Terms & Conditions
Avara Outdoor Classroom Parent/Carer Agreement & Terms
Introduction
This agreement sets out the expectations and responsibilities between Avara Outdoor Classroom and parents or carers. It is designed to support a safe, calm, and well-managed experience for all children.
1. Booking and Payment
- Sessions are booked in advance by half-term block
- Each child attends on one consistent day each week
- Payment is required in full before the start of the block
A child’s place is only secured once payment has been received in full. Avara reserves the right to withdraw a place if payment is not received by the agreed deadline.
Once booked, sessions are non-refundable.
2. Attendance and Commitment
Regular attendance supports children in settling, building relationships, and benefiting fully from the experience.
If a child is unable to attend a session, alternative sessions or refunds are not guaranteed.
If a parent/carer chooses to withdraw their child during a booked block, fees remain payable and are non-refundable.
3. Arrival and Collection
Children must be dropped off and collected at the agreed times.
Responsibility transfers to Avara staff once the child has been handed over at the agreed drop-off point.
Children must be collected promptly at the end of each session.
Children will only be released to:
- a parent or carer
- a pre-agreed adult
A password system may be used where required.
Parents/carers must follow site access rules, including arriving and leaving via the bridleway entrance only. Access via Church Farm on Church Street is not permitted. Failure to follow this may result in refusal of entry.
4. Late Collection
Parents/carers must remain contactable for the duration of the session.
If a parent/carer is delayed:
- Avara must be contacted as soon as possible
- children will remain supervised and reassured
Late collection may incur a charge.
Avara cannot remain open indefinitely due to staffing and family responsibilities.
Persistent lateness is considered a safeguarding concern and may result in review or withdrawal of a child’s place.
5. Settling and Independence
Children are expected to attend independently.
- Families meet prior to starting
- A short parent/carer stay may be possible during the first session only if agreed to by Avara Outdoor Classroom
- Ongoing parent/carer presence is not offered
If a child finds settling difficult:
- Avara will provide calm support
- Parents/carers may be asked to collect early if needed
- a gradual approach may be discussed
Sessions remain payable in full during any gradual settling period.
6. Health and Illness
Children should attend only when well enough to participate fully in an outdoor session.
If a child becomes unwell:
- parents/carers will be contacted
- the child may need to be collected
Avara reserves the right to request collection if a child is unable to participate safely or comfortably.
Medical Conditions and Allergies
Parents/carers must provide accurate and up-to-date information regarding any medical conditions, allergies, or additional needs.
Where relevant, parents/carers must:
- provide any required medication (e.g. inhalers, EpiPens)
- ensure medication is in date and clearly labelled
- provide clear instructions for use
Parents/carers must inform Avara of any changes to their child’s medical needs.
Avara will take all reasonable steps to support children’s medical needs but cannot guarantee an allergen-free environment.
7. Toileting and Personal Care
The site uses a compost toilet. Children will be shown how to use the toilet and wash their hands appropriately.
Children attending Avara Outdoor Classroom (ages 4–7) must be confidently toilet trained.
Children are encouraged to manage toileting as independently and privately as possible. In the event of a toileting accident, Avara staff may provide minimal, appropriate support where absolutely necessary to ensure the child’s comfort and dignity.
For parent/carer-attended sessions (0–2 and 3–4), all toileting and nappy changing remains the responsibility of the parent or carer.
Parents/carers must bring all necessary supplies and take nappies and wipes home with them.
8. Clothing and Outdoor Expectations
Children must arrive dressed appropriately for outdoor conditions.
This includes:
- waterproof clothing
- warm layers
- suitable footwear
Children who are not dressed appropriately may not be able to participate fully.
Outdoor play includes mud, water, and natural materials, and clothing may become dirty.
9. Food and Drink
Children must bring:
- a packed lunch
- snacks
- a water bottle
Food must be nut-free, and children must not share food.
Milk may be provided unless dietary needs prevent this. Parents/carers may provide appropriate milk for their child if required.
