Terms & Conditions
Childminders, please find the Childminder Agreement & Terms below the Parent/Carer Agreement & Terms
Avara Outdoor Classroom - Parent/Carer Agreement & Terms
Effective from 1st September 2026
Introduction
This agreement applies to Avara sessions where a parent, carer, or other agreed responsible adult attends with the child. It sets out the expectations and responsibilities needed for a safe, calm, and well-managed experience.
Throughout every parent/carer-attended session, each child remains the responsibility of the adult who brought them. No child is handed over to Avara Outdoor Classroom, and responsibility does not transfer to Avara or the Dunton Community Garden Group at any point.
1. Booking and Payment
Sessions are booked in advance as a trial, single session, or half-term block, as advertised.
The booking must include every child who will attend. Babies, younger siblings, or additional children may attend only where the particular session allows this and they have been included in or agreed as part of the booking.
Any proposed change to the attending adult or children must be agreed with Avara in advance.
Payment is required in full by the stated deadline unless Avara has expressly offered a free or discounted session.
A place is only secured once the booking and any required payment have been completed. Avara reserves the right to withdraw a place if payment is not received by the agreed deadline.
Once booked, sessions are non-refundable except where these terms state otherwise.
2. Attendance and Accompanying Adult
Regular attendance supports children in settling, building relationships, and benefiting fully from the experience.
A parent, carer, or other agreed responsible adult aged 18 or over must remain on site with the child for the whole session.
Children may not attend independently and cannot be left in Avara’s care.
If a different adult will attend, the parent or carer must agree this with Avara in advance and ensure that the adult has authority to care for the child and has all relevant medical, emergency, and additional-needs information.
If a child or accompanying adult is unable to attend, alternative sessions or refunds are not guaranteed.
If a family withdraws during a booked block, fees remain payable and are non-refundable.
3. Arrival and Departure
The accompanying adult must arrive and leave with all children in their care and supervise them closely while entering and leaving the site.
Travel to and from the venue, including parking and crossing the road, remains the parent or carer’s responsibility.
Families should arrive and leave at the agreed times so that the session can run calmly and safely.
The site must be accessed via the bridleway entrance only. Access through Church Farm from Church Street is not permitted. Failure to follow the access arrangements may result in refusal of entry.
4. Continuous Parent/Carer Responsibility and Supervision
During every parent/carer-attended session:
The accompanying adult remains responsible for the care, active supervision, safeguarding, welfare, behaviour, personal care, food, medication, and emergency arrangements of every child they bring.
This responsibility continues during teacher-led activities, free exploration, refreshments, transitions, and conversations with other adults.
Children are not permitted to climb trees, or pick flowers, plants, fruits, or vegetables unless permission has been given by Avara staff.
The adult must remain close enough to see what the child is doing, respond to their needs, and intervene immediately. They must ensure that the child stays within the agreed boundaries and follows safety instructions.
Avara leads the planned learning and explains activities, boundaries, and site safety. The Avara teacher will interact warmly with children and guide their learning, but does not provide childcare or take over direct supervision.
If the accompanying adult needs to step away, they must take the child with them or make a clear arrangement with another suitable accompanying adult who accepts responsibility. Avara staff cannot be used as substitute supervision.
Emergency assistance or first aid from Avara does not transfer responsibility for the child.
Members of the public, Dunton Community Garden Group, its trustees, gardeners, and volunteers are not responsible for supervising or caring for children attending Avara.
5. Health, Illness, Medication and First Aid
Children should attend only when well enough to participate safely and comfortably in an outdoor session.
The parent or carer is responsible for deciding whether the child is fit to attend.
If a child becomes unwell, the accompanying adult must supervise and comfort them and leave the session promptly if they cannot participate safely or comfortably.
Parents and carers must provide accurate, current information about medical conditions, allergies, additional needs, and any reasonable adjustments or support that may help the child participate.
The accompanying adult remains responsible for bringing, checking, storing, and administering any medication the child may need.
