Fresh Kids Parties - Useful Information and Terms

We kindly ask you to read and understand the following Useful Information and Terms & Conditions that apply when booking any party at Fresh Kids, Shepperton. Please make sure your party guests are aware of any of these terms that may affect them.

Our Team are well versed and prepared for safe fun. Occasionally, parties may have to look a little different to usual and this is to ensure we accommodate any changes we are required to make in the interests of the well-being and health and safety of all those in attendance.

Contents:

• Venue and Time of your Party
• Optional Extras
• Dedicated Team
• Decorations
• Guest Numbers
• Invitations
• Party Sign In
• Refreshments
• Self Catering
• Useful List of Items to Bring
• Health & Safety
• Payment Terms & Cancellation
• Further Information

Venue and Time of your Party

Parties are held at Fresh Sports Centre (Thamesmead school), Manygate Lane, Shepperton TW17 9EE.

Parties include exclusive use of the large sports halls for the duration of your party. Please note the Partytime Classic party is held in one hall for the duration of the party.

Running of the Party

• Parties consist of 1 hour of activity, followed by 30 minutes for food. For example Partytime Classic and Partytime Plus parties consist of:
  • 30 minutes of bouncy castle, obstacles etc,
  • 30 minutes of organised games (which can be swapped out of a Partytime Plus party for a disco or a 30-minute UV Dodgeball game – see below Optional Extras)
  • 30 minutes for food and the rope swing (during this 30-minute period: first 15 minutes for eating, followed by birthday cake announcement; after this time staff may open the rope swing for those children that have finished eating)
• Rope Swing is open for approx. the last 10 minutes of the food section of the party. This allows the party hosts time to slice and wrap the cake if desired.
• Once the majority of children are playing, tables will be cleared and wiped down.
• Roller Disco Parties have an additional 30 minutes for ‘kit-up’, safety talk and tips on how to get going.

Additional Time for Extra fun! – you can extend 3pm start time parties by an additional half an hour, subject to availability (additional fee). This additional time is added to the activity time, allowing children 90 minutes of play.

Arrival times: set-up, clear away and vacating the rooms

Arrival– we ask that you do not enter the premises earlier than 15 minutes before the start of your party. This allows staff time to set up the room(s) ready for you. Rest assured that room(s) and all required equipment will be setup and ready for your arrival. Our staff are on hand to help bring food items from the car park area to the party rooms.

Guest Arrival – it is the party parent’s responsibility to inform guests to arrive no more than a few minutes before the party start time; and to ensure all children are collected by their parent/guardian at the end of the party time.

Clearing away – we can help take any presents or food back to the car park area, the rest – leave it to us! We will clean, tidy, remove rubbish and recycle.

Vacating the Rooms – we do ask that once the party finishes the room is vacated promptly. Fresh Kids endeavours to ensure that all Parties get the best experience – and this means starting the next party on time. For this reason, we will follow the ‘late room hire’ procedure set out as follows:

• up to 15 minutes after the party is finished is included in your party
• more than 15 minutes after the party is finished, a ‘late room hire’ fee of £25 will be charged to cover additional costs.

Your help and cooperation, in ensuring the rooms are vacated no later than 15 minutes after your party has ended, is much appreciated.

Parties – Optional Extras to add to the fun 

Additional time – subject to availability, see above.

All Parties – Lenny the Lion Mascot – book an appearance from Lenny, our famous Lion mascot. He will join in games, pose for group photos and come back at the end of the party to pose for photos and give each child an inflated balloon on a stick.

Partytime Plus Party – option to upgrade your Partytime Plus Party and swap the 30-minute organised games section for:

• a 30-minute disco (including fun glow sticks) (additional fee)
• a 30-minute UV Dodgeball game (including fun glow sticks) (additional fee)

Cool Kids Disco or Roller Disco UV Glow Party – upgrade your Cool Kids Disco or Roller Disco UV Glow Party with awesome glo accessory packs.

You can add Optional Extras when booking online.