10. Behaviour Expectations
Avara maintains a calm, respectful environment with clear boundaries.
Children are supported with guidance and care.
If behaviour presents a safety risk:
- activities may be paused
- further support will be provided
If behaviour consistently compromises safety or wellbeing, Avara reserves the right to withdraw a child’s place.
Parent/Carer-Attended Sessions (Ages 0-2 and 3-4)
For sessions where parents or carers attend:
- Children remain the responsibility of their parent or carer at all times
- Parents/carers must actively supervise their child throughout the session
- Avara provides guidance and activities but does not take over supervision
Parents/carers agree to:
- remain with their child at all times
- follow all safety instructions
- ensure their child stays within agreed boundaries
11. Safety and Outdoor Environment
Avara takes place in a shared community garden.
Parents/carers understand that:
- children will be supervised at all times
- the environment includes natural features such as uneven ground and weather changes
- the space is shared with gardeners, volunteers, and visitors
Children are expected to follow guidance to keep themselves and others safe. Avara operates within agreed areas of the garden and follows site rules at all times. Members of the public, gardeners, and volunteers are not responsible for the supervision or care of children at any time.
Children attending sessions for children aged 0-2 and 3-4 must remain under the direct supervision of their parent or carer at all times.
Avara staff hold appropriate paediatric first aid training, and a first aid kit is available at all sessions.
12. Risk and Outdoor Play
Outdoor learning involves managed risk.
Parents/carers acknowledge that:
- children will interact with natural materials
- minor injuries such as bumps and scrapes may occur
Avara takes all reasonable steps to maintain safety. Parents acknowledge and accept these risks as part of outdoor learning.
13. Liability
Avara Outdoor Classroom takes all reasonable steps to provide a safe and well-managed environment. However, as an outdoor provision, activities involve natural elements and managed risk. By agreeing to these terms, parents/carers acknowledge and accept that minor injuries such as bumps, scrapes, or falls may occur as part of normal participation.
For parent/carer-attended sessions, responsibility for the child remains with the parent or carer at all times.
Avara Outdoor Classroom operates from Dunton Community Garden under a private hire agreement. Dunton Community Garden Group, its trustees, and volunteers are not responsible or liable for any aspect of Avara sessions or for those attending.
14. Photography
Photographs that do not show children’s faces may be taken in line with parental/carer consent and used appropriately.
15. Communication
Open and respectful communication is encouraged.
Parents/carers agree to:
- remain contactable during sessions
- share relevant information about their child
- raise any concerns directly
Emergency contact details must be accurate and kept up to date.
16. Cancellation and Unforeseen Circumstances
Avara sessions are booked and paid for in advance by block.
Missed sessions
If a child is unable to attend a session for any reason, including illness or holidays:
- sessions are non-refundable
- alternative sessions are not guaranteed
This supports the consistency of the group and the sustainability of the provision.
Cancellations by Avara
If Avara cancels a session:
- a refund will be provided, or
- an alternative session may be offered where possible
Unforeseen circumstances
Sessions may be cancelled or adapted due to:
- severe weather
- safety concerns
- site closure
- other circumstances beyond reasonable control
Where sessions are cancelled by Avara, the above refund arrangements apply. Avara will always aim to be fair and reasonable in its approach.
Avara reserves the right to update policies where necessary. The most up-to-date version will always be available to parents/carers.
17. Agreement
These terms work alongside Avara’s full Policies & Procedures.
A copy of Avara Outdoor Classroom’s full Policies & Procedures can be viewed here:
https://www.avaraoutdoorclassroom.com/policies/
- By accepting this agreement, parents/carers confirm that they:
- have read, understood, and agree to this agreement
- have read, understood, and agree to Avara Outdoor Classroom’s Policies & Procedures
- agree to follow the guidance set out in Avara policies, including expectations around clothing, toileting, collection, and safety
- have provided accurate and complete information