Avara staff hold appropriate paediatric first-aid training and a first-aid kit is available. Avara may assist in an emergency, but the accompanying adult remains responsible for the child and for seeking any further medical advice or treatment.
Avara will take reasonable steps to support children’s medical and additional needs but cannot guarantee an allergen-free environment.
6. Toileting and Personal Care
The site uses a compost toilet. Parents and carers must supervise children using it and support appropriate handwashing.
All toileting, nappy changing, changing of clothes, and intimate or personal care remains the accompanying adult’s responsibility.
Families must bring all necessary supplies and take used nappies and wipes home with them.
Personal care should be provided in a way that protects the child’s dignity, privacy, and safeguarding needs while maintaining suitable supervision of any other children the adult has brought.
7. Clothing and Outdoor Expectations
Parents and carers must ensure that children arrive dressed appropriately for the weather and outdoor conditions, including:
waterproof clothing
warm or sun-safe layers, as appropriate
suitable footwear
Children who are not dressed appropriately may not be able to participate fully.
Outdoor learning includes mud, water, and natural materials, and clothing may become dirty.
8. Food and Drink
Families must bring any food, milk, snacks, and drinks required for the session unless Avara has expressly stated that an item will be provided.
Food brought to the session must be nut-free and children must not share food.
The parent or carer must check that food is suitable for the child, including allergies, intolerances, dietary requirements, food texture, and choking risk.
The accompanying adult must actively supervise the child while eating.
Where tasting, harvesting, cooking, or food preparation forms part of an activity, the parent or carer decides whether the child may participate and remains responsible for their safety.
9. Behaviour and Safeguarding
Avara maintains a calm, respectful environment with clear boundaries. Children are supported with guidance and care.
The accompanying adult remains responsible for guiding and managing the behaviour of every child they bring.
If behaviour presents a safety risk, the adult must intervene immediately. Avara may pause an activity, ask that a child moves away from an activity, or ask the family to leave where necessary for safety or wellbeing.
Parents and carers must follow Avara’s safeguarding and safety procedures and support children using calm, respectful guidance.
Avara will follow its safeguarding procedures where a concern arises and may record or share relevant information with appropriate authorities where required.
10. Safety and Outdoor Environment
Avara takes place in a shared community garden. Parents and carers understand that:
the environment includes natural features, uneven ground, plants, tools, water, mud, insects, and changing weather
the space may be shared with gardeners, volunteers, and visitors
children must remain within the agreed session areas and follow Avara’s site and activity rules
parents and carers must supervise especially closely around tools, water, food, hot drinks, uneven ground, and any activity identified by Avara as requiring additional care
Avara may adapt or stop an activity where conditions, numbers, behaviour, or other circumstances make this necessary for safety.
11. Risk, Liability and Use of Venue
Outdoor learning involves natural elements and managed risk. Minor injuries such as bumps, scrapes, or falls may occur as part of normal participation.
Avara is responsible for planning and leading the session, carrying out reasonable checks of the agreed activity areas and equipment, giving safety information, and managing risks arising from the activities it provides.
The parent or carer is responsible for continuously supervising and responding to the individual children they bring, following safety instructions, and deciding whether a child should take part in a particular activity.
Avara is not responsible for loss, injury, or damage caused by an accompanying adult’s failure to supervise, follow safety instructions, or provide accurate relevant information.
Nothing in this agreement excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence.
Avara Outdoor Classroom operates from Dunton Community Garden under a private hire agreement. Dunton Community Garden Group is responsible for the general upkeep of the site. Avara is responsible for reasonable checks and risk management for its session areas and activities. The accompanying adult remains responsible for supervising and caring for their children.
Dunton Community Garden Group, its trustees, and volunteers are not responsible for supervising children or running Avara sessions. Avara operates in accordance with site rules and the terms of its hire agreement.
12. Photography and Confidentiality
Avara may take photographs that do not show children’s faces only where the relevant consent arrangements allow this.
