Connecting people to nature, improving lives, opportunities & aspirations


Get in Touch

Feel free to contact Wild Elements with any bookings, questions, projects, collaborative partnerships or feedback about any of our services via:

Rivendell Building, Bangor University Treborth Botanic Garden, Bangor, Gwynedd, LL57 2RQ

07799 566533


You are here: Holiday Clubs, Playschemes & Playgroups > Playschemes – Statement of Purpose & Contract

Playschemes - Statement of Purpose and Contract

By booking and ticking the Box on the Playscheme Submission Form, you have agreed to enter into a contract between Wild Elements and yourself for the provision of a place for your child/children at one of our Playschemes. The contract you have entered into once ticking the box on the Playscheme Submission form is provided herein.

Children can be dropped off and collected at the allocated drop off point i.e., outside the glasshouses at Treborth Botanic Garden.

Please note: There are no designated parking spaces by the glasshouses. However, there are parking spaces within a short walking distance, i.e., at the layby between the industrial estate and the glasshouses, and by the Rivendell Building before the entrance to the athletic track.

Please note: We cannot receive a child into our care or release a child from our care unless a parent/carer is present.

If you wish to see one of our leaders, please make yourself known to a leader that is present.

When a child is booked onto a holiday club session, they are expected to attend the session during the given times for the Playschemes. However, if you are making alternative arrangements, please inform a team member and we will do our best to accommodate your family needs.

Please note: If someone else other than a designated person is collecting your child/children, it is important to inform us of any alternative arrangements. Please also make sure that your child/children also know who will be collecting them. In the instance that a child does not know the person sent to collect them, or if a person they were not expecting is sent to collect them, the team will, in the first instance, confirm with the child’s emergency contact. If we cannot contact the emergency contact, we will seek confirmation from elsewhere before allowing the child to leave our care. To protect the child/children, they will not be released if we cannot confirm the arrangements.

In the event that a child is not collected by an authorised adult at the end of the day, Wild Elements will put into practice agreed procedures. These ensure that the child receives a high standard of care in order to cause as little distress as possible.

In the event of a child not being collected, the following steps should be taken:

  1. We will wait with the child for 15 minutes after the session has ended
  2. We will attempt to call the parent/carer using all available numbers provided, starting with the emergency number
  3. We will attempt to contact the parent/carer for a further 15 minutes
  4. If the parent/carer has not collected their child within 30 to 40 minutes after the scheduled pick-up time and we have been unable to contact either parents/carers or emergency contacts, the relevant Local Authority Social Services will be contacted to seek advice on the next stage.

The child will be taken to the nearby Rivendell Building to wait off site, where more than one member of staff will stay with the child.

The activities presented at our Playschemes are physical. Please ensure your child is healthy enough to attend the session. If they have had vomiting and/or diarrhoea in the past 48 hours please keep them home from the session. We do not offer refunds in the case of illness but may offer you another session; this will be a case by case basis. If your child falls ill during the session, we will contact the person listed as the child’s emergency contact on the medical form and expect that arrangements will be made to collect your child.

At Wild Elements, leaders hold a current Forest School First Aid certification which includes outdoor paediatric first aid. Please ensure that you have checked your child’s medical record to ensure it is up to date and inform us of any health issues, medication, illness etc.

Please note: All medication must be self-administering as Wild Elements Leaders can only assist the child taking the medication.

Please have all medications (e.g. epi-pens, inhalers etc.) in a waterproof container with your child’s name clearly marked on it.

Please note: The first dose of any new medication must be given at home in case of a reaction / allergy.

Please also communicate any behavioural, educational needs or communication specifics your child has. Any information you pass on will be held in strict confidence in line with Data Protection, we simply wish to ensure we know as much as possible about your child so we can adopt the right approaches to ensure they get the best experience we can give them! The more we know about the way your child/children work, the better the session for all.

Please apply any sun protection cream and insect repellent before the session starts.

In compliance with our Health and Safety and Accident policy, all incidents and accidents will be recorded, and paperwork shown to parents at the end of the day to sign.

Wild Elements has the right to decline parent/carer’s request to administer medication. This may occur where administering the medication involves technical knowledge or training beyond what can be safely managed at the setting.

Medicines should only be brought to the setting when essential; that is where it would be detrimental to a child’s health if the medicine were not administered during the setting day and where approval to do so has been sought and given.

Wild Elements does not keep a stock of over-the-counter medicines such as Calpol, for communal use. If a staff member feels that a child is unwell then a parent/carer will be contacted to ask for the child to be collected from the setting.

