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
• Fresh Catering for Children and Adults
• 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 Rainbow Partytime party is held in one hall for the duration of the party.

Parties generally consist of 1 hour of activity, followed by 30 minutes for food. During this 30-minute period we recommend as follows: 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. 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 parties by an additional half an hour, subject to availability, for a fee of £45 (either Saturday or Sunday afternoon). This additional time is added to the activity time, allowing children 90 minutes of play. If you’d like to check the possibility of extending your party, please call our Fresh Kids Party Co-ordinator on 07547 540405 or email us.

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; and should you book food with us all the catering party lunches will be ready for the start of the party. 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, subject to availability.

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 (please note: a Lenny the Lion appearance is FREE of charge when you book Lunch Box catering).

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

• a 30-minute disco (including fun glow sticks) for an additional £25
• a 30-minute UV Dodgeball game (including fun glow sticks) for an additional £25

Cool Kids Disco or Roller Disco UV Glow Party – Awesome and Ultimate Glow accessory packs – upgrade your Cool Kids Disco or Roller Disco UV Glow Party with these awesome accessory packs.

You can add Optional Extras to your online booking or by contacting our Fresh Kids Party Co-ordinator on 07547 540405 or email us.

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 20 children, including the party child and any siblings. More children can be added at a fee of £20 per bracket of 10 children.

20 children = included

21-30 children = + £20 to the basic party price

31-40 children = + £40 to the basic party price

41-50 children = + £60 to the basic party price

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

You can order party invites from us. These are printed to a high-quality finish and include a helpful map on the reverse. Invitations are £7.50 for 20 including postage. A FREE downloadable invite is available on our website.

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 and cups 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.

Tea/Coffee – complimentary tea and coffee are offered to adults* 15 minutes after the party start time. This is with the exception of a Rainbow Partytime party where no hot drinks are permitted in the sports hall for the safety of the children.

Drinks will be placed on a designated table in the hallway with a milk jug, sugar and biscuits. You may add additional food/drinks to this area should you desire.  *(up to 30 adults included in the party package)

Please note: Alcohol is not permitted on the premises and hot drinks should be kept away from children and not taken into the halls.

Self-Catered Parties

All party packages are self-catered (unless you opt for Fresh Catering, which is available to cater for children and adults).

At a self-catered party our 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.  Self-catered parties will need to provide their own 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.

Fresh Catering for Children and Adults

For a completely stress and fuss-free party , leave the Catering to us! All food is freshly prepared by our award-winning catering company. Food is generous in portion size and made from fresh ingredients on site. We have two options for Children’s Catering: Lunch Boxes or Platters; plus we can provide tasty Adult Platters too.

Party Lunch Boxes – what’s included?

This is the perfect option for the ultimate party package.

Children’s’ Lunch Box catering includes: a Fresh Kids fluffy bug sticker toy; craft activity with materials and instructions; napkin; all contained in a colourful party lunch box. The Lunch Box contains a whole round of sandwiches on your chosen bread type with your chosen filling/s, two savoury snacks and a sweet snack. Party lunch boxes also come with a free visit from our mascot ‘Lenny the Lion’. Lenny will make an appearance at the party, join in party games and re-appear at the end of the party for photo opportunities; Lenny hands each child an inflated balloon on a stick and waves everyone goodbye. Please see our Catering details.

You will need to provide cake, candles, cake slice and safety matches.

Children’s Party Platters

Children’s Party Platter options – because food is always fun on a platter! Please see our Catering details for a full review of all food choices: platters include sandwiches, crudités and mini cakes.

Please note: Party Platters do not include the additional toy/craft items or ‘Lenny the Lion’ mascot visit.

You will need to provide plates, napkins, cake, candles, cake slice and safety matches or associated items needed during the party food time.

Adult Food Platters

Adults get hungry too! We can supply adult sandwich platters and mixed cake platters with the same great quality and portion size. Please see our Catering details for full catering food choices.

Booking Catering

To book, a catering deposit of £50 is required along with a completed booking form. This deposit will be deducted from the final bill, with the remaining balance due on the day of the party.

You can choose to add catering at any point, and up to 10 working days before the date of your party. If it’s less than 10 days, please still enquire, whilst we cannot guarantee catering within 10 days of the party, we will do our best to see if this can be arranged.

Please be advised: Fresh Kids Catering is not available during a school Summer Holiday Period (for 2023 catering is not available between 15th July – 3rd September 2023)

Please note there is a minimum spend of £125.

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 (tea, coffee, biscuits for up to 30 guests supplied)

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

A deposit of £50 is paid at the time of your booking. Please note that a party is not booked and confirmed until a deposit has been paid and you have received confirmation from us acknowledging payment and confirming the booking. Please note: we can change party details, subject to availability even after your initial booking but 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 contacting our Fresh Kids Party Coordinator on 07547 540405.

The remaining party balance is due on the day of the party, payable by cash or card.

A deposit of £50 for Catering is paid at the time of your booking. The remaining catering balance is due on the day of the party. (Catering should be booked as early as possible. Numbers and menus can be changed no later than 7 working days’ prior to your party date).

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.

Baby Change Facilities – available within the Centre (there is no nappy disposal available, please remove your clinical waste on departure).

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.