each bubble has its own indoor space and entrance point.

BLUE BUBBLE                     Small Hall within the Sports Centre – entrance via left side fire door

RED BUBBLE                       Main Hall within the Sports Centre – entrance via tennis courts

GREEN BUBBLE                  School Gym – entrance via gym fire door

YELLOW BUBBLE               Humanities Block – entrance via main door to humanities block

ORANGE GROUP              Main School Hall – entrance via side door near drama block

The Operations Manager will be on hand during all arrival and departure periods to handle any queries and to point any lost parents in the right direction.


Parents are not required to sign in each morning, instead a member of staff from your child’s bubble will mark their arrival in the register. When collecting we will follow one of two processes:

  1. If you and your family are well known to us and a recognised adult collects your child, a member of staff will make a note of the time your child was collected.
  2. If you are new to us, or if someone other than a recognised adult is collecting your child, we will need the person collecting your child to give us the child’s full name and age, plus a password. Each bubble will have its own password that will change daily, you should obtain this from the member of staff in the morning and ensure you pass it on to whomever is collecting your child.

There may be times when a member of staff may not recognise you and may ask for the password, please do not be offended.  Likewise, if an unrecognised adult does not have the correct password, we will need to call you before allowing your child to leave. Please ensure any person collecting your child is aware of our procedures to assist a swift and trouble-free departure.


Children will be grouped in bubbles of no more than 15 children and 2 members of staff. Government accepts that it can be difficult for young children to maintain social distancing, however, children will still be encouraged to maintain appropriate distances between each other and staff. Bubbles will not be mixing throughout the day, and we will be limiting any crossover between toilet visits and movement from indoors to outdoors. We will not be holding our usual end of day whole group gathering to present awards and wristbands, instead these will be done separately within each bubble. The Operations Manager is permitted to visit each bubble during the day but will do so only when the group is outside and will always maintain social distancing.

We have created bubbles by splitting the children into groups by age, these being 5 – 8 years and 9 -12 years. Those of you who have children across both age groups attending camp and have informed us of your wish for them to be in the same group, we have put the older child in the younger age group.

We cannot accept last minute changes to groupings, if you need to change the group your child is in please let us know with at least 5-days’ notice. Given the maximum group size of 15 children per bubble, it may not be possible to make the changes you desire. We hope families will understand if we not able to offer you your chosen group.


Effective Infection Protection and Control


We ask parents and their family to not enter our site if they are displaying any symptoms of Coronavirus. We also ask parents and children attending camp to avoid travelling by public transport to get to or from camp.

Hand Hygiene

Regular hand washing will be incorporated into the day; hands will be washed at the start and end of every session. Hand sanitiser will also be used at regular points throughout the day as appropriate; administering of this will be supervised by staff. Posters and signs will provide a visual reminder to children of the importance of good hand hygiene.

Respiratory Hygiene

Staff will actively promote the ‘Catch it, bin it, kill it’ campaign, and posters will be displayed in areas around the site to reinforce this key message. Children and staff will continue to use separate bins for tissues which will be disposed of regularly and separately.

Enhanced Cleaning

Cleaning contractors will clean all toilets at least twice each day, and the rest of the school site in line with their usual routine. Staff will ensure all high touch points (e.g. taps, door handles, door plates, tables), within their indoor space is cleaned at regular points throughout the day. Staff will wear appropriate PPE to carry out these duties. Sports equipment and any indoor resources used will be cleaned at regular points throughout the day.

Personal Belongings

We still need to limit the contact between our site and your home as much as possible, therefore we request that children only bring the following items to camp:

  • Rucksack
  • Lunch box with packed lunch (no nuts), and snacks for morning break
  • Refillable drinks bottle
  • Waterproof jacket, coat, hoody (please check the weather forecast)
  • Sun hat
  • Sunscreen (please ensure this is applied before arriving. Staff will monitor reapplication at regular points during the day as necessary)

Children should dress for sports; shorts, leggings, or jogging bottoms are perfect, as are a pair of trainers.


Someone Displays Symptoms of Coronavirus

Anyone in our setting displaying any of the key Coronavirus symptoms will be sent home and advised to follow the Covid-19 guidance for households with possible coronavirus infection. If a child is waiting to be collected, they will be moved to our isolation area/room, where they will stay, under staff supervision, until they are collected. PPE will be worn by staff caring for the ill child if a distance of 2 metres cannot be maintained. The area of the setting used by the ill child will be cleaned and disinfected to reduce the risk of passing the infection on to others.

Where the child or staff member tests negative and feels well, they can return to summer camp. If the child or staff member tests negative but is unwell, they should not return to camp until they are recovered. Where the child or staff member tests positive, NHS Test and Trace will speak directly to those they have been in contact with to offer advice.


Hopefully, you now have a clearer picture of how our routines are changing and what summer camp 2020 will look like. I am confident that if we all adhere to the above and government guidelines, we can maintain a healthy and safe summer camp for all.

The entire team and I look forward to welcoming you all back to camp this summer.

Yours in Sport,

Wayne Boardman




T: 07444 714921