Parent/Carer Consent and Responsibilities

Parents/carers are required to provide written consent for medication to be self-administered by their child and are required to provide details/guidance of any self-administered medication and reference any side effects of said medication. Parents/carers must be made aware that it is their responsibility to ensure that medicines are ‘in date’ and that there is sufficient medication to be self-administered as required.

For a full version of the Wild Elements Medication Policy, contact us

Your children are required to bring their own food to our Playschemes. Please be aware that many children have allergies, so pack your child’s lunch accordingly.

Our Playschemes are physical experiences so your child/children will need premium fuel to help them enjoy the whole day. We recommend that you give them healthy food, avoiding processed food and food laden with colourings, flavours, preservatives and other additives.

Please also ensure your child/children bring adequate drinks for a full day session, and a full water bottle and/or a flask of tea during cold weather. We request you avoid fizzy drinks or sugar laden ‘juice drinks’. This is for your child’s welfare as well as that of the leaders. Some children react quite strongly to additives and sugar, making their behaviour much more difficult to manage.

It is important that food is brought in a sealed container. It is also important to remember that we will be out in the woods all day. Although bags will be under cover, we cannot control temperatures. Please do not give your child food items that will go off and potentially cause illness to your child.

During the session we may cook on the open fire to add an extra element of outdoor skills and fun to the Playscheme. Therefore, it is important to inform Wild Elements of any dietary or allergies needs or conditions on the booking form.

In the event of an emergency your child’s safety is paramount to Wild Elements. We will get them to a safe place. We will then contact you on your emergency contact to make arrangements. If a medical emergency involving your child occurs during one of our Playschemes, we will pass on the information that you have provided us with to aid health professionals with any treatment that may be required. It is, therefore, your own responsibility to inform us about any long-term condition/s, allergies, illnesses, and/or any other medical conditions or causes for concern which may affect the health or medical treatment of your child when completing our online booking form. Deteriorating Weather Procedure

Wild Elements will continue to run playscheme sessions unless there are high winds (above 21mph) or if there is a thunder and lightning storm very close by.

The leader of the session will check the weather forecast the evening before a session and a final decision will be made on the morning of a session and it will be based on the condition at the Forest School site. Parents/carers will be informed whether a session has to be cancelled or alternative arrangements have been made.

If there is a chance of rain, a tarpaulin will be erected and if the weather deteriorates during a session, the group will be gathered and led to Rivendell Building or an alternative location and the session will continue with wet weather activities.

If the wind speed reaches 21mph or the leader deems the movement of the tree canopy a high risk on the Forest School site, the session will be stopped, and the group will be gathered and led to Rivendell Building or an alternative location.

For a full version of the Wild Elements Fire Safety, Evacuation and Accident or Emergency Procedures contact us

Wild Elements realise that due to the nature of our work we may come across vulnerable individuals, some of whom may exhibit behaviour that is challenging towards others and may be difficult to deal with. Recognising this, we have a policy on Challenging Behaviour. If working with people who are challenging, we will seek to understand the behaviour and its causes, and work with the person in a structured way to help lessen the behaviour and its impact.

We follow a range of techniques to approach and diffuse any challenging behaviour:

  • De-escalation of the situation - talking through the situation with the service user
  • Use of cool-off periods - from activity, group or individual support sessions
  • Increased support and joint working
  • Early identification of potential challenging behaviour through need and risk assessment
  • For playscheme participants attending regularly, we aim to identify, respond and diffuse the triggers causing challenging behaviour
  • Agreeing team and individual strategies to manage and mitigate challenging behaviours
  • Seeking additional/specialist support through working in partnership with other agencies to ensure a participant’s needs are met appropriately
  • The Wild Elements team should identify situations where challenging behaviour can present a greater risk to staff and participants; for example, lone working, interviews, duty work; and develop situational risk assessments to reduce or manage these risks
  • Managers and staff should review the needs of any participants for whom sanctions are frequently necessary
  • This review should involve the participant where possible, as well as others involved in supporting or providing services to the individual to ensure an informed decision is made about the service user’s future or continued use of the service
  • As a last resort, if a participant presents a high level of risk or danger to him or herself or others, he or she may have to be suspended or excluded from the service. A decision to exclude a participant should be supported by good information
  • Behaviour that is a criminal offence will be reported to the police and Wild Elements will pursue legal action, such as, pressing charges or injunctions where this is necessary in order to manage behaviour and ensure the safety of staff and other participants. Where appropriate Wild Elements will support participants who have been the victim of an offence committed by another service user to pursue legal action

In the first instance we will aim to resolve the situation with a discussion between the affected parties.