Parents and carers must not photograph or share images or personal information about other children without the appropriate consent.
The accompanying adult must ensure that any other person attending in their place understands and follows the child’s photography permissions.
Any information shared about a child will be handled appropriately and only for legitimate safeguarding, welfare, medical, booking, or session-planning purposes.
13. Communication
Open and respectful communication is encouraged. Parents and carers agree to:
provide accurate contact and emergency information
share relevant information about their child before or during the session
tell Avara about changes that could affect safe participation
raise concerns directly with Avara
Avara will communicate booking and session information with the main contact provided. That person is responsible for passing relevant information to any other adult who attends with the child.
14. Cancellation and Unforeseen Circumstances
Missed sessions
If a child or accompanying adult is unable to attend 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 paid 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, or other circumstances beyond reasonable control.
Where Avara cancels a paid session, the refund arrangements above apply. Avara will aim to be fair and reasonable in its approach.
Avara reserves the right to update these terms and its policies where necessary. The most up-to-date version will be made available to parents and carers.
15. 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, the parent or carer confirms that they:
have read, understood, and agree to this agreement and Avara’s Policies & Procedures
have the authority or permission needed to bring the child to the session and make day-to-day participation decisions for them
will ensure that a suitable responsible adult remains with the child throughout every session
understand that the accompanying adult remains responsible for every child they bring and that Avara does not provide drop-off childcare
will follow Avara’s guidance relating to supervision, clothing, food, behaviour, access, and safety
have provided accurate and complete information
This agreement forms part of the overall understanding between Avara Outdoor Classroom and the child’s parent or carer.
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Avara Outdoor Classroom - Childminder Agreement & Terms
Effective from 1st September 2026
Introduction
This agreement applies to Avara sessions attended by registered childminders with children in their care. It sets out the expectations and responsibilities needed for a safe, calm, and well-managed experience.
Throughout a childminder-only session, every child remains the responsibility of the childminder who brought them. No child is handed over to Avara Outdoor Classroom, and responsibility does not transfer to Avara or the Dunton Community Garden Group at any point.
1. Booking and Payment
Sessions are booked in advance by half-term block or by monthly subscription.
The booking must state the attending childminder and the agreed number and ages of children.
Any proposed change to the attending adult or group of children must be agreed with Avara in advance.
Payment is required in full before the start of the block or month.
A 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 Changes
Regular attendance supports children in settling, building relationships, and benefiting fully from the experience.
The responsible childminder must remain on site and actively supervise their children for the whole session.
Children may not attend without their responsible childminder or another adult who is lawfully authorised and suitable to care for them.
A substitute childminder or assistant may attend only where this has been agreed with Avara in advance and the childminder has ensured that all registration, suitability, insurance, qualification, first-aid, and ratio requirements are met.
If a child or childminder is unable to attend, alternative sessions or refunds are not guaranteed.
If a childminder withdraws during a booked block, fees remain payable and are non-refundable.
3. Arrival and Departure
Childminders must arrive and leave with all children in their care and complete their own headcount on arrival, during transitions, and before departure.
Children must remain directly supervised while entering and leaving the site.
Travel to and from the venue, including parking and crossing the road, remains the childminder’s responsibility.
The site must be accessed via the bridleway entrance only. Access through Church Farm from Church Street is not permitted. Failure to follow the access arrangements may result in refusal of entry.
4. Continuous Responsibility and Supervision
During every childminder-only session:
Each childminder remains responsible for the care, supervision, safeguarding, welfare, behaviour, headcounts, personal care, food, medication, and emergency arrangements of every child they bring.
Children must be within sight and hearing of their childminder or permitted assistant.
The childminder must remain close enough to intervene immediately and must ensure that children stay within the agreed boundaries.
Avara leads the planned learning and explains activities, boundaries, and site safety. Avara does not provide childcare, take over direct supervision, act as the child’s key person, or count as an adult in the childminder’s ratios.
