Home Parents Information

Pre-arrival Info

Please ensure you have completed your health and safety information for each child attending. This can be done by logging in to your account. Our clubs WILL NOT be able to accept children without this information due to OFSTED requirements.

What to bring

Just bring yourselves, ready for fun!

Do not bring

Please do not allow your child/ren to bring, mobile phones, handheld computer games, iPods/MP3 players, These items will be confiscated and remain in the club office until the end of the session. Please do not send children in expensive/sentimental clothing as we do tend to get messy at club and children occasionally misplace belongings.


If your child requires any prescription medication whilst attending club, then we will need you to complete an administration of medication form. You can find the administration of medication form here, please complete this and hand it to our staff upon your arrival. This includes epi pens and inhalers.

If you are unable to complete and print a form to bring with you, we will ask you to do this on your child’s first day.


We offer a varied program of engaging activities which varies from day to day to suit the ages, abilities, and interests of the children on site.

All activities are run in relation to their suitability to the time of year and the environment, some activities will be weather dependent.

No Nuts

All of our sites are nut-free, which means we are unable to allow ANY nuts or food products containing nuts on-site. Please refrain from sending any such products in your children’s lunch or snack as they will be removed.


Directions to your site are available on your venue site page

Additional support

Unfortunately, we are unable to provide any form of one-to-one support for individuals as a standard practice. However, we aim to be as inclusive as possible, so if your child does require 1-1 support, please get in touch with head office at least 6 weeks in advance to discuss this further.

In the interest of other children and our club staff, we ask that you disclose any type of behavioural support for your child at least 6 weeks in advance of attending club so we can cater for their needs.

If your child requires one-to-one support or is deemed to require constant support that detracts from the care of other children by the on-site manager and this information wasn’t disclosed in advance, you may be contacted and asked to collect your child.

Frequently asked questions

Do you accept children who are not toilet trained?

Do you accept Childcare Vouchers and Tax-free Childcare?

Can I make changes and cancellations to my booking?

Can I book a One-Off Session?

My Child needs extra support, Can they still attend Club?

Do you accept children from other Schools?

Club Contacts

Club phone numbers and email addresses are for site communication only, bookings cannot be made or changed through these contacts. Club contacts are only operational when our clubs are open.

If you would like to get in touch outside of these times, contact us.

Club Phone Email
St Swithun’s Primary School Phone:07565840375 Email: sts@oxfordactive.co.uk
West Oxford Primary School Phone:07737224660 Email: wo@oxfordactive.co.uk

Terms and conditions

Our aim when you book with ACTIVE CLUBS is that as a parent/carer, you are satisfied and happy with everything we offer you and your child/ren. It is our mission to provide all children with a safe, fun and stimulating environment.

Below are details of the terms and conditions with regards to booking with ACTIVE CLUBS, we hope this helps you make an informed decision when booking with us.

If at any time you have any questions, please do not hesitate to contact our team via email at info@oxfordactive.co.uk or phone head office on 01865 594325.

Make a booking

Bookings will always be confirmed via email. If for some reason you do not receive an email, please check your junk mail or contact us.

When you have received your booking confirmation, please check the following:

  • The sessions you have booked
  • The club you have selected
  • Your child/ren’s information is correct

If, for some reason, there are errors with your booking, please call us on 01865 594325 or email us at info@oxfordactive.co.uk.



Making a booking 21 days or more in advance

If you are booking dates 21 days or more in advance, you will have the option to pay with debit card,  credit card or with childcare vouchers. Your fees for each term must be settled,, 14 days in advance of the first day of that term.  Please remember to allow time for the vouchers to reach the Oxford Active account which can take up to 10 days.

Making a booking 21 days or less in advance

Any bookings being made 21 days or less in advance will require payment for the next term via debit or credit card at the time of booking. You will not be able to use childcare vouchers for bookings being made 21 days or less for the next term, however you will have the option to then pay vouchers for the remainder of the terms booked.

Payment reminders

You will receive a Payment Reminder email 21 days before the first session of each term. If payment is not received  14 days before the first day of term, your booking will be cancelled and you will receive an email confirming this.

When paying by childcare vouchers or the Government Tax-Free childcare scheme, please be aware that it can take up to 10 days for payments to reach us, please ensure you have accounted for this when organising payment. If payment is not received 14 days before the first day of term your booking will be cancelled and you will receive an email confirming this

At the point of automatic cancellation, any partial payments will be credited to your Oxford Active account for future booking use. A refund is not an option at this stage.

Ad-hoc sessions

You are able to use our booking system to book Ad-hoc sessions (single sessions). You will only be able to select days within the current term (dependent on availability within our Clubs per day).

Ad-hoc bookings must be paid at the time of booking via card payment. We are not able to accept childcare vouchers or tax-free childcare payments.

Cancelling or amending your booking

Breakfast and After School Clubs

We understand that you may need to change or cancel your bookings to fit around changing work schedules, holidays and life events. However, we do require a terms notice for cancellations of regular session bookings.

If you need to cancel your booking please contact the office on 01865 594325 or email us at <ahref=”mailto:info@oxfordactive.co.uk”>info@oxfordactive.co.uk.

Please note, we are no longer able to make exceptions to the full terms notice due to changes in the booking system and its functionality.


Although we welcome children from the age of three, we ask that all children attending our camps are fully toilet trained. We understand that accidents happen, so if your child needs an extra set of clothes from time to time, we ask that you provide them and speak with one of the onsite team.

Health & Safety

It is your responsibility to provide accurate child information so please ensure all child and parent registration information is complete with up to date information. Failure to do so may result in you being turned away on site.

Late Collection

All children must be signed out by 6pm.  Only people listed on the registration and who are 16 years of age or older can collect.

We understand that at times parents/guardians may be running behind schedule, and we will always ensure that we do our utmost to support our families where possible. If a child is collected late it will have a knock on effect on our teams and therefore a late fee of £10.00 per 15 minutes will be applied for late collections. If you are running behind schedule and your child will be collected late, please make our head office aware so our team at the site can be notified in advance.

In the event of a child not being collected on time, we will attempt to call the parents/guardians. If we are unable to make contact, we will follow our safeguarding policy/uncollected child policy.

We always strive to offer parents/guardians the support needed, however, if late collections become a reoccurring event, we reserve the right to withdraw our service

Lost property

Lost property will be returned to Head Office at the end of each term. If not claimed within 2 weeks, it will be donated to charity. In order to claim any lost property please email info@oxfordactive.co.uk with details of the site your child attended, along with a clear description of the item. If found you will be contacted and this can then be collected/arranged to be shipped from our Head Office in Kidlington, Oxford.

Please ensure any items brought to an Active Club site are clearly labelled. Please ensure children do not bring any valuable toys or belongings with them as Active Clubs cannot be held responsible if they go missing.


Oxford Active believes that children and parents are entitled to expect courtesy and prompt, careful attention to their needs and wishes. We anticipate that most concerns will be resolved quickly by an informal approach to the appropriate member of staff. If this does not achieve the desired result, we have a set of procedures for dealing with concerns which are available on our website.