For a full version of the Wild Elements Policy on Behaviour Management and Sanctions contact us

Please help us by making sure that your child is suitably dressed for each session. Please take into account the weather conditions and the nature of the activity. The following dress code is mandatory:

  • Sturdy boots or wellies
  • Warm socks
  • Long warm comfortable trousers (not jeans)
  • Long sleeved top
  • Waterproof jacket
  • Waterproof over trousers (or a spare pair of trousers)
  • Hat, gloves and scarf on cold days
  • Sun cream/hat on hot days

A small rucksack with few comfort items will help too. It could include: light water bottle, an extra layer of clothing is useful in case the weather changes or there is a chill wind.

Rain will not cause a cancellation unless accompanied by wind.

Please use old clothes and let your child know that at forest school THEY CAN GET DIRTY and, most of all, that you don’t mind them getting dirty!

We recognise that the session is loosely based around the flow of the day and the activities will change depending on many variables - such as weather, the children’s interest and engagement, and responses of the children as to what they choose to do - it is, after all, self-led (and supervised).

You are welcome to request a copy of the day plan and a risk assessment. Please contact us and we will send you them, preferably via email to reduce paper usage.

We currently accept payment via cheque, BACS transfer or childcare vouchers (Sodexo, Edenred KiddiVouchers). Please contact us if you would like further information regarding this.

Some children may be unsure of what to expect at our Playschemes. We would invite you to our sites to see the area and give you a chance to meet one of our leaders to talk about the session or any information you need.

We aim to provide the best service to all the children that participate in our Playschemes. We maintain our equal opportunities and will cater for provision for as wide a range of people as possible in all our services, though we must realise our organisational limitations. Our holiday clubs are no exception. We adapt the site as far as we are practically able to meet the needs of children with a disability. The team and our sites are set up to work with children with a degree of independence. Due to the nature of some site terrain and facilities, it is unlikely we would be able to accommodate a wheelchair or children that need assistance to use the facilities during the playschemes.

We can work with other organisations to hold alternative programmes which get children (and adults) with disabilities outdoors. We would like to work with other organisations that can provide the level of care required for people with disabilities, allowing Wild Elements to facilitate whilst the group provides the specialism.

For a full version of the Wild Elements Equal Opportunities policy contact us.

The scheme will have regard to The Additional Learning Needs (Wales) Regulations 2021 and The Additional Learning Needs Code for Wales 2021. Wild Elements will aim to provide a welcome to the playscheme for children with additional learning needs.

Children with additional learning needs, like all other children, should be admitted after full consultation between parents/carers, playscheme staff, Responsible Individual and any other relevant agency workers involved. However, because of the short-term duration and general nature of our playschemes, the discussion with parents/carers will have to consider staffing arrangements and the physical environment of the scheme setting in meeting the needs of individual children who wish to attend and have additional learning needs.

Full cooperation will be given to all agencies, i.e. therapists, social workers, health visitors, medical staff, psychologists, portage workers etc., in order to meet the specific needs of each child, as appropriate. Please, seek further advice if you feel you child with require additional support during the playscheme either to Tom Cockbill directly on 07792014166 or

For a full version of the Wild Elements Additional Learning Needs Policy contact us

It is hoped that all staff will maintain a high degree of professionalism and that the service we provide will be delivered to a high standard. It is also hoped parties will communicate with us to make a lasting positive experience for all involved.

However, if you feel we are not performing to a high standard, in the first instance please speak to a team member to see if the situation can be resolved.

If the matter remains unresolved, please call 07799 566533. If you would like to speak to another Director please inform us of your wish and send an email to We aim to respond to your complaint within 3 working days. If not you will be informed of the alternative time-frame that may be required to deal with your complaints.

By checking the box on the booking form you are confirming that you have read and agree to this contract, when booking your child on the Playscheme.

We understand it is your legal right to contact CIW to make a complaint. However, we ask you to please inform us first, as we may be able to resolve the issue locally.

If you are still unhappy with the team or outcome and if you wish to proceed with your complaint, please contact CIW as our Playschemes are registered activities.

  • Contact CIW Connect Team via telephone on 0300 7900 126
  • Email:
  • Write to: CIW, Welsh Government Office, Sarn Mynach, Llandudno Junction, LL31 9RZ
  • Complete an online complaints form

Alternatively, you can complain to the local Authorities.