Emergency assistance or first aid from Avara does not transfer responsibility for a child.
Where several childminders attend, each remains responsible for their own identified children. Responsibility and ratios are not automatically pooled, shared, or transferred simply because the childminders are attending the same session. Any separate working arrangement must already be lawful and compliant with the relevant registration requirements.
Members of the public, Dunton Community Garden Group, its trustees, gardeners, and volunteers are not responsible for supervising or caring for children attending Avara.
5. Statutory Ratios and Legal Compliance
The following summary reflects the EYFS statutory framework for childminders effective from 1st September 2026:
At any one time, a childminder may care for a maximum of six children under the age of eight. This total includes the childminder’s own children and any other children for whom they are responsible, such as foster children.
Of those six children, a maximum of three may be ‘young children’. For this purpose, a child remains a young child until 31st August following their fifth birthday.
There should usually be only one child under the age of one.
Any care provided for older children must not adversely affect the care of children receiving early years provision.
The framework permits limited exceptions to the usual age-group limits in specified circumstances, including some arrangements involving siblings, a childminder’s own child, or continuity of care. However, the total must never exceed six children under eight per person providing care.
If a childminder works with another childminder or employs an assistant, each person may care only for the number permitted by the applicable ratios and must be lawfully able to count in those ratios.
A childminder must also follow any stricter limit or condition imposed by Ofsted or their childminder agency and must consider whether the ages, needs, activities, environment, and outing risk assessment require fewer children than the maximum.
Avara’s session capacity, acceptance of a booking, or presence of an Avara teacher does not confirm that a childminder’s individual arrangements are legally compliant. The childminder must check and maintain their own ratios at all times.
Official source: EYFS statutory framework for childminders - effective from 1st September 2026
6. Health, Illness, Medication and First Aid
Children should attend only when well enough to participate safely and comfortably in an outdoor session.
The childminder is responsible for deciding whether a child is fit to attend and for following their own sickness-exclusion policy.
If a child becomes unwell, the childminder must supervise and comfort the child, contact the parent or carer where necessary, and leave the session promptly if the child cannot participate safely or comfortably.
The childminder must hold accurate, current information about each child’s medical conditions, allergies, additional needs, and emergency contacts, and must share with Avara any information needed to keep the child or group safe during the activity.
The childminder remains responsible for bringing, checking, storing, and administering medication; obtaining permission; keeping records; and informing parents or carers.
The childminder must ensure that the applicable paediatric first-aid requirements for outings are met and must not rely on Avara’s staffing to meet their legal requirements.
Avara staff hold appropriate paediatric first-aid training and a first-aid kit is available. Avara may assist in an emergency, but the childminder remains responsible for the child and for their own accident, notification, and reporting duties.
Avara will take reasonable steps to support medical needs but cannot guarantee an allergen-free environment.
7. Toileting and Personal Care
The site uses a compost toilet. Childminders must supervise children using it and support appropriate handwashing.
All toileting, nappy changing, changing of clothes, and intimate or personal care remains the childminder’s responsibility.
Childminders must bring all necessary supplies and take used nappies and wipes home with them.
Personal care must be provided in a way that protects each child’s dignity, privacy, and safeguarding needs while maintaining appropriate supervision of the rest of the group.
8. Clothing and Outdoor Expectations
Childminders must ensure that children arrive dressed appropriately for the weather and outdoor conditions, including:
waterproof clothing
warm or sun-safe layers, as appropriate
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
Childminders must provide any food, milk, snacks, and drinks required by the children in their care unless Avara has expressly stated that an item will be provided.
Food brought to the session must be nut-free and children must not share food.
The childminder must check suitability for each child, including allergies, intolerances, dietary requirements, food texture, and choking risk.
The childminder must actively supervise eating and ensure each child is within sight and hearing throughout.
Where tasting, harvesting, or food preparation forms part of an activity, the childminder decides whether each child may participate and remains responsible for their safety.