Dedicated Team

Upon arrival, you will be greeted by a member of our Team. The Duty Manager is your key point of contact throughout the party and is on hand to ensure that the party runs smoothly and safely. Your designated Party Leader will lead the entertainment and run party games. They can announce the birthday cake, start singing “Happy Birthday”, assist with serving of food and drinks, clean and tidy, apply any required first aid, help with bringing items into the party rooms and also assist when it is time to leave. Please note that staff are present to entertain the children. Supervision of children remains the sole responsibility of parents at all times.

Balloons, Decorations, Tables and Chairs

Decorations – the Centre will be decorated with balloons, banners and bunting. You are welcome to bring your own decorations to enhance and personalise your party but these are limited to table or floor standing decorations. You are not permitted to climb on fixtures, fittings or furniture nor to attach decorations to the walls. Please note that Party Poppers, Confetti Canons and Sparklers are prohibited.

Tables, Chairs and Table covers – tables and chairs are included. The tables will be clothed with our colourful, wipeable cloths. You are welcome to bring your own coloured/themed covering for table-tops if you desire. Two long clothed tables are provided for you to use as you choose, for food, cake, gifts.

Guest Numbers

All parties are inclusive of 15 children, including the party child and any siblings. More children can be added at a fee of £5 per child.

If you book extra children and have less children attend than predicted, the guest numbers fee cannot be removed on the day of the party. However, the number of children attending can be amended on your online booking up to 7 days prior to the party. We will do our best to cater for unexpected party guests on the day and, in this instance, the final number of children attending will be charged as above.

Invitations

FREE  Fresh Kids Party Downloadable Invitation

Party Sign-In

Each party will have sign-in sheets on the front Reception desk. We ask parent/carer to sign in each child giving their names and emergency contact number. This is for your benefit, should your guests choose to leave their children in your care during the party, there will be a list with contact numbers available.

Privacy – Fresh is committed to protecting your privacy. Our Privacy Notice is available on our website.

Refreshments

Water jugs – water jugs for the children are provided during the party – as all that jumping, swinging, running and having fun is thirsty work! You’re welcome to add squash to these jugs if desired and please remember to bring cups.

Refreshment Package – a Refreshment package of tea, coffee and biscuits is available to purchase for attending adults. The Refreshment Package will be provided approx. 15 minutes after the party start time and will be placed on a designated table in the hallway. You may add additional refreshments for your guests here. Please note, for the safety of the children, hot drinks must be consumed in the hallway area only. Hot drinks are not permitted in any of the Halls

(package serves approx. 20 people)

Please note: Alcohol is not permitted on the premises.

Self-Catered Parties

All party packages are self-catered. Staff will help carry in food platters and display these as you chose. Staff can offer around these platters to children/adults. You can also use your own private catering company.  You will need to provide your own disposables including cups, plates, napkins, cake, candles, cake slice and safety matches; and any other required items for the food section of the party. Please note: there are NO kitchen facilities for use on site and no means to warm food.

Useful List of Items to bring

Here are some items you may wish to bring. This list is a suggestion and by no means exhaustive:

Food, plates, cups, napkins etc (there are NO kitchen facilities on site and no means to warm food)

Birthday cake, cake knife/server, napkins to wrap cake

Birthday candles, matches (please no sparklers/indoor fireworks)

Squash to add to water jugs or desired drinks (no alcohol is allowed on the premises)

Sweets/prizes for games if you choose

Helium balloon to place on the cake/present table

Additional nibbles for parents (if required. Please see our optional Refreshment Package)

Party bags

For the Health & Safety of our Customers …

Fresh Kids parties are covered with public liability insurance and duty managers have enhanced DBS checks.

All of our party packages are appropriate to the age of the children outlined on our website and all activities will be appropriate for the specified age range. Fresh Kids encourages children to have fun and play in a safe environment. But sometimes fun comes with inherent risks. These include tripping, falling, bumping into fixed objects and also other children. Fresh Kids has taken every reasonable step to control these risks through design, maintenance and risk assessments. However, it is impossible to eliminate such risks completely and parents/guardians must recognise and accept this risk.

Children are advised to be dressed in suitable clothing for the activity. Jewellery is worn at your own risk. If wearing glasses, particular care should be taken.

We retain the right not to conduct certain activities if we feel the children are not responding appropriately and deem the activity as unsuitable.

Please ensure that any child who suffers from a food or other allergy has emergency medication with them.

Tea lights, sparklers or other naked flames are not permitted. Candles will only be permitted on the birthday cake. Party Poppers are not permitted.

… Safeguarding

We want to make sure everyone stays safe whilst having fun!

Your dedicated party team will supervise and ensure the safe use of all equipment and safe play in our games, so we have that covered for you.

As part of our safe-guarding policy, we do not take children to the toilet during parties or supervise them whilst not taking part in our activities and games. Please ensure you have adequate adult supervision for any children left in your care during your party booking, where their parent/guardian is not in attendance.

… Parents/Guardians MUST:

• accept full responsibility at all times to make judgements on what equipment their children are capable of using;
• observe their children to ensure they are capable of using the equipment safely;
• observe younger children present at the party do not climb on or use the equipment to prevent them from any mishap or injury;
• ensure that children do not become overheated;
• ensure that children who are unwell do not attend.

Payment Terms and Cancellation

Payment: A deposit of £50 is paid at the time of your booking and you will receive a confirmation email of this. If you do not receive a confirmation email within 24 hours please contact us (as a party is not booked and confirmed until a deposit has been paid and you have received the confirmation email).

Balance:

• Login to your party file. Click on the orange link in your confirmation email marked ‘view booking’. Here you can make a payment using the same card used to book.
• Pay on the day of the party by using any card or by cash or a combination.

Changes to your Booking: You can change party details after your initital booking, subject to availability, and no later than 7 days prior to the party date. The number of children attending can be changed up to 3 working days prior to the party date by emailing our Fresh Kids Party Coordinator, freshkidsparties@trainfresh.co.uk.

Cancellation – once a deposit is made, it cannot be refunded if it is within 28 days of the party date. We can however reschedule the party to a later date, subject to availability and within 6 months of the original party date. After that date the following charges will apply:

• Cancellation between 28 days and 7 days of party date: 50% of basic party price less the deposit will be due.
• Cancellation within 7 days of the party date: 100% of the basic party price less the deposit.

If you wish to cancel a party, notice must be given in writing and you will receive an email acknowledging the cancellation.

Fresh reserve the right to cancel the booking for good cause, including but not limited to:

• If it is found that the intended use is not in line with that indicated at the time of booking;
• that the booking has been transferred to a third party;
• on any grounds of health and safety;
• if there is a breach of our terms and conditions.

Fresh will not be liable for any loss or expenses incurred by you, either directly or indirectly, if it cancels the booking for good cause.

Further Information:

Lost Property- Fresh do not accept responsibility or liability for any property left on the premises by your guests.

Animals – Animals are not permitted within the Sports Centre (with the exception of guide dogs only).

No Smoking – there is no smoking permitted (including E-cigarettes) within the Sports Centre or the school premises.

No Alcohol – there is strictly no alcohol permitted within the Sports Centre or the school premises.

No Party Poppers, Confetti Canons, Sparklers – decorations of this type are not permitted in the Sports Centre or the school premises.

Car Parking and Access – there is ample parking on site. Customers park at their own risk.

Plug Points – hall plug points must only be used by Fresh staff. All our chargeable items are PAT tested and meet with school regulations. Please do not plug in your own devices/equipment.

Privacy Notice – Fresh is committed to protecting your privacy. Our Privacy Notice explains our data processing practices and your options regarding the ways in which your data is used. If you have any requests concerning your personal information or any queries with regard to our processing please contact us at info@trainfresh.co.uk.

Entire Agreement – these terms and conditions together with your Party Booking Form constitute the entire agreement between us and you and supersedes all previous agreements, discussions, correspondence and representations. Any variation to this agreement must be evidenced in writing and agreed between the parties to be a variation to these terms.