10. Behaviour and Safeguarding
Avara maintains a calm, respectful environment with clear boundaries. Children are supported with guidance and care.
Children are not permitted to climb trees, or pick flowers, plants, fruits, or vegetables unless permission has been given by Avara staff.
The childminder remains responsible for guiding and managing the behaviour of children in their care.
If behaviour presents a safety risk, the childminder must intervene immediately. Avara may pause an activity, ask that a child moves away from an activity, or ask the childminder and child to leave where necessary for safety or wellbeing.
The childminder remains responsible for following their own safeguarding procedures and for any notifications or communication required with parents or carers, Ofsted, or their childminder agency.
Avara will follow its own safeguarding procedures where a concern arises and may share relevant information with the childminder or appropriate authorities where required.
11. Safety and Outdoor Environment
Avara takes place in a shared community garden. Childminders understand that:
the environment includes natural features, uneven ground, plants, tools, water, mud, insects, and changing weather
the space may be shared with gardeners, volunteers, and visitors
children must follow site rules and remain within the agreed session areas
the childminder must maintain appropriate supervision and headcounts throughout, including during transitions and free exploration
Avara may adapt or stop an activity where conditions, numbers, behaviour, or other circumstances make this necessary for safety.
12. Risk, Liability and Use of Venue
Outdoor learning involves natural elements and managed risk. Minor injuries such as bumps, scrapes, or falls may occur as part of normal participation.
Avara is responsible for planning and leading the session, carrying out reasonable checks of the agreed activity areas and equipment, giving safety information, and managing risks arising from the activities it provides.
The childminder is responsible for assessing the outing for the children in their care, deciding suitable staffing and ratios, following safety instructions, and continuously supervising and responding to the individual children they bring.
Avara is not responsible for loss, injury, or damage caused by a childminder’s failure to supervise, follow safety instructions, provide accurate information, or comply with their professional and legal obligations.
Nothing in this agreement excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence.
Avara Outdoor Classroom operates from Dunton Community Garden under a private hire agreement. Dunton Community Garden Group is responsible for the general upkeep of the site. Avara is responsible for reasonable checks and risk management for its session areas and activities. The childminder remains responsible for supervising and caring for their children.
Dunton Community Garden Group, its trustees, and volunteers are not responsible for supervising children or running Avara sessions. Avara operates in accordance with site rules and the terms of its hire agreement.
13. Photography and Confidentiality
Avara may take photographs that do not show children’s faces only where the relevant consent arrangements allow this.
The childminder must ensure that they hold any parental or carer permissions needed for a child to take part in the session and for any photography they permit.
Childminders must not photograph or share images or personal information about other children without the appropriate consent.
Any information shared about a child must be handled confidentially and only for legitimate safeguarding, welfare, medical, or session-planning purposes.
14. Communication
Open and respectful communication is encouraged. Childminders agree to:
provide accurate contact and emergency information
share relevant information about the children in their care before or during the session
raise concerns directly with Avara
pass relevant session information, incidents, or concerns to parents or carers where required
Avara will normally communicate with the booking childminder, who is responsible for communicating with the children’s parents or carers.
15. Cancellation and Unforeseen Circumstances
Missed sessions
If a childminder or child is unable to attend 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, or other circumstances beyond reasonable control.
Where Avara cancels a session, the refund arrangements above apply. Avara will aim to be fair and reasonable in its approach.
Avara reserves the right to update these terms and its policies where necessary. The most up-to-date version will be made available to childminders.
16. 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, the childminder confirms that they:
have read, understood, and agree to this agreement and Avara’s Policies & Procedures
are appropriately registered or approved to care for the children attending and hold suitable insurance
have the authority and parental or carer permissions needed to bring each child to the session
will remain responsible for every child they bring throughout the session and will not count Avara staff in their ratios
will comply with the applicable statutory ratios, their conditions of registration, and their own safeguarding, first-aid, record-keeping, and outing duties
have provided accurate and complete information